Event Notes — Help

Event Notes is a single block of free text that sits at the very top of the run of show, in front of every crew member and guest who opens the share link. Use it for the one or two things you need everyone to read before they look at anything else.

Where Event Notes lives

Open the event in the planner. Above the timeline, expand the Event Notes accordion. Inside is a single text box. Type your note, click anywhere outside the box, and it saves. There is no Save button to hunt for.

When the box has something in it, a small "set" marker appears on the accordion heading so you can tell at a glance that there is a note to read without expanding the section.

What to put in it

Event Notes is for information that applies to the whole event and that everyone should see, not for one person and not for one moment in the day. Good candidates:

A day-of safety briefing or site rule ("Hard hats required past the loading dock until 10am").
An access reminder ("Park in the rear lot, gate code 4821, do not block the kitchen roller door").
A last-minute change that affects everyone ("Ceremony moved indoors, ignore the lawn references below").
A point of contact for the day ("Any issues on site, call Dana on 0400 000 000").

Keep it short. It is the first thing crew read, so a tight few lines lands better than three paragraphs. The box holds up to 3,000 characters, but you will rarely want that many.

Who sees it

Everyone with a share link to the event sees Event Notes at the top of their run of show, above the first timeline item. There is no per-person filtering here. If you write it in Event Notes, assume the whole crew and every guest reads it.

That makes it the wrong place for anything sensitive or person-specific. For a note meant for one crew member, use their personal note instead (see "Personal notes for each crew member"). For the operational detail a single department needs, the BEO and the event briefing fields carry that (see "Event details and the briefing"). And for planning notes only your team should ever see, use the Internal notes box that sits directly below Event Notes in the same panel (see below).

It updates live

Event Notes saves the moment you click out of the box, and the change reaches open crew views without anyone refreshing. If a crew member already has the run of show open on their phone, your edit appears on their screen within a few seconds.

The same is true the other way around. If you have the planner open in two tabs, or a colleague is editing the same event, the note updates in your view too. To avoid clobbering what you are typing, 1pm holds off on refreshing the box while your cursor is in it, so you can finish your thought before it syncs.

Editing and clearing

To change the note, click into the box, edit, and click out. To remove it entirely, delete all the text and click out. The "set" marker disappears and crew stop seeing the block.

There is no version history on Event Notes specifically, so if you are replacing an important note, make sure the new text says everything you need before you clear the old one.

Event Notes versus the other note surfaces

1pm has a few places that look like "notes". A quick map:

Event Notes (this article): one block, whole event, every crew member and guest sees it at the top of the run of show.
Internal notes: a second box right below Event Notes in the same panel, with the same click-out-to-save behaviour. This one is planner-only. It never reaches crew, guests, or the run of show, so it is the place for supplier quotes, to-dos, and anything internal.
Personal notes for each crew member: a private line for one person, only they see it.
Event details and the briefing (BEO): the structured operational fields (service style, pax, access and vacate times, AV notes) that print on the function sheet.

Reach for Event Notes when the message is short, urgent, and for everyone.