How to Build a Carols Event-Day Run Sheet

Carols Event Organiser Resource Centre › Free Australian planning resources

The event-day run sheet is the shared clock for everyone delivering the Carols event. It should connect suppliers, performers, volunteers, safety decisions and public communications in one controlled timeline.

Begin before the audience arrives

Start with site access, deliveries, equipment checks, sound checks, volunteer sign-on and authority inspections. Include who confirms that each stage is complete and the latest time a delay can be accepted.

Use five essential columns

• Time: scheduled and, where needed, actual time.
• Action: one clear task or cue.
• Owner: the person accountable for completion.
• Location/channel: where it occurs or how the cue is communicated.
• Status/notes: confirmation, delay, change or incident reference.

Include decision deadlines

Weather and operational decisions need a time, decision-maker and communication plan. Record when forecasts are reviewed, when suppliers must be notified and when public messaging changes. A decision point is different from a general reminder.

Control the audience-facing program

Include gates, welcome, performances, sponsor acknowledgements, candle distribution, the candlelight cue, fundraising messages, final announcements and audience exit. Give production teams the exact cue owner and any dependencies.

Protect the candlelight moment

Work backwards from the planned visual moment. Allow time for distribution, volunteer positioning, audience instructions and lighting checks. Keep emergency access and crowd movement clear while the audience is focused on the stage.

Plan the end as carefully as the opening

Include lighting changes, exit messages, traffic and pedestrian controls, lost-property handover, supplier bump-out, waste removal, site inspection and incident documentation. State who has authority to release suppliers and volunteers.

Maintain one master version

Distribute the approved run sheet before event day, then nominate one controller for live changes. Do not allow separate teams to operate from different versions. Log material changes instead of relying on memory.

Use this with the 12-month Carols planning timeline and your event brief.

Download the free editable toolkit from the SafeFlame Carols Event Organiser Resource Centre.

Important: This article provides general planning support and does not replace legal, safety, emergency-management, insurance, accessibility, venue or authority advice. Confirm current requirements for your event.