Give every session cue an owner and a clear fallback.
Give every session a cue owner, readiness check and fallback in the event schedule.
How to build your event run-of-show planner
Describe the job
Give every session a cue owner, readiness check and fallback in the event schedule.
Review the first version
Choose how the show caller records the event and how the session producer reviews the next step.
Refine the views
Ask First to adjust the fields and views for the people who will use the app.
Test before sharing
Walk through the process with a sample record and check who owns the next action.
Follow Run sheet EVT-085 through the handoffs.
Inspect the inputs, review decision and unresolved exception in this fictional operating example.
Event run-of-show planner example
- Record
- Run sheet EVT-085
- Session
- Opening panel
Current stage · Event producer
Create the timed session record
A fictional event producer schedules an opening panel for 09:30 with a named stage cue owner.
Read the full walkthrough
Create the timed session record
A fictional event producer schedules an opening panel for 09:30 with a named stage cue owner.
- Record:
- Run sheet EVT-085
- Session:
- Opening panel
Check speaker and production readiness
The speaker liaison reports a late arrival while the production team confirms the introductory asset is ready.
- Record:
- Run sheet EVT-085
- Planned start:
- 09:30
Choose the agreed fallback
The producer records the agreed recorded introduction as a fallback without rewriting the original audience agenda.
- Record:
- Run sheet EVT-085
- Speaker:
- Arrival delayed
Record the actual handoff
The stage coordinator records the actual cue and revised session handoff, retaining the original planned time for the event review.
- Record:
- Run sheet EVT-085
- Fallback:
- Recorded introduction
What to include in your event run-of-show planner
Keep the event in context
Keep event, session, planned start, duration, speaker, cue owner, readiness check, fallback and actual start together so the next person can understand the request or record.
When the next step needs a decision
A sample event producer schedules an opening panel for 09:30 with a named stage cue owner. The speaker liaison reports a late arrival while the production team confirms the introductory asset is ready.
Keep actual start visible
Record the actual start and the agreed fallback when a session slips.
Choose what each person needs
Give the show caller a working view and the session producer a review view. Keep event and session attached to the decision as the work moves between them.
Questions about event run-of-show planner
Start with event, session, planned start, duration, speaker, cue owner, readiness check, fallback and actual start. Describe who enters the information and who reviews the next step.