10.3 Walkthrough Agenda – Event Timeline
Below is a sample Walkthrough Agenda for a 2-hr special event, with a 2-hr set-up and 1-hr teardown. Note how the timeline reflects the Activities, Persons Responsible and Materials and Equipment required for each part of the event plan. The walkthrough should be so detailed that someone off the street could pick it up, step in, and run your program, knowing exactly what activity was happening, what was needed, who was involved, and what materials/equipment were needed at each instance.
Programmers, Activity Leaders, Event Project Managers and other key persons should each have a copy of the Walkthrough Agenda on hand at both Walkthrough 2: Site Visit and Tech Check and at the time of event/program rollout. Following the detailed Walkthrough Agenda while maintaining synchronized time-keeping and fluid communication with all key personnel during event roll out is essential to ensuring everyone is on the same page at the same time while maximizing participant enjoyment.
Sample: Walkthrough Agenda – Event Timeline
| Time | Activity | Person Responsible | Materials/Equipment |
|---|---|---|---|
| 1:00 P.M. | Arrival of event team and volunteers at venue
Project Managers (PMs) facilitate group huddle to go over housekeeping, set-up duties, personnel responsibilities, set-up time frame |
All | All props, supplies, equipment checklists (from Supplies, Equipment & Gear list/s) on hand
List of leadership and personnel designations on hand, pens, clipboards |
| 1:10 P.M. | Set-up underway – booths, stage, A/V, lights, décor, gear & equipment, etc. | All responsible for own stations; help others where required | Reference specific Supplies, Equipment & Gear checklists for each themed area, stage
Runners designated to locate/purchase anything missing or needed |
| 2:00 P.M. | Set up complete
Tech dry run; sound check Is all going to plan? Gaps? Needs? Plot twists? Risk Management check: Booths, stage area, hazard sweep of program space including washrooms, hallways, breakout rooms, parking lot |
PMs, Emcee, Operations and Programming personnel, Groundskeeper, maintenance personnel, First Aider | Checklist(s) for dry-run, pens, highlighters
Tech Check: mics, amps, audio good? Music playlists ready? Wi-Fi working? Bluetooth enabled? Batteries charged? Risk Management Check: Tape for cables on hand; Signage is up and clearly visible |
| 2:30 P.M. | Team huddle: Final questions or concerns; confirm time folks should be in position (PMs run this)
Arrival of musical performers, speakers, special guests; greeted by PMs Parking attendants in assigned spots Personnel at assigned stations; double-checking they have all required materials |
All Event Team personnel, all volunteers | Copies of Leadership designations for PMs
Script for the Emcee & Hosts confirmed; copies for PMs in hand Folder/Binder for the consent forms, waivers, assumption of risk, contracts, invoices (as required) Pens Safety vest given to all parking lot volunteers Background/ambient music started Ensure First Aider is ready; at station |
| 3:00 P.M. | Event start!
Event team active in all designated positions Guest arrival Emcee greeting; welcome spiel, intro of ED ED welcome/spiel Musical Guest 1 on standby to perform Stage: Emcee ready |
PMs, Emcee, Executive Director, Tech personnel, Musical Guest 1 ready on standby | Registration Booth: Guest lists ready, pens, highlighters
SWAG Bags ready to give out Ambient music ready to turn off Mics, mic stands Emcee script on hand (multiple copies) List of booths and personnel on hand Copies of Walkthrough, pens |
| 3:10 P.M. | Musical Guest 1; performs 30 minutes (8 songs)
Guests interacting with booths and activities Musical Guest 2 on standby |
Emcee, Musical Guest 1, Musical Guest 2, Tech personnel | Emcee script
Mics, mic stands (for remainder of event) Sheet music (Provided by Musical Guest 2) Tech personnel coordinate tech transitions |
| 3:40 P.M. | Musical Guest 1 ends
Emcee transitions to Musical Guest 2: 10 mins (3 songs) Washroom checks – PMs |
Emcee, Musical Guest 2, Tech personnel, PMs | Emcee Script
Keyboard stand, keyboard stool, clothespins for music Tech personnel coordinate tech transitions |
| 3:50 P.M. | VIP Guest “surprise” entrance
Announce arrival of VIP guest; introduction |
VIP Guest, Emcee, Tech personnel | Emcee Script
VIP guest script/talk jot-notes Tech personnel coordinate tech transitions |
| 4:00 P.M. | VIP Guest ends talk
Guests back to enjoying activities, booths |
Emcee, Tech personnel | Emcee Script
Ambient music provided by Musical Guest 2 Tech personnel coordinate musical transitions |
| 4:20 P.M. | Emcee gives warning: ’10 minutes to closing ceremony’
Guests back to enjoying activities, booths |
Emcee, Tech personnel | Emcee Script
Ambient music provided by Musical Guest 2 Tech personnel coordinate musical transitions |
| 4:30 P.M. | Closing ceremony starts
PMs on standby for thanks and closing remarks Emcee and ED: Prize winners announced; closing remarks PMs: Thanks to sponsors, donors all attendees Musical Guest 2 on standby |
All, Musical Guest 2 | Supplies, Equipment & Gear checklist for closing ceremony on hand
List of prize winners Prizes on hand, organized Mag light (to read by) Scripts: Emcee, ED, PMs (include list of sponsors to thank) Ambient music provided by Musical Guest 2 (quiet) after remarks end |
| 5:00 P.M. | Official end of event
Guests depart Parking attendants in assist mode; ensure safe, orderly departure of guests Tear down and clean up begins in all areas |
Parking attendants, All event team members and volunteers | Once guests have departed…
All materials, supplies, and equipment inventoried, packed up, removed from space, stored/returned Trash and recycling receptacles emptied |
| 6:00 P.M. | Final huddle (PMs facilitate)
First Aider report – incidents needing follow-up reported Date, time and location of debrief, final financials confirmed Final thanks & next steps (if any) |
All, First Aider report | Incident reports collected (if applicable)
Washroom check – empty? All spaces – empty? Loose ends tied up Venue locked, secured |
| 6:05 P.M. | All Depart | ||
