Run sheet, contacts, kit and the day after

The day by the clock with a name on every line, the contact sheet, the day-of kit, the day-after list and the debrief notes. Seeded from your times in setup.

For a first pass, the run sheet and the contact sheet are essential: the day from setup to cleanup with a name on every line, and the phone numbers you would need. The kit list, the day-after list and the debrief are short and worth doing; none blocks the day.

Run sheet

One row per thing that happens, from setup to the last car leaving. A name on every line.

Contact sheet

Everyone you might need to call on the day. Print it; a phone with a flat battery is not a contact list.

Day-of kit

This manual's convention for a small event's kit; add what your event needs. Pack it the day before.

The day after

What closes the event. Most of it is due within a week.

Debrief notes

Soon after the event, short and without blame. Write what to keep and what to change in the plan, not in people.

How to use these sheets

• A name on every line. "Setup" with no name is a line nobody does.
• Times, not just order. Write when each thing starts and, where it matters, until when. Supplier arrival times come from their contracts.
• Print it. Give a copy to every helper and supplier contact. Phones run flat.
• Debrief soon, and about the plan. Write what to keep and what to change in the plan, not who got it wrong.