Printing the run of show
The live link is the source of truth on the night, but a printable run of show fills the gap when you need something that doesn't depend on Wi-Fi, a phone, or even electricity. This article covers how to print, what the printable version looks like, who can print, and the small things 1pm does to make the printed page actually readable.
How to print the run of show
Open the event in the planner. In the header you'll see a Print button alongside the other action buttons (Save as template, Insert template, the event-edit pencil, and so on).
Click Print. 1pm opens a new browser tab with the event laid out as a document rather than as the working planner interface. From that tab, use your browser's print dialog (Ctrl+P on Windows or Cmd+P on Mac). The browser's preview should show the document already sized correctly for A4 or US Letter.
In the print dialog you can choose your printer (paper) or Save as PDF (file). Save as PDF is what most planners use day-to-day: a PDF in your downloads folder is more useful than a stack of paper. You can email it, attach it to a calendar invite, drop it in the venue's shared folder, or print it from a different machine later.
The Print button is in the planner header on every real event. It is intentionally not available on templates (there's no real schedule on a template, so printing it would be misleading) and not available on the crew side (the live link is the crew member's source of truth, not a printout).
What the printable version looks like
A clean black-and-white document. No colours that drain printer ink, no UI chrome, no buttons, no navigation bars. Just the run of show as a piece of paper.
The top of the page carries the event metadata: event name, date, your logo (if you've set one), and the production fields that matter (PAX, venue space, client, organizer, status). This is the cover-page information someone glancing at the print needs to know which event they're looking at.
A crew contact sheet follows. Every crew member with at least one assigned timeline item appears here, with their business name and the person's name stacked so two people from the same supplier read distinctly ("Ivory Events / Jane Doe" doesn't blur into "Ivory Events / Burt Smith"). Phone numbers and emails come along if you've added them in the crew library.
The timeline itself takes the bulk of the page. Each item shows its start time, duration, title, the responsible crew member, and any per-item details. Items are grouped chronologically. Multi-day events split into clear date sections with a header before each day's items so you can tell at a glance which page you're on.
Anything marked private on the event is still printed. The whole document is planner-side, not crew-side, so the privacy filter that strips private items from the crew's live link doesn't apply here. The assumption is that if you're printing for back-of-house use, you want the complete picture.
Sizing and paper choice
The page is sized to fit A4 and US Letter without changes. The browser print dialog handles the choice automatically based on your default printer.
The font sizes were picked for reading at arm's length on paper rather than for screen density. The result is fewer items per page than the live view would fit, but each row is genuinely scannable in dim venue lighting. A typical run of show ends up at one to three printed pages.
If you'd like more rows per page, your browser's print dialog usually has a Scale slider — drop it to 80% or 90% and you'll fit more onto each sheet, at the cost of slightly smaller print.
Multi-day events
When the timeline spans more than one date, 1pm groups items under day headers in the printable version. The header carries the full date so a printed run sheet for a three-day festival reads as "Friday 12 June", "Saturday 13 June", "Sunday 14 June" rather than as a flat list of times that look the same.
Each day starts on the same page where the previous one ended (the print isn't padded with forced page breaks). If you want each day on its own sheet, print twice and trim, or use the browser print preview to insert page breaks at the day boundaries.
Who can print
Only the planner who owns the event. The Print page is gated by the same ownership check as the rest of the planner: a hand-typed URL from an account that doesn't own the event 404s, and a crew member opening their live link doesn't see a Print button anywhere.
If you'd like to give a crew member a printed version of just their items, the right path is to open their share link in a new tab while logged in, and print the live link from there. That gives them only the items they're assigned to. Alternatively, print the full document and circle the rows that apply to them — most production teams prefer this because the surrounding context is useful.
When the Print button isn't showing
A few things to check.
You're on a template, not a real event. Templates don't print. Open a real event and try again.
You're on the public shareable run of show page (the /r/ URL). That page is for sharing, not editing — the planner controls aren't there. To print, open the event from your planner instead.
You're not signed in, or you're signed into a different account than the one that owns the event. Sign in as the planner who owns the event and refresh.
Your browser blocked the pop-up. The Print page opens in a new tab. If your browser blocks new tabs from this site, allow them and click Print again.
Sharing the printable version digitally
The Save as PDF option in the browser print dialog turns the print into a file. From there:
Email it to the venue's day-of coordinator so they have something to refer to before the event.
Drop it into the event's shared folder (Google Drive, Dropbox, etc.) so the team has a single archived copy.
Attach it to a calendar invite for the crew briefing so attendees can read ahead.
Print it at the venue's reception desk from a USB stick if you arrive without a paper copy.
The PDF carries the event metadata at the top, so months later when you find it in a folder you can tell at a glance which event it's for.
Live link vs printable run of show
Two different jobs.
The live link (the /v/ URL on each crew member's phone) is the day-of source of truth. It updates in real time. Anything you change on the planner reaches every open crew phone in seconds. It's interactive: crew can mark Done, see who else is on each item, and open per-item details. This is what you use during the event.
The printable version is a frozen snapshot of the run of show at the moment you click Print. It's a piece of paper (or a PDF). It doesn't update. It's the right tool for the briefing the morning of the event, for the back-of-house clipboard, for the venue's records, and for the client who wants a hard copy.
Neither replaces the other. Most planners use both: the printable version for the briefing and as a back-up, the live link for the actual event.
