How to Build a Simple Run Sheet for a Gold Coast Community Event

A useful run sheet turns a small Gold Coast community event from a list of good intentions into a sequence people can follow. Set one person to coordinate the day, give every important task an owner, allow extra time for access and weather, and share one final version with the whole team.

Your run sheet does not need to be complicated. A table or shared document with the time, task, person responsible, location and notes is usually enough. Build it backwards from the advertised finish time, then add bump-in, activities, announcements, pack-up and a contingency block.

Start with the event’s fixed points

Before assigning jobs, write down the parts of the day that cannot move easily. These may include the venue access time, market-stall arrival window, scheduled performances, children’s activities, welcome announcements, food service, waste collection and the time the site must be cleared.

On the Gold Coast, outdoor events may also need to account for heat, sudden rain, wind and busy local roads. Check the venue’s access arrangements and any conditions attached to the space. A run sheet should reflect what can actually happen on site, not just the preferred timetable.

Event date and location: include the exact meeting point and the best entry for suppliers and volunteers.
Public opening and closing: make these prominent so bump-in and pack-up are not confused with public hours.
Access limits: note gates, loading areas, parking restrictions, keys and security arrangements.
Non-negotiable bookings: list performers, facilitators, equipment hire and any timed deliveries.

Use a time-by-time structure

Divide the day into clear phases. The exact times will vary, but the order should be easy to understand.

1. Pre-event briefing

Begin with a short briefing before the public arrives. Confirm who has the master run sheet, who can make decisions, where first-aid supplies are kept, what to do if someone is lost or unwell, and how the team will communicate.

Ask each volunteer to repeat their first task and the time they are expected to report. This catches misunderstandings before the event becomes busy. Keep the briefing focused; it is not the time to explain every possible scenario.

2. Bump-in and site access

List the arrival order for vehicles, stallholders, activity leaders and equipment. If several people need the same access point, stagger their arrival times. Include time to unload, move vehicles away from the event area and secure the site.

Give one person responsibility for access. They can direct arrivals, answer questions and prevent congestion. A separate person should check the venue as items come in, including tables, chairs, signs, bins, power leads and shade or wet-weather equipment.

3. Setup and safety check

Break setup into small jobs rather than writing “set up event”. For example, position registration, mark activity areas, place directional signs, arrange seating, prepare the information table and check walkways.

Assign someone to inspect trip hazards, unstable furniture, blocked exits, exposed leads and overcrowded areas. If food, craft materials or physical activities are involved, include the relevant hygiene or supervision checks in the run sheet.

4. Opening and activities

Allow a short buffer between the end of setup and opening. Use this time to make sure volunteers are in position and the site looks ready. The opening announcement can cover a welcome, the location of facilities, the day’s activities and any important safety information.

For each activity, record its start time, duration, location, facilitator and equipment. Include a reset time if the area needs to be cleaned or rearranged. If an activity is likely to attract a crowd, name someone to manage queues and keep access clear.

5. Announcements and handovers

Announcements work best when they are planned rather than improvised. Note who will speak, where they will stand, what must be mentioned and how long they have. Keep a spare copy of key messages at the information point.

Schedule handovers between volunteers. A person leaving the registration desk should tell the replacement about sign-in numbers, questions, missing supplies and any expected visitors. Write “handover” into the run sheet so it is treated as a real task, not an afterthought.

Assign one owner to every task

Several people may help with a task, but one person should own it. Use names rather than labels such as “team” or “volunteers”. The owner does not have to do every part themselves; they make sure the task happens and report problems.

Event coordinator: makes decisions, tracks the run sheet and handles changes.
Site lead: oversees bump-in, layout, safety checks and pack-up.
Volunteer lead: checks attendance, allocates breaks and manages handovers.
Activity leads: run their own sessions and report delays or supply issues.
Welcome or information lead: answers public questions and keeps key notices available.

Give volunteers realistic shifts and planned breaks. A person assigned to a two-hour desk should not also be expected to set up another area at the same time. Put contact details in the internal version of the run sheet, but avoid displaying private information publicly.

Build in contingency space

Do not fill every minute. Add a buffer before opening, between major activities and before pack-up. This gives you room to deal with late arrivals, a wet-weather change, a missing item or a slower-than-expected crowd.

Write down simple alternatives rather than hoping the team will decide under pressure. For rain, identify an indoor or covered area and which activities can move there. For heat, note where water, shade and rest areas will be available. For wind, identify signs, lightweight displays and loose equipment that may need to be secured or removed.

Mark decisions that require coordinator approval. For example, the activity lead may move a session within the approved site, while the event coordinator decides whether an activity must be cancelled.

Plan pack-up as carefully as bump-in

List the public closing announcement, final collection time and the order of pack-up. Usually, people and safety checks come before speed: clear the public area, account for equipment, clean the site, check bins and inspect the venue before anyone leaves.

Assign separate jobs for furniture, signs, rubbish, lost property, borrowed equipment and final site inspection. Include who returns keys or confirms that the venue is secure. Keep a small team available until the coordinator confirms the event is finished.

Share and control the final version

Send the run sheet to volunteers early enough for them to check their shifts. Use one final version, with the date and time of the latest update clearly marked. Give the coordinator and site lead an accessible copy on the day, and place a printed copy at the main volunteer point if mobile reception or battery life may be unreliable.

At the briefing, point out changes rather than assuming everyone has read them. After the event, note what ran late, what equipment was missing and which roles need clearer instructions next time.

Practical summary

Build the run sheet around fixed times, then add bump-in, setup, activities, announcements, handovers, pack-up and contingency space. Give every task one owner, share a dated final copy, and leave enough flexibility for Gold Coast weather, access delays and changing crowds.