What 1pm is for

If a wedding planner, event producer, or production manager has sent you a link to a run of show on 1pm, this article is the short version of what you've been handed and what to do with it. You don't need an account. You don't need to download anything. The link itself is the access.

What 1pm is

1pm is a live run of show app (called a run sheet in Australia and the UK) used by event planners and producers to share their event timeline with crew. Instead of emailing a PDF that goes stale the moment one thing changes, the planner sends you a link to a live page that updates in real time.

When the planner edits the timeline on their end, your page updates within a few seconds. No refresh button to press, no checking which version you've got, no group texts asking what time you're now meant to be there. The page is the source of truth.

"Crew" in 1pm usually means anyone the planner needs on-site or on-call for the event: photographers, videographers, DJs and bands, caterers, florists, stylists, decorators, lighting techs, AV crew, hair and makeup, officiants, MCs, transport, security, venue contacts, and anyone else with a job to do on the day.

What the link gives you

• The run of show, minute by minute. Every relevant item on the day, in order, with start time, end time, location, and any notes from the planner.
• Your items, highlighted. If the planner has assigned you to specific items (the things you're responsible for), those rows stand out from the rest.
• A briefing. The event basics: name, date, venue, PAX, contact for the planner or organiser, anything you should know before you arrive.
• Files and links. Anything the planner has attached for crew to read or download (floor plans, parking instructions, contracts, briefs).
• Personal notes for you. If the planner has left notes specifically for you (not visible to other crew), they appear in a "Your notes" panel.
• Requests. Sometimes the planner needs something back from you: a Public Liability Insurance certificate, a meal preference, your arrival time, a set of terms to accept and sign, or a checklist of things to go and do before the day. Those show up as requests on your link.
• Action buttons. On items you're responsible for, you'll usually see buttons like Start, Done, or Mark finished. Tapping them tells the planner where you are in the day.

Depending on what the planner has switched on for the event, you may also see:

• An RSVP. Accept or Decline, at the very top of the page. If the event is collecting RSVPs, this is the first thing to do.
• Dietary requirements. A list of options to tick, plus a free-text box for an allergy note that goes to the kitchen.
• A note to the planner. A general "anything we should know" box, separate from dietaries.
• Check in and check out. On events that track it, a button to tell the planner you've arrived on site and another for when you leave.
• Your table or seat. Where you're placed, shown near the top. The planner may have renamed the label.
• Your invoices. If the planner has billed you as the contact on an invoice for this event, it appears here so you're not hunting through email.
• Your booking. If you're the client the event was booked for rather than crew working on it, a Your booking card sits at the top of the page, linking back to your booking confirmation: what you agreed, the terms, and a View & pay button while there's still a balance on it. The same link appears beside each event on your portal. Only the person the confirmation is made out to sees it.

Your portal

Near the top of the page (and again at the bottom) there's a My portals link. That opens a separate page listing every event you hold a link for with this planner, upcoming and past, so you don't need to keep track of a different URL per event. It's the more useful thing to bookmark. There's a photo you can add there too, which is what the planner sees beside your name.

What the link doesn't give you

• You can't edit the run of show. The planner is the only one who can add, change, or remove items.
• You can't see other crew's personal notes or contact details. Each crew member's notes and contact info are scoped to them.
• You can't see private items unless you're assigned to them. The planner can mark individual items private (a surprise reveal, a confidential timing). Other crew don't see those rows.
• You can't message other crew through 1pm. Crew chat isn't part of the app today; the run sheet is one-way for now. The planner publishes, crew read and tick off.

Do you need an account?

No. The link works without a login. Open it on your phone, your laptop, or your tablet, whatever you'll have at the venue. The link is private to you (specific to your crew record on this event), so don't forward it to anyone you don't trust to see the schedule.

If you lose the link, ask the planner to resend it. They can also rotate the link if the original got into the wrong hands.

What to do next

1. Open the link on the phone you'll have on event day, so the page caches for offline use.
2. Scroll through the run of show so you know what you're walking into.
3. Look for any requests the planner has put against your name and answer them before the event.
4. Save the link somewhere you can find it again: a bookmark, a home-screen icon, an email you can search.

That's it. On the day, the planner does the editing and you do the work.