WEDDING RECEPTION RUN SHEET - EDITABLE PLANNING AID
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Open in a text editor or paste into your planning document. Replace brackets.
Times below are an invented example, not service estimates or a venue promise.
This file does not calculate times automatically. Confirm every block with the
venue and relevant suppliers. Keep contacts and private notes off guest copies.

EVENT: [ ] | DATE: [ ] | VENUE: [ ] | TIME ZONE: [ ]
Version/date: [ ] | Final copy owner: [ ]
Coordinator and private phone: [ ]
Backup coordinator: [ ]

FIXED COMMITMENTS - CONFIRM AGAINST AGREEMENTS
Supplier access begins: [ ]
Setup complete: [ ]
Guest arrival: [ ]
Catering service window: [ ]
Supplier meal arrangements: [ ]
Photographer coverage ends: [ ]
Music must finish: [ ]
Guest departure: [ ]
Cleanup and load-out window: [ ]
Building must be empty: [ ]

ILLUSTRATIVE GUEST SCHEDULE - FIVE HOURS, 5:00-10:00 P.M.
5:00-5:45 Arrival, drinks and conversation.
  Coordinator confirms seating information and refreshments are ready.
5:45-6:00 Guests take seats; brief welcome.
  Host starts after coordinator confirms room and catering team are ready.
6:00-7:00 Dinner service.
  Catering lead directs service and provides the cue for speeches.
7:00-7:15 Two speeches and transitions.
  Host checks speakers, microphone and photographer.
  Example allocation: two five-minute speeches plus five minutes total for
  introductions, applause and changing speakers.
7:15-7:30 Dessert introduction and reset.
  Catering and music leads confirm transition.
7:30-9:45 Music, dancing and conversation.
  Music lead follows cues; coordinator checks transport.
9:45-10:00 Last song, thanks and guest departure.
  Host announces departure details; transport contact is in position.

Setup, supplier meals, cleanup and load-out need separate entries.
Replace the one-hour dinner block with your caterer's actual service estimate.

COPY THIS BLANK ROW FOR EACH ACTIVITY
Start/end time: [ ]
Activity and location: [ ]
Owner/name: [ ]
Who must be ready before starting: [ ]
Cue and who gives it: [ ]
Equipment/notes: [ ]

PRIVATE CONTACTS
Venue lead: [ ]
Catering lead: [ ]
Host/MC: [ ]
Music lead: [ ]
Photographer: [ ]
Transport lead: [ ]
Cleanup/load-out lead: [ ]

GUEST ARRANGEMENTS
Seating plan version and owner: [ ]
Meal/allergy requests confirmed directly with caterer: [ ]
Access and communication arrangements/owner: [ ]
Quiet space if arranged: [ ]
Guest assistance contact: [ ]
Departure/transport announcements: [ ]

CHANGES AND WEATHER
Who may change timing: [ ]
Changes requiring couple approval: [ ]
Fixed end times that must hold: [ ]
Flexible blocks: [ ]
Weather alternative space: [ ]
Weather decision authority and deadline: [ ]
How suppliers and guests receive changes: [ ]
Venue emergency procedures/contact location: [ ]

DELAY EXAMPLE
If dinner runs 20 minutes late: speeches 7:20-7:35, dessert 7:35-7:50,
dancing 7:50-9:45, departure block still 9:45-10:00. This reduces dancing
by 20 minutes. Confirm photographer and music coverage before changing cues.

END-OF-EVENT RESPONSIBILITIES
Gifts/personal belongings collected by: [ ]
Hired items checked by: [ ]
Approved final payments handled by: [ ]
Venue walkthrough attended by: [ ]
Final version sent to each responsible lead on: [ ]