Event details & the briefing
A run of show tells crew what to do and when. The event briefing tells them where, for whom, and at what scale. 1pm now has a dedicated set of event fields for the briefing layer, and they surface as a small briefing card at the top of every crew member's live link.
This article covers the new event fields, where they appear for crew, and how they fit into how you already run your events.
Where the fields live
In the planner, click the pencil icon next to the event name to open the event edit form. The same form shows on the events list when you create a new event or edit an existing one inline.
The new fields sit below the event name and date:
PAX (guests). Optional. The headcount for the event. Free numeric field, anywhere from 0 to 100,000. Most planners use this for catering, seating, or staffing decisions.
Space. Optional. The room, area, or venue the event runs in. Free text up to 200 characters. Examples: Grand Ballroom, Marquee, Studio 4, Garden Lawn. Once you've used a Space on an event, that value autocompletes the next time you start typing in the field, so you don't end up with "Grand Ballroom", "grand ballroom", and "Grand BR" as three different spaces.
Status. Required. One of Enquiry, Tentative, Confirmed, Cancelled, or Completed. The default for a new event is Enquiry. Status drives the colored badge on the events list so you can scan the pipeline at a glance, and it lets you keep tentative or cancelled events on your list without confusing them with confirmed work.
Client. Optional. The crew record for the person or company you're delivering the event for. Start typing and the field autocompletes against your existing Crew list. If the person isn't there yet, you can add them inline from the picker without leaving the form. The contact details on that crew record (email and mobile) carry through to the briefing card on the live link.
Organizer. Optional. The crew record for the lead organizer or producer for the event. Same picker as Client. Often the same person; sometimes different (the client books the work, the organizer runs the day). Both can be populated independently.
What the crew see
When at least one of Space, PAX, Client, or Organizer is filled in, a small Event briefing card appears at the top of every crew member's live run sheet, just above the timeline.
The card shows whichever of those four fields are populated. Empty fields don't appear at all, so crew see absence rather than a row of "TBD" placeholders. If the event only has a Space and a PAX, only those two rows show. If nothing is filled in, the briefing card hides entirely and the run of show goes straight to the timeline.
The Client and Organizer rows include inline icons for email and mobile when those details are set on the crew record. A senior crew member who needs to reach the client mid-event can tap the email icon to open their mail app, or tap the mobile icon to dial. No more hunting through a separate contact sheet during a live event.
Status doesn't appear on the briefing card. It shows as a colored badge on the page header instead, so crew see at a glance whether the event they're looking at is Confirmed, Tentative, or Completed.
How this fits with the rest of the run of show
The event briefing is a snapshot of the event as a whole. It complements two other layers that already exist in 1pm:
Event attachments live near the briefing card and link to documents everyone needs: floor plans, master playlists, catering menus.
Crew member notes are a per-crew message that only that one crew member sees. The next article covers those.
The timeline below is still the main event: who does what, when. The briefing card just gives crew the few facts that frame the whole day.
Editing as the event evolves
Every field on the event form is editable at any time. If a client gets added late, type their name into the Client field; their contact details show up on the crew briefing card within a few seconds via the live update channel.
If you change the Status from Tentative to Confirmed, the badge updates everywhere it appears: the events list, the planner header, and the crew view.
Crew with the live link open don't need to refresh. The same real-time channel that pushes timeline changes also pushes briefing changes.
When you don't need any of this
The briefing fields are all optional except Status. If you run small or informal events where headcount, venue, and client don't add much, skip them. The Event briefing card simply won't appear on the crew view, and the run of show goes straight to the timeline as it always has.
The fields are there for the events that benefit from them: corporate functions where the crew needs to know the room and the headcount, weddings where the contact for the day matters, productions with a producer who's separate from the client.
