Secrets to Creating an Extraordinary Event Rundown

Organizing a fun and memorable event requires good preparations. The concept, the performers and of course the schedule including the perfect rundown. A rundown is like a blueprint that guides the event's flow, like a script that guides how the event is moving from the beginning to the end. A good rundown can make your event run smoothly and fun. So, how to create an effective and extraordinary event rundown? Let’s reveal the secrets!

What is a Rundown?

A rundown is a list of activities or event schedules arranged in chronological order. It includes details of each segment, such as who will perform, when they will perform, and what they will do. From the opening, main sessions, to the closing, everything should be well-organized. A rundown is crucial as it helps maintain the event's flow, ensures no time is wasted, and everyone, including the committees and performers, know what to do and when.

Creating an Effective Rundown

Creating a rundown isn't something you can do haphazardly. Here are some important steps to follow to make your rundown effective and ensure your event is awesome.

• Understand the Event Type
  Know the type of event you are organizing. Is it a seminar, concert, birthday party, or corporate event? Each type of event has different requirements.

• Identify Your Audience
  Who will attend your event? Young people, professionals, officials, families, or others? Understanding your audience's characteristics and preferences is important for determining the segments to include in your rundown.

• Plan the Event Flow and Assign PIC
  Outline the event from start to finish. Starting from registration, opening, main sessions to closing, ensure the flow is logical, easy to follow, and matches the event theme. Also, assign the PIC (person in charge) for each segment to ensure smooth execution.

• Allocate Time Appropriately
  Set the duration for each segment. Ensure each segment has an appropriate length to keep the audience engaged. Don’t forget to include the breaks time to avoid your audience getting tired and bored.

• Create a Clear Graphic Rundown
  Make a clear and easy-to-understand graphic format, such as a table or diagram. The graphic rundown should include time, activities/segments, performers, location, and the PIC.

• Prepare a Plan B
  A backup plan is necessary to mitigate risks from unexpected circumstances that may not be in accordance with the initial plan. For example, you have to deal with technical issues (sound system, projector, internet connection), performer absence, or weather situation. Be well-prepared!

• Coordinate with All Parties
  Communicate the rundown and backup plan with all parties involved, including the MC, performers, and technical team, so everyone understands their tasks according to the schedule.

Tips for Creating an Extraordinary Rundown

Here are some additional tips to ensure your event rundown is extraordinary.

• Vary the Activities
  Don’t just have presentations or speeches. Add games, music performances, or talk shows. Such variety can make the event more dynamic, keeping the audience’s energy and interest.

• Engage the Audience
  Create interactive sessions where the audience can have a participation such as games, Q&A sessions, live polls, or group discussions. This makes the audience get.

• Maintain Proper Pace and Timing
  Ensure a pleasant rhythm throughout your event by maintaining the proper pace and timing. Avoid segments that are too long as it will make the audience bored. Smooth and seamless transitions between segments are also necessary.

• Choose an Attractive MC
  An energetic MC with a sense of humor can enliven the event atmosphere, maintain audience enthusiasm, and ensure smooth transitions between segments.

• Include Surprises
  Surprises like artist performances, door prize distributions, or impromptu games can keep the audience curious and excited throughout the event.

• Select the Right Music
  Music can powerfully set the event’s mood. Choose music that matches the event theme and audience preferences. Don’t forget to create a playlist to play during breaks to keep the energy up. Include all the music tracks in the rundown so the technical team handling the DJ or background music is always prepared.

Who Creates the Rundown in an Event?

Usually, creating the rundown is the responsibility of the event organizer (EO). The EO works with the client to understand the event's needs and objectives. They also coordinate with all parties involved, such as the MC, performers, and technical team, to ensure everyone knows their tasks and schedule, ensuring the event runs smoothly.

The EO works to ensure all elements of the event run according to plan. However, if your event isn’t managed by an EO, then the event committee itself must be ready to create an effective rundown. For corporate events, usually, the PR staff or the corporate secretary creates the rundown.

Collaborate Your Event with EastPro

If you want your event to be successful and extraordinary, you can collaborate with EastPro Event Organizer from Citra Mandiri Kreatif Group! With experience handling various corporate events, including those for state-owned enterprises, EastPro can be your reliable event alliance who is ready to create your event concepts with creative, dynamic, and super exciting rundowns. What are you waiting for? Contact us now for a successful, extraordinary, and unforgettable event collaboration!