Run of Show Pre-Send Checklist
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A line-by-line review to run before the final event timeline goes out to vendors, so the version they receive is complete, current, and executable.

[ ] Every hard anchor is marked as fixed, with the reason it cannot move written beside it: venue access, printed start time, sunset, meal service window, venue hard out.
[ ] Every stretch between two anchors adds up: planned durations plus transitions fit inside the fixed points with slack left over.
[ ] Every buffer is labeled as a buffer in its own row so nobody schedules a new item into it.
[ ] Every row has exactly one named owner with a cell phone number, not a company or department name.
[ ] Every handoff from one team to another has its own row with the trigger that starts it.
[ ] Every row lists a location precise enough to find: the room, tent, terrace, or side of the building.
[ ] Rows are tagged for flexibility (fixed, compress, hold, or cut) so the coordinator can decide quickly when the day slips.
[ ] Technical cues sit on the rows that need them: mic type and who holds it, video file name and version, lighting look and trigger.
[ ] Names and pronunciations for anyone being announced are written out for the MC, DJ, or emcee.
[ ] Songs attached to specific moments, and any do-not-play list, are on the rows where they apply.
[ ] Vendor arrival, setup, and strike times match what each vendor confirmed in writing, not what you assumed.
[ ] Meal service rows match the caterer's timing, including when the kitchen needs to fire each course and how long plates can hold.
[ ] Weather or backup plan rows exist with a decision time and the name of the person who makes the call.
[ ] Guest-facing agenda or program times match the run-of-show version they were printed from.
[ ] Vendor and venue contacts (name, role, phone) are in the document header where anyone can find them in seconds.
[ ] A change log at the top lists what moved since the previous version, with the date of each change.
[ ] The version number and date appear in the header and, if you export a file, in the file name.
[ ] Each vendor receives the sections relevant to them, with the full timeline available on request.
[ ] The distribution list covers every vendor and every on-site lead, including second shooters, assistants, and backups.
[ ] One live link is the only version in circulation; earlier PDFs and email attachments have been retired or clearly marked outdated.
[ ] Every recipient is asked to confirm they opened the current version, and those confirmations are tracked somewhere you can see at a glance.
[ ] Anyone who joined or changed within a day or two of the event has been reached by phone or text, not only by a link notification.
[ ] A printed copy of the final version is in the coordinator's binder, with a second copy for the venue contact.