Event Day Run-Sheet & Timeline (Word)
The run-sheet is the one page everyone works from on the day: what happens at what time, where, and who makes it happen. This Word template has a sample wedding-day timeline from the morning setup to the send-off, a vendor arrival schedule, a key contacts table, an emergency kit list and a backup plan for rain, power cuts and late arrivals. Replace the sample lines with your own and hand a printed copy to every coordinator and vendor.
Free · no sign-up · opens in Microsoft Word, Google Docs, LibreOffice and WPS Office. Files contain no macros.
Preview
Real view of the file with its sample data (yellow cells are where you type).
EVENT DAY RUN-SHEET
[Event name] · [Day, DD Month YYYY]
| Venue | [Name] | Address / map link | [ ] |
| Event coordinator | [Name] | Coordinator phone | [ ] |
| Backup coordinator | [Name, phone] | Venue manager | [Name, phone] |
| Guests expected | [ ] | Ceremony / muhurat time | [ ] |
Key contacts
| Role | Name | Phone | On site from |
| Bride's family point person | [ ] | [ ] | [ ] |
| Groom's family point person | [ ] | [ ] | [ ] |
| Caterer | [ ] | [ ] | [ ] |
| Decorator | [ ] | [ ] | [ ] |
| Photographer / video | [ ] | [ ] | [ ] |
| DJ / sound | [ ] | [ ] | [ ] |
Vendor arrival and setup
| Time | Vendor | Setup task | Received by |
| 06:00 | Decorator | Mandap, stage, entrance, lights | [ ] |
| 09:00 | Tent / sound / generator | Power backup tested, mics checked | [ ] |
| 11:00 | Caterer | Kitchen setup, counters, water station | [ ] |
| 13:00 | Makeup artist | Bridal room ready, lighting, mirror | [ ] |
| 14:00 | Photographer | Getting-ready shots; shot list from the couple | [ ] |
| 16:00 | DJ | Sound check, playlist and do-not-play list | [ ] |
Timeline (sample wedding day: replace with your own)
| Time | Activity | Where | Responsible | Notes |
| 06:00 | Venue opens; decoration setup starts | Hall and lawn | Venue manager | |
| 10:00 | Haldi (if on the same day) | Home / lawn | Bride's family | Old clothes, towels ready |
| 13:00 | Lunch for family and vendors | Dining area | Caterer | Count vendor meals |
| 14:00 | Bride's makeup and hair begins | Bridal room | Makeup artist | 3 to 4 hours |
| 17:30 | Groom gets ready; safa / turban tying | Groom's room | Groom's family | |
| 18:30 | Baraat gathers; dhol starts | [Meeting point] | Groom's point person | Horse / car ready |
Alternative sample: ceremony and reception
| Time | Activity | Responsible |
| 15:30 | Guests arrive; ushers seat them | Ushers |
| 16:00 | Ceremony | Officiant |
| 16:45 | Group photos | Photographer |
| 17:00 | Drinks and canapés | Caterer |
| 18:30 | Couple's entrance; dinner served | MC / DJ |
| 19:45 | Speeches and toasts | MC |
Emergency kit
• Safety pins, needle and thread in outfit colours, fabric tape
• Pain relief, antacid, plasters, ORS, any regular medicines of the couple and elders
• Phone chargers and power banks, extension cord
• Tissues, wet wipes, deodorant, comb, hair pins, spare dupatta or tie
• Copies of vendor contracts, run-sheet and the guest list
• Cash for tips and small purchases; balance envelopes for vendors (with the coordinator)
• Umbrellas and torches; water bottles and dry snacks
Backup plan
| If this happens | We will | Who decides |
| Rain or storm | Move to [covered area / hall]; decorator has a rain cover | [ ] |
| Power cut | Generator starts within [ ] minutes; check fuel in the morning | [ ] |
| A vendor is late or does not come | Call the backup contact: [name, phone] | [ ] |
| Baraat or ceremony runs late | Hold dinner / adjust music; tell the caterer and priest | [ ] |
| Someone feels unwell | First aid kit at [place]; nearest hospital: [name, address, phone] | [ ] |
| Ring, documents or envelopes missing | Check with the person holding the day bag: [name] | [ ] |
After the event
• Collect gifts, envelopes and the gift register; two people count cash
…
What's inside
- Event details: name, date, venue address and map link, event coordinator and their phone
- Key contacts table: role, name and phone for family point people, venue manager and every vendor
- Vendor arrival and setup schedule with time, vendor, task and who receives them
- Timeline table with time, activity, location, responsible person and notes, filled with a sample day you can edit
- Emergency kit list, backup plan (weather, power, delays, missing items) and an after-the-event wrap-up list
How to use it
- Download the file and open it in Word, Google Docs or LibreOffice.
- Fill in the event details and the key contacts first; everything else refers to them.
- Copy each vendor's confirmed arrival time into the vendor schedule.
- Replace the sample timeline with your own programme. Keep times realistic: allow 15 minutes of buffer between big moments.
- Name one responsible person for every line, not "everyone".
- Print copies for the coordinator, both families' point people, the venue manager and key vendors, and share a PDF on the group chat.
Tips
- Put the muhurat or ceremony start in bold: everything before it is planned backwards from that time.
- Give the coordinator the vendor balance payments in labelled envelopes with the run-sheet, so nobody looks for the family on the day.
- Do a walk-through at the venue the day before with the run-sheet in hand.
Questions and answers
What is the difference between a run-sheet and an itinerary?
An itinerary tells guests where to be. A run-sheet is for the team: it lists every task with a time and a responsible person, including setup and pack-down that guests never see.
Can I use it for a conference or corporate event?
Yes. Replace the sample lines with registration, sessions, breaks and dinner; the structure stays the same.
How many copies should I print?
One for each coordinator and family point person, one for the venue manager and one per key vendor (caterer, decorator, photographer, DJ). Share the PDF too.