How To Create The Perfect Event Running Order

An event running order is a powerful event management and planning tool crucial to the success and smooth execution of any event; here's how to create one.

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Crafting a meticulous event running order is the cornerstone of successful event management.

It’s the blueprint that ensures every element of your event flow streams seamlessly from start to finish.

Whether it’s a corporate conference, a gala dinner, or a product launch, a well-thought-out event agenda not only keeps things on track but also enhances the overall experience for your attendees.

So, let’s get into it…

What Is An Event Running Order?

An event running order is a detailed timeline that outlines the schedule of activities throughout your event. It’s an essential element that any experienced event agency needs.

It encompasses the event’s agenda from the opening remarks to the concluding ‘thank yous’.

By establishing a clear event schedule, you’re paving the way for a smooth execution, ensuring no detail is overlooked.

It is key that you have an expert event management company who can design this flow for you.

*Example event running order of a conference. This is just a mock-up to give an example of a running order – real running orders are more detailed.*

Considerations for your running order template also include:

Event Details

Event Name: [Event Name]
Event Date: [Date]
Event Location: [Venue/Location Name]
Event Type: [Type of Event, e.g., Corporate Gala, Family Fun Day, Festival]
Contact Details: [Key Contacts – Organiser, Event Manager, AV Team]

Columns to Include in the Template

Time: The specific time or time range for each activity.
Activity/Segment: A description of what is happening.
Responsible Party: The person or team executing or overseeing this activity.
Notes/Details: Any additional details, such as technical needs, cues, or reminders.

By having a detailed running order you will set yourself up for success, just as we did for this Enchanted Garden Themed Event in the Isle of Wight.

How To Create An Event Running Order

Creating a robust event running order involves several steps. As event organisers, you will need to ensure your seamless every time to ensure you miss nothing.

Here’s how to go about it.

Remember, the key to success is careful, rigorous planning…

1. Understand The Purpose And Objectives

First and foremost, grasp the core purpose and objectives of your event.

Knowing what you aim to achieve guides the structuring of your event agenda.

Illustration of person thinking 'What Is The Purpose of The Event?' — *When planning an event – always start with the purpose and desired outcome to guide your decisions.*

2. Know And Understand Your Audience

Gain insight into your audience’s expectations and preferences.

This understanding will help tailor an event schedule that resonates with them and engages them.

Illustration of audience preferences. — *Understanding your audience is a crucial step for creating a running order that resonates.*

3. Coordinate Every Single Element Of Your Event

Every element of your event needs to work together to create a successful, seamless event. Consider the below elements:

Event Start and Finish Times

Define the start and end times, keeping in mind the convenience and travel arrangements of your attendees.

Order Of Activities And Sessions

Arrange the activities in a logical sequence to maintain a coherent flow.

Staff taking part in dominoes team building activity at conference. — *Team Building Activity we organised for the Xero Company sales kick off Event.*

It’s also essential when planning and booking your activities that they are immersive, captivating and on brand, for example, conference entertainment shouldn’t be dull and drab, it should be uplifting and synchronised to the schedule for the day – from day to evening if you are hosting a gala.

Allocating Appropriate Time For Each

Allocate ample time for each segment, ensuring a balanced event agenda that doesn’t feel rushed.

Collaborating With Speakers, Performers, Presenters

Work closely with all participants to synchronize their contributions with the event schedule.

War Veteran and Keynote Speaker, Ben McBean on conference stage delivering talk on 'the summit'. — *Booking engaging keynote speakers is a must for creating a memorable and engaging conference.*

Communicating Logistics To All Involved Parties

Ensure all parties are on the same page regarding the logistics and running order.

Transitioning Between Sessions Or Activities Seamlessly

Plan the transitions meticulously to avoid any awkward pauses or disruptions.

Scheduling Breaks For Networking And Refreshments

Schedule breaks to provide networking opportunities and refreshments to keep energy levels high.

Conference attendees sitting and standing in break out area of venue. — *Incorporate break-out spaces into your conference event to allow delegates to take in the information you are delivering at your conference. They are also fantastic networking opportunities.*

Managing Attendee Flow During Transitions

Efficiently manage the flow of attendees during transitions to maintain a smooth experience. You can use sophisticated event management tools to help with this.

4. Incorporating Engagement and Interactivity

For an event to be enjoyable and memorable for guests, incorporating engagement is a huge part. Using up-to-date event technology such as apps will also enhance the chances of audience participation. Here are some quick ways of incorporating engagement and interactivity into your event:

Strategies For Keeping Attendees Engaged

Employ strategies like interactive sessions to keep the engagement levels soaring.

*Audience listening to a motivational speaker on stage at a sales kick off event in Milton Keynes, UK.*

Making Use Of Interactive Elements Like Q&A Sessions, Polls And Surveys

Integrate interactive elements that promote audience participation and feedback.

Encouraging Audience Participation And Feedback

Foster a two-way communication channel to make the event more interactive and enjoyable.

Illustration of audience participation through an event app. — Get your audience directly involved by incorporating polls, interactive apps and more into your event.

5. Venue Set-Up And De-Rig – Adequate Time For This

Allowing an adequate amount of time for your venue set-up and de-rig is crucial to ensuring everything is set up in time for your event and you don’t run overbooked time at your venue when you take everything back down.

Audiovisual Requirements And Equipment Set-up

Ensure all technical requirements are met well in advance.

Team setting up stage, lighting and AV in outdoor event space. — *Our team setting up the stage, lighting and AV for the Netflix ‘Turn Up Charlie’ special. This design was used in the outdoor festival scene in the series.*

Venue Layout And Stage Design

Design a layout that complements the flow of your event agenda.

Event floor plan with annotations of different aspects of the set design, considering layout and guest flow. Layout and spacial planning is crucial to a seamless event experience as it ensures no or minimal congestion.

Considerations For Lighting, Sound And Visual Effects

Pay attention to the aesthetic and technical aspects to create the right ambience.

Aerial rigging for lighting and AV event set-up. — *Aerial rigging for lighting and AV set-up. We completely transformed this event space using our lighting and AV services.*

6. Contingency Planning

Always plan for the worst – it makes you a lot more relaxed on the day of your event!

Ensure all aspects of your event are planned and you have backup options should things not go to plan.

Identifying Potential Challenges And Risks

Anticipate challenges and devise contingency plans to address them.

Illustration of identifying risk. — Identify any potential risks prior to the start of your event and plan accordingly.

Developing Backup Plans And Alternatives

Have backup plans in place to ensure the event runs smoothly despite unforeseen circumstances.

Illustration of backup plans. — It’s always a good idea to have backup plans in case anything goes wrong or doesn’t go exactly to plan so that you can overcome any challenges with ease on the day(s) of your event.

Handling Unexpected Situations During The Event

Be prepared to address unexpected situations with a cool head and a solid plan.

Illustration of keeping a cool head with a comprehensive event plan. — Having backup plans enables you to keep a cool head, should things not go as expected.

7. Rehearsals / Flexibility

Before the day(s) of your event, you want to run through everything to make sure everything goes together and it is exactly as you envisaged.

Importance of Conducting Rehearsals

Rehearsals are crucial to ironing out any kinks in the running order.

Illustration of rehearsing an event running order. — It’s very important to rehearse your event running order to ensure all of the elements come together and you have planned adequate times between activities.

Ensuring All Participants Are Familiar with The Running Order

Ensure everyone is well-versed with the event schedule to avoid any hitches.

Illustration of team being familiar with event plan. — It’s important that all members of your event team, including all of the entertainers, performers, guest speakers, caterers and any event staff are familiar with the event plan to ensure everything runs smoothly and on time.

Refining The Event Flow Based On Rehearsal Feedback

Make use of feedback from rehearsals to refine the event agenda.

Illustration of event planner adjusting event plan. — From your event rehearsals, you may come across things in your plan that you can change and improve. Make these changes accordingly.

Being Prepared To Adjust The Running Order As Needed

Maintain a level of flexibility to accommodate any last-minute changes.

Handling Unexpected Delays Or Changes Gracefully

Adapt to any changes or delays with grace and professionalism.

Communicating Changes Effectively To All Stakeholders

Keep all stakeholders informed of any changes in the running order in a timely manner.

Illustration of communication between separate teams collaborating on a project. — Communication between teams and stakeholders is essential to the success of your event.

8. Final Checks and Confirmations

Now all the planning is complete and you’ve done rehearsals – now you want to do all the final checks and confirmations.

Verifying All Arrangements and Logistics

Conduct a thorough check of all arrangements before the event.

Illustration of approving logistics for an event. — Do all final checks on the logistics and event arrangements to ensure nothing has been missed.

Confirming The Availability Of Resources and Personnel

Ensure all resources and personnel are in place and ready to execute the event schedule.

Illustration of team showing event resource. — Ensure everything is in place for the event to go forward.

Creating A Checklist For Last-Minute Preparations

Create a comprehensive checklist to ensure nothing is overlooked.

Ticking box on checklist. — It’s always a good idea to bring a checklist to ensure everything is complete in time of the event.

9. Event Day Execution

Now it’s the long-awaited day of your event. How do you execute it?

The Role Of Event Managers In Overseeing The Running Order

Event managers play a pivotal role in ensuring the running order is adhered to.

Event production team being led and split into different areas of the event space. A successful event producer will ensure event spaces are turned around efficiently.

Ensuring Everything Goes According To Plan

Keep a close eye on the proceedings to ensure everything goes as planned.

Addressing Any Issues Or Challenges In Real-Time

Address any issues promptly to maintain the flow of the event.

However when the unexpected does occur check out our article on how to mitigate this!

Establishing A Well-Structured Running Order

When your event goes well, the positive impact on your attendees, your brand, on all those who took part can be phenomenal.

The ROI in both tangible and intangible ways can be huge.

However, when things go wrong … the negative impact in all these areas can be incalculable.

Establishing a well-researched and structured running order will be fundamental to the success of your event, giving you the best chance of a smooth, seamless and memorable event.

Don’t leave anything to chance.

Entrust your event’s success to our event management company, Julia Charles Event Management, your go-to event agency for crafting successful, unforgettable events.

With meticulous planning and a client-centric approach, we ensure your event unfolds flawlessly from start to finish.

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