Write the whole day as activities
Start with arrivals and follow the event through to departure. Include food, drinks, speeches, presentations, entertainment and any change between daytime and evening guests. For each stage, record what space and equipment it needs and which supplier or host role makes it happen.
A running order is separate from the installation schedule. The marquee should reach the agreed handover stage before the guest programme begins. Keep those documents linked so a timing change does not quietly remove a supplier’s setup window.
Use a working running-order sheet
| Stage | Details to record |
|---|---|
| Arrivals | Guest entrance, welcome role and the activities already set up. |
| Meal or service | Caterer’s agreed service time, serving areas and clearing sequence. |
| Speeches or presentation | Speaker position, equipment and who gives the cue. |
| Room change | Furniture movement, responsible people and routes that remain available. |
| Evening activity | Entertainment readiness, additional arrivals and drinks service. |
| Departure | Guest directions, supplier pack-down and end-of-event responsibilities. |
Test the transitions
Walk through the moments between activities. If a meal finishes late, who decides whether speeches or entertainment move? If furniture changes, where do guests go and who carries out the agreed work? Identify the decision maker and affected suppliers before writing a fixed time into the plan.
For Peterborough marquee events, include the venue’s requirements and the agreed weather decisions. If a guest needs a particular access arrangement, check that the transition keeps it workable.
Publish one version to your event team
Use clear times or agreed cues, a version date and an event lead. Mark provisional stages rather than hiding uncertainty. Share updates with all affected suppliers, then keep a copy available to the people operating the event. This planning worksheet does not reserve supplier time or change a written booking agreement.