Why event pros use a You're up! run of show — Help

There are two run of shows in 1pm and they are not the same tool. One is 1pm's own, built on an event, sitting in the event portal beside the BEO. The other is built in You're up! and framed in a panel beside the quote, the booking, and the event portal's own page. Most people find one of them first, assume it is the run of show, and never work out why the other exists.

The short answer is that they suit different businesses. If you run events in your own rooms, 1pm's own run of show is the one, because it is wired into the BEO your kitchen and your duty manager work from. If you run client jobs wherever the client's day happens, the You're up! sheet will suit you better, because your client can take it on and hand it to their own suppliers, and 1pm's own run of show cannot do that.

This article covers what actually differs, where each one appears for the client, how to put a You're up! link on a lead, and what adoption does that nothing else in 1pm does.

The differences at a glance

	1pm's own run of show	A You're up! run of show
Where it is built	On an event in 1pm	At youreup.co, outside 1pm
When it can exist	Once there is a booking	Straight away, at lead stage, before anyone has agreed to anything
Where the client reads it	The event portal	The booking portal, in a panel beside the quote and the booking
What is around it	The BEO, crew, event files, requests, dietaries	The document they are reading, and nothing else
Who else sees it	Your crew, filtered to their own items	Anyone holding the link
Can the client take it on	No	Yes, and their copy keeps following yours
Cost	Part of your 1pm plan	Free to build and share

The portals are where the difference bites

Every client you work with has two portals, covered in full in your booking portal and your event portal. The two run of shows land in different ones, and that is not an accident of where the code went.

1pm's own run of show lives in the event portal. It sits with the event: the BEO fields, the crew list, the requests, the event's files, the dietary summary. Crew open the same page and get their own filtered version of it. It is the operational document, and everything around it is operational too.

The You're up! sheet shows in both portals. Press the Run of show button on a quote or a booking and it slides out in a panel beside the document, so the client reads what the day costs on the left and the shape of the day on the right, in one page. The same button and the same panel are in the event portal, so an account that builds its run of shows in You're up! rather than in 1pm still has the day on the page about the day.

Why that suits a venue

A venue's run of show is an internal instrument that a client is allowed to read. It carries the access and vacate times, the pax, the service style and the setup style, and it feeds the BEO the kitchen prints on the morning. The venue owns the day because the day happens in the venue's rooms, and the timeline is the venue's own working document.

For that, 1pm's own run of show is right and the You're up! panel is optional. See the BEO or function sheet and sharing the run of show with your client.

Why event pros usually want the other one

An event pro does not own the day. The client does. A planner's client has their own celebrant, a photographer's client has their own venue coordinator, a caterer's client has an AV team the caterer will never email. The timeline you build is going to be forwarded to people who are not in your 1pm account and never will be.

Three things follow from that, and the You're up! sheet answers all three.

It exists before the booking does. A quote answers what the day costs. It does not answer what the day looks like, and the second question is usually the one that wins the work. 1pm's own run of show hangs off an event, and an event only exists once the sale is made, so the best tool for winning the booking arrives after the booking. A You're up! sheet can sit on a lead months before there is an event.

It costs nothing to build one per lead. You will build sheets for jobs you do not win. Free means you can do that without thinking about it.

Your client can adopt it. This is the one that matters, and it is the next section.

Adoption, which only the You're up! sheet does

In the panel beside the quote or the booking there is an Adopt this run of show button. It opens the sheet in a new tab with You're up!'s own offer already unfolded, and the client presses the button there.

What they get back is not a screenshot and not a copy that goes stale. The rows they took stay pointed at your rows. Move the ceremony half an hour on your sheet and it moves on theirs. That is why the word is "adopt" and not "copy": a copy would be wrong by the morning, and this is not one.

On top of your rows they add their own, which stay private to them. The hair and makeup call, the aunt arriving with the flowers, the family photo list, the ride home. Those are things you were never going to carry and probably should not, and they slot into the gaps between your items without pushing anything of yours later.

Then they send their version to their own people. That is the part worth being deliberate about. The client who has held the timeline since the quote is exactly the person who forwards it to the photographer, the celebrant and the band, which is how a run of show reaches everyone you were never going to email, without you chasing addresses for any of them.

A few things to know:

Their copy is theirs. It does not change yours, and it never comes back into 1pm. Your sheet carries on being the one framed in the booking portal.
The button only opens the offer. Adopting is a deliberate press on the far side, next to the sentence explaining what it does, so nothing gets copied by a link preview or by somebody pressing back.
Previewing your own quote shows no offer. You're up! hides the card from a sheet's own owner, since you already have the original. That is expected, not a fault.
Their items do not shift your times. Rows they adopted are held at the time your sheet says, so a 20 minute prep block they insert cannot drag your ceremony 20 minutes later on their own copy.

Putting a You're up! run of show on a lead

1. Build the sheet at youreup.co. Free, and there is no account to create before you start. Rough is fine at this stage, and rough is often better: arrival, ceremony, photos, speeches, cake, carriages. You are showing shape, not committing to minutes.

2. Copy the share link. Open the sheet's share panel and take the share link. It looks like https://youreup.co/shared/ followed by a short code.

3. Open the lead in 1pm and press Edit. The Run of show link field sits beside the Space. It carries whatever word your account uses for a run of show, so if you have renamed it the label follows.

4. Paste the link in and save. That is the whole setup. Clearing the field takes the panel off again.

Paste the share link, not the edit link. You're up! mints two links per sheet and they look almost identical. /shared/... is the read-only view. /editable/... is the creator's key, and anyone holding it can rewrite the sheet. Whatever goes in this field becomes a panel on a document you send to a client, so 1pm refuses the edit link by name and tells you which one to go back for. It also refuses a link to any other site, and a You're up! link that is not a run of show.

5. Open your own quote link and look at it the way the client will. The button is in the row across the top of the page.

What the client sees, and where

On a laptop the panel is open when they arrive. The shape of the day is the thing they have not seen, and asking them to go looking for it wastes the moment.
On a phone it starts collapsed. A fixed panel beside a document on a small screen is a panel on top of the document. The button is still there.
Their decision is remembered, per sheet, so it carries from the quote to the booking it becomes.
It is live. The panel shows the sheet as it stands now, not a copy taken when the quote was sent. Change a time in You're up! and their page shows it, with nothing to re-send.

The panel appears in two rooms of the booking portal, and only when the lead behind the document carries a sheet: the quote, where the question is still whether to book, and the booking that an accepted quote becomes. It does not appear on invoices, on proposals, on their event page (which already holds 1pm's own run of show), on a quote raised directly on an event with no lead behind it, or on your own planner pages. It is never printed and it is not in the PDF.

The full room by room reasoning is in add a You're up! run of show to the booking portal.

Using both, which is the normal end state

These are not rivals and most accounts settle on both.

The You're up! sheet is a sketch that travels with the quote and the booking, built where there is no event yet and no crew assigned, in a tool that takes four minutes. It exists to win the work and to get the timeline into the client's hands.

1pm's own run of show is the real one, on an event that exists, with your crew, your Spaces and your items behind it, feeding the BEO and the crew views. It exists to run the day.

The sequence is a You're up! sheet on the lead to help them say yes, and 1pm's own live run of show once they have.

A few practical notes

One sheet per lead. If a client is weighing two genuinely different shapes of day, that is two leads, or one sheet showing the one you are actually recommending. Two competing timelines side by side undoes the thing the panel is there to do.

The link is the credential. Anyone holding the share link can read the sheet and it needs no password. That is what makes it work on a document sent to a client, and it means the sheet should hold nothing you would not send. Supplier rates and internal notes belong in 1pm, not on a lead-stage sheet.

Take it down by clearing the field. Deleting the sheet in You're up! also empties the panel, but clearing the field on the lead is tidier: the button stops appearing and the document goes back to standing alone.

Try it on one lead. Build a sheet for the next quote going out, paste the link, and open your own booking portal link the way the client will.

You're up! is where the sheet is built. Free to start, and the people you send it to need no account.
Add a You're up! run of show to the booking portal covers the panel itself in detail.
Your booking portal and your event portal covers the two portals and which rooms a client can reach.
Sharing the run of show with your client covers 1pm's own client link, once the event exists.
The BEO or function sheet covers what 1pm's own run of show feeds.
What's a run of show covers 1pm's own timeline editor.
Quotes and invoices covers the document the panel sits beside.