Event Runner

Job Purpose

Responsible for supporting the planning, coordination, and execution of school events to ensure each event runs smoothly, professionally, safely, and according to the agreed event plan. The role works closely with relevant departments, event owners, vendors, and the technical team throughout the preparation and implementation of events.

Key Responsibilities

Event Planning & Preparation

• Support the planning and preparation of school events from initial concept through execution.
• Develop event timelines, run sheets, checklists, technical requirements, and operational plans.
• Coordinate event requirements with relevant departments and event PICs.
• Ensure venues, equipment, logistics, manpower, and other event requirements are prepared before the event.
• Conduct venue checks and technical preparation prior to events.

Cross-Department Coordination

• Serve as one of the main operational coordinators between departments involved in an event.
• Follow up on event requirements, deadlines, responsibilities, and preparation progress.
• Coordinate with Marketing, General Affairs, IT, Academic, Admissions, Security, Facilities, and other relevant teams as required.
• Ensure all parties understand the event timeline, responsibilities, and operational flow.

Event Execution

• Coordinate on-site event operations and ensure the event runs according to the agreed schedule and run sheet.
• Prepare the venue and ensure all event elements are ready before guests or participants arrive.
• Monitor event flow and respond quickly to operational or technical issues.
• Coordinate transitions between sessions, performances, presentations, speakers, and other programme elements.
• Support crowd flow, stage readiness, guest requirements, and event logistics as needed.
• Ensure proper event closing, equipment return, and venue handover after the event.

Audio, Visual & Lighting Support

• Have a basic working knowledge of audio, visual, and lighting systems used for events.
• Assist with basic setup, testing, troubleshooting, and operation of microphones, speakers, projectors/screens, presentation systems, and lighting.
• Work closely with the Audio Engineer or technical specialist during event preparation and execution.
• Conduct basic technical checks before events to ensure equipment is functioning properly.
• Communicate technical requirements clearly between event organisers and the Audio Engineer.

Vendor & Equipment Coordination

• Coordinate with external vendors when required, including event production, equipment rental, decoration, stage, multimedia, and other event-related suppliers.
• Ensure equipment and materials are delivered, installed, used, and returned appropriately.
• Support inventory and proper storage of event equipment.

Post-Event

• Support event evaluation and identify areas for operational improvement.
• Report technical, logistical, or operational issues encountered during the event.
• Maintain event documentation, checklists, equipment records, and other relevant information for future reference.

Required Skills & Competencies

• Strong planning and organisational skills.
• Good coordination and communication skills.
• Able to work effectively with multiple departments and stakeholders.
• Strong attention to detail and ability to follow timelines.
• Able to work calmly and make quick decisions during live events.
• Hands-on and willing to assist with operational tasks.
• Basic knowledge of audio, visual, and lighting equipment.
• Basic troubleshooting skills for common event technical issues.
• Able to read and follow event run sheets and technical requirements.
• Comfortable working in a fast-paced event environment.
• Good teamwork and problem-solving skills.
• Flexible with working hours when events take place outside regular office hours.

Technical Knowledge – Basic Level

The role is not expected to replace an Audio Engineer, but should understand basic event production concepts such as:

• Microphone types and basic microphone setup
• Speakers and basic audio signal flow
• Audio mixer fundamentals
• Projector, LED screen, TV, and presentation setup
• HDMI and common AV connections
• Laptop and presentation switching
• Basic stage lighting concepts
• Basic cable management
• Basic equipment troubleshooting
• Soundcheck and technical rehearsal procedures

The Event Runner will work in tandem with the Audio Engineer, focusing on overall event coordination while also being capable of supporting basic technical operations when required.