Template library

Event Planning

Event brief, vendor coordination, day-of rundown, and post-event review forms for event planners

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Day-Of Event Rundown

This is your master guide for the day. Every key person on-site should have a copy. Fill in the timeline carefully — the more detail, the smoother the day runs. You've got this!

Event & Key Contacts

Event name:

Event date:

Venue:

Event coordinator name:

Coordinator phone:

Venue on-site contact:

Venue contact phone:

Key Times

Setup start time:

Guest arrival time:

Event start time:

Meal service time:

Entertainment start:

Event end time:

Teardown / cleanup deadline:

Detailed Timeline / Run of Show

List each segment with the time, activity, and the person responsible. Be as specific as possible.

Key Announcements & Speeches

List each speaker or announcement: who, when, and the topic.

Contingency Plans

Emergency contacts:

Rain / backup plan (for outdoor events):

Logistics

Parking & transportation notes:

Special guest handling notes (VIPs, accessibility needs, reserved seating):

Final Day-Of Checklist

Tick each item off as you confirm it on the day:

Signage placed

AV tested

Music playlist confirmed

Seating arranged

Welcome table ready

Gifts / favours ready

Emergency kit available

Photographer briefed

Catering confirmed headcount

Last-Minute Notes

Anything that came up at the last minute — capture it here:

All systems go — today is going to be amazing! Stick to the timeline, stay in communication, and trust the plan you've put in place.

Use this template

About this template

The Day-Of Event Rundown template is a ready-to-use form from Pocper's Event Planning pack. Customize the fields to match your workflow, then share a link so clients can complete it and upload documents in real time.

What's in this template

Day-Of Event Rundown
Event & Key Contacts
Key Times
Detailed Timeline / Run of Show
Key Announcements & Speeches
Contingency Plans
Logistics
Final Day-Of Checklist
Last-Minute Notes

Frequently asked questions

What is the Day-Of Event Rundown template for?

It's a structured form you send to clients to collect the information, documents, and signatures a event planning workflow needs — without the back-and-forth of email.

Can I edit this template?

Yes. Import it into your Pocper workspace, then add, remove, or reword any field before sharing it. Every template is fully editable.

How do clients fill it out?