Printing ROS & BEO from the live link
A live link on a phone is the right tool during the event. But there are moments when paper wins. The morning briefing where ten crew gather around a table and everyone gets a sheet. The kitchen at the back of house with no signal in the cool room. The duty manager who likes a clipboard. The chef who's printed every Friday run sheet for fifteen years and isn't about to stop.
1pm has a Print button right on the live link page so crew can produce a clean paper copy without involving the planner. This article covers how crew reach the print, what it shows, how it differs from what the planner prints, and the small things 1pm does to make the paper copy land cleanly. It pairs with the planner-side article (Printing the run of show) — same shape on paper, slightly different content because the crew print is scoped to one share link.
How crew open the print
On the live link page, just above the timeline rows, sit two controls: the All/Mine toggle and a Print button (a small printer icon with the word Print next to it on wider screens). Tap Print.
The printout opens in a new browser tab. The live link stays exactly where it was in the original tab, so you can flip back without losing your place. From the new tab, use the browser's print dialog (Ctrl+P on Windows, Cmd+P on Mac, or the share/print menu on mobile) to send it to a printer or save it as a PDF.
The print tab is sized for A4 and US Letter. Your browser's print dialog handles the choice automatically based on the default printer. If you want to fit more rows onto a page, the dialog has a Scale slider — drop it to 80% or 90% to compress.
The print page is the same URL as the live page with /print on the end. Anyone holding the live share link can print; no separate login or permission step.
All view vs Mine view
Whatever view is active on the live link when you hit Print carries through to the paper copy.
If the live link is on All, the printout includes every item on the event — everyone's responsibilities, not just yours. Useful when you want the full picture, or when you're a senior crew member walking around with a master copy.
If the live link is on Mine, the printout narrows to the items you're personally responsible for. Useful when you want a focused sheet for your own work — a caterer who only cares about food service, a band who only cares about their set times, a celebrant who only cares about the ceremony.
The view label appears in small text under the event name on the printout ("Mine view" or "All view") so anyone holding the paper can tell which version it is.
To switch, flip the All/Mine toggle on the live link before clicking Print. The querystring carrying the view is baked into the Print button, so what you see is what you get.
What the printout shows
A clean black-and-white document. No colours that drain printer ink, no app chrome, no buttons, no navigation. Just the run of show, laid out for paper that will work with any printer.
The top of the page carries the event identification:
The planner's logo if they've set a branding theme (top left, sized for paper, max 64 pixels tall).
The event name in large type.
The date, the status (Confirmed, Tentative, etc), the zone label if one's set, and PAX. PAX shows both the expected and guaranteed numbers when both are filled, formatted as "120 PAX (gtd 110)".
A "For {your name}" line so the printed copy is unambiguous about whose schedule it is. Useful when a stack of printed sheets ends up on a table.
In the top-right corner, the document self-identifies: "Run of show", "BEO", or "Run of show · BEO" depending on what's filled in. Same three-way logic as the planner print — a BEO-only event (venue data filled, no timeline yet) prints as a BEO, a normal event prints as a run of show, an event with both prints as the hybrid.
The briefing blocks
If the planner has filled in event notes, they print under a Briefing heading. This is the all-crew message — the things every crew member on the event needs to know.
If the planner has written a per-crew brief specifically for you (the "personal notes for this crew member" feature — article 21), it prints under a Your notes heading. This is the crew print's deliberate difference from the planner print: a crew member walking away with paper benefits from carrying their personal brief along with the schedule, so it travels on the printout.
If the event has a Space attached, the Space details print: name, capacity and size if filled, full address, and the access and parking instructions. The access block is the one that earns its paper space: gate codes, dock access, "key under the gnome" notes — exactly what a crew member arriving at a venue with no data signal needs.
Any floor plans or images pinned to the Space print as their own section under a Floor plan & diagrams heading. One image per row, captioned with the file's title, sized to fit the page. PDFs attached to the Space don't render on print (they don't fit a printed page well); crew reach those via the live link instead.
Contacts
If the event has a Client or an Organizer assigned, they print under a Contacts heading: role, name, mobile, email. A two-row table at most — Client and Organizer only.
This is intentionally narrower than the planner print. The planner print includes a full crew contact sheet listing every crew member on the event with their phone and email. The crew print doesn't. A crew share link is one slice of the event's communication graph; handing every crew member a printed directory of every other crew member's contact details — including for events they're only loosely involved in — isn't the right default. If a crew member needs to reach another crew member, the live link's per-item details show the responsible crew, and the planner is always the central contact.
BEO operational blocks
When the planner has filled in the BEO fields on the event (article 57), those print as their own sections on the paper copy. Each section appears only when its data is filled, so a non-BEO event simply doesn't show them.
Key times. Access from and Vacate by side by side. The two markers most BEOs lead with.
Setup and service. Setup style, Service style, and Bar package as a three-column row.
Dietary requirements. The kitchen's paragraph.
Menu. The menu paragraph(s).
Audio Visual and Technology. The AV paragraph.
The crew print and the planner print render these blocks the same way. A chef holding the crew print from inside the kitchen sees identical BEO content to the duty manager holding the planner print from the front office.
The timeline table
The bulk of the page is the run of show itself. A table with five columns:
Time. The scheduled start time of the item, in 12-hour format (3:45 PM).
Dur. The scheduled duration in minutes.
Item. The title of the item, with any per-item details (notes) in smaller text underneath.
Crew. Who's responsible for the item. If the crew member has both a contact name (business or supplier) and a personal name, the contact name shows here. On the Mine view this column is still populated — useful when you want to confirm at a glance that an item is indeed yours.
Where. The label or sub-area for the item (e.g. "back of house", "kitchen", "ceremony lawn") when one's set.
Items are grouped by start time. For multi-day events, each day starts under its own date header (Fri 12 Jun, Sat 13 Jun, etc), so a three-day festival reads cleanly across pages rather than as one flat list of times.
When the timeline is empty
If the event has BEO data filled in but no timeline items yet, the printout still works — it renders as a BEO-only document, no timeline section. The document label in the corner reads "BEO" instead of "Run of show".
If the event has no BEO data and no timeline items, the printout is mostly empty save for the event identification at the top. Print still works; there just isn't much on the paper. That's usually a signal that the event isn't ready to print yet.
Privacy and what crew can't print
The crew print is scoped to one share link. Everything visible on the live link for that share link is what's available on the print. Specifically:
You can't print other events. Each share link prints only its own event. To print a different event you've been linked to, open that event's live link and hit Print from there. (The crew portal — article 59 — has a print icon on each event row that opens this same printout for that event in a new tab.)
You can't print as the planner. The full crew contact directory, the master event log, the private-item rows the planner filters out before the crew link — none of those appear. The crew print is a fair representation of what the crew see on screen, plus the BEO and per-crew brief layers, and nothing beyond that.
The print URL itself is anonymous (no login), gated by the same token in the URL as the live link. Same secrecy applies: anyone with the URL can print. Same hardening: the page is served with no-referrer and no-store headers, so the URL doesn't leak via outbound clicks and doesn't get cached by intermediaries.
Where to print from
Three useful entry points:
From the live run of show — the Print button next to the All/Mine toggle. The everyday entry point.
From the crew portal at /c/{token} (article 59) — each event row carries a small print icon that opens the printable copy for that event in a new tab. Useful when a crew member managing several events wants to print Friday's run sheet without first opening it.
By bookmarking the print URL directly. The URL is /v/{token}/print and is stable for the life of the share link. A regular crew member at the same venue every week could pin the print URL to their phone's home screen alongside the live link and have one-tap paper access whenever they need it.
When the live link is enough
Most crew, most of the time, don't need to print. The phone in their pocket is the source of truth, it updates in real time, and the planner can see when items are marked done. Printing is for the cases where a phone isn't the right tool: morning briefings, kitchens without signal, back-of-house clipboards, the "I always have a paper copy" people. For those cases the Print button is there, one tap from the live link, no involvement from the planner needed.
