With Content-Forward Planning, Your Message Always Comes Across

Design and visuals might catch the eye, but what you say—and how you say it—is what truly sticks with your audience. That’s why content-driven run sheets are so important. They keep your event on schedule and guarantee every word, message, and visual cue is intentional and impactful. Unlike traditional run sheets, these focus on the heart of your event: the messaging.

In this blog, we’ll discuss what content-focused event planning involves, from prioritizing speaker notes to including in-depth presentation information, and why it’s vital for your next event production in Atlanta, GA, or throughout the United States.

SEE MORE: Consider an External Event Production Company for Your Ballroom Events

What Is a Content-Driven Run Sheet?

At its core, a run sheet is a detailed timeline outlining the flow of your event. It typically includes essential elements like timing, speaker notes, presentation titles, and lighting and AV effects cues. It’s the event’s master guide that keeps everyone—whether they’re backstage, at the tech desk, or on stage—on the same page.

A content-driven run sheet spotlights the messaging and creative assets. It outlines what needs to be communicated during the event and how. What does that typically include?

Key Messages: What exactly do you want the audience to hear or feel at a specific moment?
Detailed Video Descriptions: This includes not just “play video” but instructions on overlays, audio levels, or any integrated effects.
Asset Coordination: A complete list of presentations, videos, title cards, interactive content, and speaker notes.

How Strong Run Sheets Resolve Common Challenges

Live events are a balancing act, and even a small mistake can derail your audience’s experience. A solid run sheet is like a backstage safety net. Here are two real-world scenarios that highlight just how invaluable these run sheets are:

Mismatched Messages: In some events, slides don’t coincide with a speaker’s point because there’s no clear system outlining which slide should appear when. A content-driven run sheet explicitly notes when each slide should be displayed and who’s responsible for the transition. For example, the run sheet may have a line that says: “8:15 PM: Speaker introduces key topic #3, Slide #5 displayed. The operator confirms alignment before the switch.”
Last-Minute Changes: If a speaker wants to swap out the sequence of two videos at the last second, production could spiral into confusion without a structured plan. With a well-prepared run sheet, the team knows exactly where to insert the adjustment without disrupting the flow, thanks to clear notations and exact timing cues.

The Value of Keeping Your Run Sheet Updated

Beyond initial planning, content-driven run sheets also help document what happens during the event. When something changes, like a speaker going off-script or a video being added last-minute, the run sheet becomes your record of those updates. Here’s how it works:

Ad Hoc Content or Speaker Changes: When a speaker swaps out or decides to adjust their content, the run sheet is where you capture that. It’s so you know what happened afterward when someone asks why the schedule shifted or what was added.
On-the-Fly Screen or Lighting Adjustments: Maybe someone calls for a video to play out of order, or you need to dim the lights for effect. A good run sheet records these changes so there’s a clear log for review after the show.
Post-Event Asset Management: Everything that happens in the event—presentations, videos, speeches—is logged. This makes it easy to share materials later, including slides, transcripts, or a list of which videos played.

A run sheet helps you stay on top of the event as it unfolds and keeps everything organized for a post-event review with your team.

How We Deliver Effective Run Sheets

Run sheets can make or break your event. At Technical Elements, we make the process simple, efficient, and stress-free. Here’s how:

Expertise in AV, Lighting, and Video Walls: We know how all the pieces work together. From coordinating lighting cues to syncing video wall transitions, every detail is in the run sheet.
Custom Tools and Templates: We use proven templates designed for content-driven events. These include detailed sections for:
- Slide and video transitions.
- Lighting adjustments.
- Speaker timing and content cues.

With our proven run sheet process, everyone—from tech crews to event managers—knows what’s happening and when.

We’ll help you create an event run sheet that works as hard as you do. Call us or fill out our contact form for help hosting your next event.