Begini Cara Membuat Rundown Acara yang Efektif
Sebuah acara berskala besar atau kecil sekalipun, kelancarannya sangatlah penting bagi penyelenggara maupun peserta. Untuk itu menyusun rundown acara yang terstruktur penting dilakukan oleh pihak penyelenggara agar sesuai dengan rencana dan tujuan acara. Jika acara tersebut dikelola oleh jasa event organizer, maka tugas mereka lah membuat rundown atau susunan acara ini.
Kalau kamu mendapat tugas membuat rundown ini, baik untuk acara di sekolah, kampus, perusahaan, atau tingkat pemerintahan, yuk simak cara menyusun rundown acara ala Evoria!
Apa Itu Rundown Acara?
Rundown adalah susunan acara yang mengatur jalannya sebuah event, mulai dari kegiatan, durasi, sampai siapa yang bertanggung jawab. Proses penyusunannya memerlukan perencanaan yang matang, detail, dan tentunya melibatkan diskusi tim.
Kenapa rundown itu penting dalam sebuah acara?
Rundown merupakan panduan penting yang berfungsi sebagai “peta” untuk memastikan semua orang, dari panitia hingga pengisi acara, tahu kapan dan apa yang harus dilakukan, sehingga acara berjalan terorganisir tanpa kebingungan.
Dengan adanya rundown, waktu dapat dikelola dengan baik, mencegah acara molor, serta menghindari kebosanan audiens. Rundown juga memudahkan koordinasi antar tim, sehingga acara berjalan lancar dan sinkron.
Mengutip dari Gramedia, pihak-pihak yang bertugas untuk membuat susunan acara atau rundown ini antara lain staff protokol untuk di area pemerintahan, divisi public relation untuk di perusahaan swasta, dan bagian panitia pelaksana atau sekretaris untuk di organisasi sosial atau kemahasiswaan.
Langkah-Langkah Membuat Rundown Acara
1. Menentukan Tema Acara
Langkah pertama yaitu menentukan tema acara. Tema ini akan jadi benang merah yang menghubungkan seluruh kegiatan selama acara. Baik itu acara formal seperti seminar, atau acara santai seperti perayaan ulang tahun, tema yang jelas memudahkan dalam merancang susunan acara dan kegiatan yang sesuai.
2. Mengidentifikasi Durasi dan Lokasi Acara
Setelah menentukan tema, selanjutnya adalah mengetahui berapa lama acara berlangsung dan dimana lokasi acaranya. Durasi acara pada setiap segment sangat penting diatur agar acara berjalan dengan efektif. Misalnya, tentukan durasi pembukaan, sesi utama, hingga penutupan.
Jangan lupa untuk memikirkan cara mengatasi keterlambatan dalam acara. Jika ada keterlambatan, kamu bisa mempercepat beberapa segmen yang fleksibel. Selalu sediakan waktu cadangan untuk kejadian tak terduga, bisa berupa waktu istirahat atau sela-sela diantara segmen yang bisa digeser jika ada perubahan.
3. Mencatat komponen penting dalam acara
Berikutnya, catat semua komponen penting dalam acara. Biasanya, rundown terdiri dari beberapa bagian seperti:
- Pembukaan dan Sambutan: awali dengan pembukaan yang memberi kesan baik, sertai dengan sambutan dari penyelenggara acara.
- Sesi Utama (Inti Acara): ini adalah bagian terpenting dari acara, jadi alokasikan waktu yang cukup dan pastikan berlangsung sesuai tujuan utama acara.
- Hiburan atau Intermezzo: sisipkan segmen hiburan atau jeda singkat untuk menyegarkan suasana, agar peserta tidak merasa jenuh. Ini juga bisa menjadi waktu istirahat sebelum lanjut ke sesi berikutnya.
- Penutupan dan Evaluasi: tutup acara dengan rapi dan mungkin tambahkan evaluasi singkat untuk mengetahui apakah semua berjalan sesuai harapan dan rencana.
3. Menyusun Tim dan Tanggung Jawab dalam Acara
Ingat, keberhasilan suatu acara bergantung pada kerja sama tim yang kuat. Susun tim dengan pembagian tugas yang jelas. Tentukan siapa yang mengurus setiap bagian acara, mulai dari acara teknis, konsumsi, hingga pengisi acara. Komunikasi yang baik antar anggota tim juga krusial, sehingga semua paham dengan peran dan tanggung jawabnya masing-masing.
Tips Membuat Rundown yang Efektif
1. Menangani Perubahan Jadwal
Siapkan waktu cadangan di antara segmen-segmen yang fleksibel agar punya ruang untuk menyesuaikan tanpa mengganggu acara. Komunikasikan perubahan ini ke semua pihak yang terlibat agar tidak ada kebingungan.
2. Antisipasi Kebutuhan Teknis
Koordinasikan dengan tim teknis jauh-jauh hari dan catat semua kebutuhan khusus pengisi acara. Selalu siapkan rencana cadangan untuk mengatasi kendala teknis mendadak.
3. Menyesuaikan Rundown dengan Situasi
Fleksibilitas sangat penting untuk menyesuaikan dengan keadaan nyata, seperti jika sesi tanya jawab berlangsung lebih lama. Rundown yang dinamis membantu menjaga alur acara tetap lancar dan peserta tetap nyaman.
4. Manfaatkan Teknologi
Kamu bisa gunakan aplikasi seperti Google Sheets atau software event management untuk membuat rundown yang mudah diakses dan diperbarui. Teknologi juga mempermudah pengingat otomatis dan real-time update, sehingga jika ada perubahan mendadak, bisa diinformasikan dengan cepat.
Kesalahan Umum dalam Membuat Rundown Acara
Salah satu kesalahan umum dalam membuat rundown adalah membuat jadwal yang terlalu padat, dimana terlalu banyak kegiatan tanpa memberi ruang jeda, sehingga acara terasa terburu-buru. Selain itu, ketidakjelasan pembagian tugas sering kali menjadi masalah, dimana tim bingung harus melakukan apa dan kapan, yang bisa membuat kekacauan di balik layar. Waktu istirahat yang kurang juga bisa menjadi sebuah kesalahan, karena peserta butuh waktu untuk relaksasi agar tetap fokus.
Contoh Rundown Acara yang Baik
1. Contoh Rundown untuk Acara Formal
| Waktu | Acara | Penanggung Jawab |
| 12.00 – 13.00 | Registrasi peserta dan welcome coffee | Tim Registrasi |
| 13.00 – 13.15 | Pembukaan Acara:1. Pembukaan oleh MC2. Menyanyikan lagu “Indonesia Raya”3. Pembacaan tata tertib acara | MC |
| 13.15 – 13.45 | Sambutan-sambutan:1. Pelaksana acara2. Tamu kehormatan | MCTim Acara |
| 13.45 – 14.45 | Materi 1:· Pemaparan oleh keynote speaker· Topik: (“Judul materi”)· Q&A | Narasumber 1MC |
| 14.45 – 15.00 | Coffee break/games | Tim Konsumsi/Tim Acara |
| 15.00 – 16.00 | Materi 2:· Pemaparan oleh keynote speaker· Topik: (“Judul materi”)· Q&A | Narasumber 2MC |
| 16.00 – 16.30 | Penutupan acara:· Penyerahan plakat untuk narasumber· Foto bersama· MC menutup acara | MCTim AcaraTim Dokumentasi |
2. Contoh Rundown untuk Acara Pernikahan
| Waktu | Acara |
| 08.00 – 09.00 | Persiapan dan kedatangan tamu· Penerimaan tamu oleh penerima tamu· Welcome snack dan minuman untuk tamu |
| 09.00 – 09.10 | Pembukaan oleh MC |
| 09.10 – 10.00 | Prosesi akad nikah |
| 10.00 – 10.15 | Penyerahan mahar dan simbolis |
| 10.15 – 10.30 | Sesi foto bersama keluarga |
| 10.30 – 11.00 | Sambutan dan kata-kata ucapan· Sambutan dari orang tua kedua mempelai· Sambutan singkat dari wakil keluarga besar· Sambutan dan doa dari tokoh agama |
| 11.00 – 11.30 | Kirab pengantin |
| 11.30 – 14.00 | Resepsi dan hiburan |
| 14.00 – 14.30 | Penutupan acara |
3. Contoh Rundown untuk Acara Webinar
| Waktu | Acara |
| 08.30 – 09.00 | Registrasi online dan persiapan teknis· Peserta bergabung melalui platform webinar· Cek koneksi dan pengaturan teknis oleh panitia· Peserta menunggu di ruang virtual sambil menonton video pengantar atau background musik |
| 09.00 – 09.10 | Pembukaan oleh MC· Pengantar singkat mengenai tema acara· Penyampaian tata tertib selama webinar |
| 09.10 – 09.20 | Sambutan-sambutan· Pihak penyelenggara· Tamu kehormatan |
| 09.20 – 11.00 | Sesi utama· Pengantar singkat oleh moderator· Presentasi oleh narasumber· Q&A |
| 11.00 – 11.10 | Sesi foto bersama (opsional) |
| 11.10 – 11.15 | Penutupan oleh MC |
| 11.15 – selesai | Networking (opsional)Ruang virtual tetap dibuka untuk peserta yang ingin berdiskusi atau berjejaring dengan pembicara atau sesama peserta |
Keberhasilan acara bisa dibilang bergantung bagaimana reputasi sang pelaksana, bagaimana persiapan mereka, bagaimana cara mengelola peserta yang datang dan bintang tamu acara, hingga cara mereka menutup dan evaluasi sebuah acara.
Evoria Event berpengalaman selama 4 tahun dalam mengelola acara, mulai dari skala kecil seperti pertemuan anggota organisasi, hingga skala nasional seperti Festival Belajaraya 2024. Dalam mengorganisir sebuah acara, Evoria juga melibatkan klien dalam proses membuat rundown acara, sehingga acara berjalan efektif dan sesuai rencana.
Mau buat acara juga? Yuk konsultasikan kebutuhan kamu dengan Evoria sekarang, gratis!
Referensi:
- https://www.idxchannel.com/milenomic/8-cara-membuat-rundown-acara-beserta-contohnya-ketahui-agar-tidak-bingung
- https://www.gramedia.com/best-seller/contoh-rundown-acara/
- https://kumparan.com/tips-dan-trik/cara-membuat-rundown-acara-dan-contohnya-20sNGSe64Eq/3
- https://berita.99.co/contoh-rundown-acara/
- https://www.olx.co.id/news/apa-itu-rundown-acara-ini-pengertian-dan-contohnya/
- https://event.detik.com/blog/319/pengertian-rundown-hingga-contoh-rundown-yang-lengkap-dan-benar
- https://www.detik.com/bali/berita/d-6439731/apa-itu-rundown-acara-pengertian-cara-membuat-dan-contohnya
- https://tirto.id/contoh-rundown-acara-pernikahan-akad-nikah-dan-resepsi-gMzZ
- https://kumparan.com/ragam-info/3-contoh-susunan-acara-seminar-offline-dan-online-22FRfMNnp0r/full
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