Build the fraternity formal day-of run sheet

Put the critical facts on one page

List address and room, load-in, setup, guest arrival, event start, food service, transport legs, end time, breakdown, and a contact for each phase. Include the approval owner for schedule changes and the provider’s on-site contact.

• Use one time zone and one current version.
• Keep personal information to what each role needs.
• Confirm the venue and transport versions agree.

Make changes visible

If weather, travel, or a provider delay changes the plan, document the decision and notify the affected leads first. The run sheet should include a fallback and escalation path, not just an optimistic sequence. Afterward, preserve it with invoices and notes for the next officer.

Put responsibilities beside the clock

Create one sequence with phase, planned time, location, responsible officer, backup, provider contact, and confirmation status. Include load-in, venue setup, first pickup, guest arrival, food service, last departure, venue close, and final check. Use current venue and transportation agreements as the source of times; make one person responsible for maintaining the current version.

Write the exception route

For late transport, weather changes, venue access problems, or an attendee who needs help, identify who contacts the provider, who decides an adjustment, and who updates affected guests. Keep emergency contacts and any required campus or chapter procedure with the officers who need them. The run sheet should make a change manageable, not assume the original schedule will hold.

Close the file after the event

Record what changed, whether provider commitments were met, invoices and deposits still open, and useful notes for the next formal chair. Keep sensitive attendee details only in the chapter’s authorized system, and leave a concise handoff that the next officer can act on.