Run sheet template
Build an event run sheet in your browser. Load in, program, pack down, already timed. Change one length and everything after it moves. Free, and nothing leaves your browser.
Your run sheet
| Start | Length | Item | Who |
|---|
Built free at 1pm.app/tools/run-of-show Take it further
Print it, save it, or move it into 1pm to share it live with your crew and suppliers.
Copied. Three steps to have it live:
- Start a free 1pm trial, no card needed.
- Create your event and edit the event portal.
- Choose Paste in and paste. Every row lands with its time and length.
Add a row with a name on it first, then there will be something to copy.
Saved in this browser only. Nothing is uploaded, and there is no account to create.
The run sheet in full
Starting at 12:30 it finishes at 22:25, a span of 9h 55. Change one length and every row below it moves.
| Start | Length | Item | Who |
|---|---|---|---|
| 12:30 | 1h 30 | Supplier access and load in | Production |
| 14:00 | 1h | Room set and dress | Venue |
| 15:00 | 45 min | AV and sound check | AV |
| 15:45 | 30 min | Catering set | Catering |
| 16:15 | 15 min | Final walkthrough | Event manager |
| 17:00 pinned | 30 min | Doors open | Front of house |
| 17:30 | 15 min | Welcome and opening | MC |
| 17:45 | 1h | Main program | MC |
| 18:45 | 1h 30 | Food and drinks service | Catering |
| 20:15 | 10 min | Closing remarks | MC |
| 20:25 | 30 min | Guests depart | Front of house |
| 20:55 | 1h 30 | Pack down and vacate | Production |
Why "Doors open" is pinned. Doors are pinned to 5pm. The whole load in above it is one block you can push around, and the half hour of slack in front of the pin is your contingency, visible instead of imagined.
Run sheet, run of show, same document
If you have worked events in Australia, New Zealand or the UK you call it a run sheet. If you have worked events in the United States you call it a run of show. Production crews say production schedule, weddings say timeline, and a venue might hand you something called a function sheet that is doing the same job again.
They are the same document, and none of the names is more correct than the others. What matters is that it lists what happens, when, for how long, and whose job it is. This page says run sheet because that is almost certainly what you searched for. The tool itself, and 1pm, both say run of show, which is the term the wider industry has settled on.
What separates a run sheet that works
- Start at access, not at doors. The riskiest hours of any event are the ones before a guest sees it. A run sheet that begins when doors open leaves the most fragile part of the day unplanned.
- Every row gets a name. Not a department if you can help it, a person. "AV" is better than nothing. "Sound check, Priya" is better than "AV".
- Write lengths you believe. Twenty minutes of speeches is forty minutes of speeches. Seating two hundred people takes fifteen minutes, not five. Optimism does not save time, it just moves the overrun somewhere less convenient.
- Pin the things you do not control. Doors, a ceremony, a keynote on the invitation. Pinning them means the rest of the sheet flexes around them and the tool tells you how much room you actually have in front of each one.
- Put pack down on the sheet. Vacate times are contractual and pack down takes about as long as the load in. It is the row most often left off and the one most likely to cost money.
- Keep one copy. Three versions in three inboxes is how somebody ends up in the right place at the wrong time.
Why the times work themselves out
Every run sheet gets rewritten. The band wants an extra fifteen minutes, the client moves the start back half an hour four days out, the venue changes the access window. In a spreadsheet each of those means retyping every time below the change, and the fifth time you do it late at night is the time you get one wrong.
So this builder does not store a start time against each row. It stores how long each thing takes and works the times out from the top. Move the start and the whole day moves. Add ten minutes to the program and everything after it shifts by ten. Pin the fixed points and it tells you, in minutes, whether the plan in front of you is real.
The bit a printed run sheet cannot do
On the day, a printed run sheet is out of date the moment anything moves. Your crew are working off paper, your client is asking what time the speeches are, and the only person who knows the current version is whoever last edited it.
1pm is one live run of show shared by link with your crew, your suppliers and your client, updating on their phones as you edit it, each of them seeing only the items that involve them. No login and nothing to install. When the sheet above is right, Copy for 1pm moves it across in a single paste.
More on the thinking: why a run of show was never a spreadsheet job. Other starting points, including weddings, conferences and galas, are on the run of show builder.
Common questions
A run sheet is the minute by minute plan for an event: what happens, when it starts, how long it takes and who is responsible. It covers the whole day rather than the guest-facing part alone, so it starts at supplier access and ends when the room is vacated. Everyone working the event runs off the same one, which is the entire point of writing it down.
Nothing. Run sheet is the usual term in Australia, New Zealand and the UK; run of show is the usual term in the United States. Some teams also say production schedule, event schedule or timeline. They all describe the same document: items with times, lengths and owners. This page uses run sheet because that is what you probably searched for, and 1pm itself says run of show throughout.
Every item from first access to vacate, each with a start, a length and a named owner. That means the load in, the room set, the sound check and the pack down as well as the guest-facing program. An item with no owner is an item everyone assumes somebody else has, so the name matters as much as the time.
Yes, and this builder calls them access and pack down. Bump in and bump out are the traditional Australian terms and they mean the same thing: getting your gear and your suppliers in before the event, and clearing the space afterwards. Whatever you call them, they are the rows most likely to be missing and the ones most likely to cost you money if they run over the venue vacate time.
You can, and most people start there. It works until the first change. Move the start time or add ten minutes to a speech and every time below it has to be retyped, which is fine the first time and error-prone by the fifth. That is the one job this builder does differently: it stores how long each item takes and works the times out, so a change re-flows the sheet instead of inviting you to redo it.
From this page you can print it, save it as a PDF or save it to a file, because nothing here is stored on a server. That is fine for a one-off. For events where the plan changes on the day, a shared live version is worth the difference: 1pm gives every crew member and supplier a link that shows only their own items and updates as you edit.
When the run sheet has to be live
1pm shares one run sheet with your crew, your suppliers and your client in real time. Each of them sees only their own items, on their phone, with no login and nothing to install. Move this one across in about a minute.