# Gala dinner run-of-show checklist

> Everything that needs an owner and a time on a gala or awards dinner: set-up, rehearsal, guest arrival, speeches, service, entertainment and breakdown.

URL: https://www.bravodays.com/en/resources/gala-dinner-run-of-show-checklist
Last updated: 2026-10-21
Publisher: BravoDays (https://www.bravodays.com)

## In short

- Every item on a run-of-show needs a time, a duration and one named owner.
- Rehearse speeches, walk-ups and award cues in the room, with the AV team, the afternoon before.
- Agree service timing with the kitchen so speeches never compete with plates being cleared.
- Plan the end of the night as carefully as the start: transport, cloakroom and last orders.

## Overview

A gala or awards dinner is usually the moment guests remember most, and the one with the most moving parts. A run-of-show (also called a cue sheet) puts every moment on one timeline with an owner. Use this checklist to build yours, then share it with the venue, the AV team, the host and everyone with a role on the night.

### Weeks before

- Confirm the venue, room layout, table plan and maximum capacity.

- Agree the menu, wine or beverage package and every dietary requirement with names and table numbers.

- Book the host or MC, entertainment, photographer and videographer, with arrival times in writing.

- Collect speeches, award categories, winner names (kept confidential) and walk-up music.

- Design and order printed items: menus, place cards, table numbers, signage.

- Plan guest transport to and from the venue, with departure times for early and late return.

- Check the weather plan for any outdoor reception.

### Day of: set-up

- Room access time agreed with the venue; furniture and table layout checked against the floor plan.

- Stage, lectern, screens, microphones (handheld and lapel), lighting and sound installed.

- Presentation, videos and walk-up music loaded and tested on the show laptop, with a backup copy.

- Place cards, menus, table numbers and centrepieces placed and checked.

- Awards and gifts counted, labelled and placed backstage with one responsible person.

- Photo spot or backdrop set up and lit.

### Rehearsal (afternoon)

- Host and speakers rehearse on stage with microphones and slides.

- Walk the award route: where winners sit, how they reach the stage, where they exit for photos.

- AV team runs every cue in order: lights, music, video, slides.

- Kitchen and banqueting manager confirm service times for each course against the speeches.

### Guest arrival and reception

- Welcome team and signage in place at the drop-off point and entrance.

- Cloakroom staffed and ready.

- Reception drinks and canapés served, with non-alcoholic options as attractive as the rest.

- Photographer covers arrivals and groups.

- Doors-to-dinner call made by the host or venue at the agreed time.

### Dinner and programme

- Welcome speech: who speaks, for how long, before or after the starter.

- Starter, main course and dessert service times agreed and communicated to the host.

- Speeches and awards placed between courses, never during service or clearing.

- Entertainment slots with start and end times, and volume agreed with the venue.

- Toast or closing words, followed by the move to dancing, music or the bar.

### End of the night

- Last orders and closing time agreed with the venue and announced politely.

- Return transport loaded in waves, with a named person checking the last coach.

- Lost property and awards left behind collected.

- Breakdown of stage, AV and branding by the agreed time.

- Quick debrief with the venue manager: incidents, extras ordered, anything to note for the invoice.

### Run-of-show columns to use

- Time, duration, item, location, owner, AV or light cue, music cue, notes.

- Print it in large type for the host and the AV desk; keep the master copy with one person.

## Related pages

- [Resources](https://www.bravodays.com/en/resources)
- [Get a quote](https://www.bravodays.com/en/get-a-quote)