Printing your run of show
Your event portal link shows the run of show (runsheet) live on your phone, but sometimes paper is easier: a briefing round a table, a kitchen with no signal, a clipboard at the loading dock. You can print a clean copy straight from your link, or save it as a PDF, without asking your planner for anything.
This article covers where the Print button is, what the printed copy includes, printing your items or the whole event, and getting a good result on paper, as a PDF and from a phone.
Where the Print button is
On your event portal, just above the run of show rows, there is a Print button with a printer icon. On a phone the button shows only the printer icon, to save room. It sits beside the All and Mine buttons when you have items assigned to you, and on its own when you don't.
Tap it and the printable copy opens in a new tab. Your event portal stays open in the original tab, so you don't lose your place.
The printable page has two buttons across the top: Back to run of show, which returns you to your event portal, and Print, which opens your browser's print options. Neither button appears on the paper.
If you were sent a My event portals link that lists all your events with this planner, each event on that list has its own printer icon, which opens the same printable copy for that event.
Your items or everything
The printout follows whichever view you are on when you tap Print.
- All prints every item on the event you are allowed to see, including items assigned to other people.
- Mine prints only the items assigned to you.
To change it, tap All or Mine on your event portal first, then tap Print. Under the event name, the printout says who it is for and which view it is, for example "For Harbour Catering · Mine view", so a stack of sheets on a table can't get mixed up.
Items your planner has kept private never print, unless they are assigned to you.
What the printout shows
The printout is black on white, laid out for paper, with your planner's logo at the top if they use one. Each section only appears when there is something in it.
- The header. The event name, date, booking status, zone and guest numbers (pax), and in the corner whether this is a run of show, a BEO, or both.
- Event notes. The notes your planner wrote for everyone on the event, under the same heading you see on your event portal (Important notes unless your planner has renamed it).
- Your own brief. Any notes your planner wrote just for you, under the same heading as on screen (Your notes unless renamed).
- Location. The venue or Space name, capacity and size where set, the address, and the access instructions (parking, gate codes, dock access).
- Floor plan & diagrams. Images your planner attached to the Space, one per row with its title. PDF files attached to the Space don't print; open them from your event portal instead.
- Contacts. The client and the organizer, with mobile and email, where your planner has set them. The printout doesn't list other crew's contact details.
- BEO details. Key times (access from and vacate by), Setup & service, dietary requirements, the menu, Client selections and Audio visual and technology, whenever your planner has filled them in.
- Kitchen dietary list. If your planner has given you access to the kitchen BEO and the event collects dietary requirements, you also get the dietary totals and a list of each guest's needs with their table, and a tick box per guest.
- Timeline. A table with the time, duration, item and its details, who it is assigned to, and where it happens. When two items start at the same time, the second row leaves the time blank so the pair reads as one moment. A multi-day event gets a heading for each day.
At the bottom, the page shows the date and time it was printed, in your own time zone, so anyone holding the sheet can tell how old it is.
Printing to paper
Tap Print on the printable page, or use Ctrl+P on Windows or Cmd+P on a Mac. Pick your printer and print.
The page is set up for A4 portrait. If the timeline runs over more pages than you'd like, most print dialogs have a scale setting: 80% or 90% usually fits more rows without getting hard to read. Rows are kept whole across page breaks, and the timeline's column headings repeat at the top of each new page.
Saving as a PDF
To email a copy or keep one on your phone, choose Save as PDF (or the nearest equivalent) as the printer in the print dialog. The PDF is the same document as the paper copy.
Printing from a phone
Tap the printer icon on your event portal. The printable copy opens in a new tab. Tap Print at the top of that page and your phone opens its own print options, where you can send the page to a wireless printer or save it as a PDF. The exact wording of those options depends on your phone and browser.
The printable page scrolls like any web page, so you can also just read it on screen if you want the whole event on one long page without the live controls.
Paper is a snapshot
A printed copy is right at the moment you print it and never changes after that. The printable page reminds you of this with a tip at the top. Your event portal is the version that updates when your planner moves a time or adds an item, so check it on the day if you can, and print again if things have changed.
If you can't print
- There is no Print button. Your link is probably for an onboarding portal rather than an event. A portal collects requests and files but has no run of show, so there is nothing to print.
- The printable page says it can't be found. The printable copy works only while your link does. If your planner has turned your link off, ask them for a fresh one.
- The printout is missing items you expected. Check whether you printed the Mine view. Go back to your event portal, tap All, and print again.