Free download · Any event
Free Day-of Timeline and Run of Show
A run of show is the minute-by-minute script that keeps your vendors, helpers, and guests moving in the same direction. Use the samples as a starting point, change the times to fit your event, and hand a copy to every vendor. The checklists and contact sheet make sure nobody is guessing on the big day.
What's inside
Everything in the kit
- How to Use a Run of Show
- Sample: 4-Hour Party Run of Show
- Sample: Wedding Day Run of Show
- Sample: Corporate Evening Event Run of Show
- Vendor Arrival and Load-in Checklist
- Day-of Emergency Kit
- Day-of Contact Sheet
- Questions to Ask Before the Day
- Spreadsheet: party, wedding and corporate tabs with auto clock times
Files you get
- PDFRun of Show (PDF)Printable kit with timeline, checklists, tables and a fill-in worksheet
- ExcelRun of Show (Excel)Three timelines plus a contact sheet. Type a start time and every clock time updates
Read next
Guides that go with this download
- Event Cleanup Plan: Teardown, Trash and Rental Returns Made EasyPlan event cleanup before the party starts: assign teardown jobs, set up trash and recycling, stage rental returns and finish the venue walkthrough.
- Event Day-of Emergency Kit Checklist: What to Pack and WhyPack a day-of emergency kit for any event with first aid, stain care, tools, tape, chargers, snacks and weather gear, plus a list of key phone numbers.
- Event Photography Shot List: 25 Moments to Capture at Any EventAn event photography shot list for parties, weddings and corporate events, with must-have group photos, detail shots, candids and a photographer briefing.
- Event Run of Show: How to Write One That Actually WorksHow to write an event run of show, with a step-by-step method, a sample schedule, who gets a copy, and tips for cues, buffers and last-minute changes.
- Four Hour Party Timeline: A Run of Show You Can CopyUse this four hour party timeline for a birthday, graduation or celebration: arrivals, food, activities, cake, cleanup and who handles each part.
- How to Delegate Event Tasks to Family and VolunteersLearn how to delegate event tasks so the host can enjoy the day: match jobs to people, write clear instructions, set deadlines and thank your helpers.
- Multi-Day Event Planning: Schedules, Budgets and GuestsPlan a multi-day event with a master schedule, per-day budget, guest logistics, vendor timing and rest breaks, from reunions to festivals and weddings.
- Wedding Day Timeline Template: Hour by Hour ScheduleAn hour-by-hour wedding day timeline template for a 5 p.m. ceremony, with buffers for photos, travel, cocktail hour, dinner, dancing and room flips.
Questions
About the Day-of Timeline and Run of Show
What is a run of show?
A minute-by-minute schedule for the event day that lists what happens, who leads it, where, and any music or AV cue. Every vendor and helper works from the same copy.
When should I send the run of show to vendors?
Share a draft about a month out and the final version 7 to 10 days before, with arrival times and a single day-of point person.
Is the run of show really free?
Yes. Enter your email and the download links appear right away, with no account needed. You can unsubscribe from planning emails at any time.
Will the spreadsheets work in Google Sheets or Numbers?
Yes. The Excel files open in Microsoft Excel, Google Sheets (File, then Import) and Apple Numbers, and the formulas keep working. CSV versions are there for any tool that prefers plain columns.
Can I share it with my partner, family or committee?
Yes. Print it, forward it or upload it to a shared drive. It is free for personal and nonprofit planning use.
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