Run of Show Row Builder Worksheet

A fill-in grid for drafting each moment of the event day with its time, location, named owner, trigger, flexibility rating, and notes.

Download the worksheet (.csv)

Reviewed for 2026, updated September 8, 2026.

This worksheet is the skeleton of a run of show, one row per moment, with the columns we think every row needs before it is ready to hand to a vendor. The example rows below follow a generic evening event with a ceremony or keynote, a seated meal, and a program, but the structure works the same for a conference session block, a gala, a launch, or a school ceremony. Replace the moments with your own, keep the columns, and add rows until every handoff between two teams is explicit.

Fill it in the order the guide recommends. Enter the fixed anchors first and mark them as Fixed in the flex column. Then work outward from each anchor in both directions, adding rows for the moments that have to happen before and after it. Give every row one owner with a phone number, and write the trigger as the thing that tells the owner to go, not as a time. Times in the example rows are left as placeholders on purpose, since every venue, guest count, and program is different; typical durations are a starting point, not a rule.

Time	Moment	Location	Owner (name and phone)	Trigger or cue	Flex (Fixed, Compress, Hold, Cut)	Notes and dependencies
Your time	Venue access opens, vendor load-in begins	Loading dock or service entrance	Venue manager: name and phone	Doors unlocked by venue staff	Fixed	Confirm the dock window in writing; note where trucks park
Your time	AV and band load-in, sound check	Main room stage	AV lead: name and phone	Load-in window open, stage clear	Compress	Sound check must end before guests can hear it from the cocktail area
Your time	Buffer (do not schedule into this row)	n/a	Coordinator: name and phone	Labeled slack	Hold	Absorbs late vendor arrivals and setup overruns
Your time	Guest shuttles arrive	Front drive	Transportation lead: name and phone	Shuttle departed hotel on schedule	Compress	Last shuttle arrival sets the seating deadline
Your time	Guests seated	Ceremony or keynote room	House manager or usher lead: name and phone	Coordinator call on radio	Fixed	Tied to the printed start time and the last shuttle above
Your time	Ceremony or keynote begins	Main room	Officiant or emcee: name and phone	Coordinator gives the go	Fixed	Handheld mic to speaker; opening video file name and version confirmed
Your time	Outdoor portraits or sponsor photos	Garden or terrace	Photographer: name and phone	Ceremony ends; sunset minus your planned window	Fixed	Sunset does not move; check local sunset for your date
Your time	Kitchen fires entrees	Kitchen	Catering captain: name and phone	Coordinator confirms the room is seated	Fixed	Hot food window; toasts wait until the captain confirms plates are down
Your time	Toasts	Main room	MC or DJ: name and phone	Catering captain confirms all tables served	Compress	Names and pronunciations attached; handheld mic; agreed number of speakers
Your time	Open dancing or reception program	Main room	Band leader or DJ: name and phone	First dance or program handoff ends	Compress	Most flexible block of the night; absorbs delays from dinner
Your time	Last call and send-off	Front steps	Coordinator: name and phone	Hard out minus agreed strike time	Fixed	Exit props such as sparklers need venue approval in advance
Your time	Strike and vendor out	All rooms	Venue manager: name and phone	Guests cleared	Fixed	Venue hard out; check the contract for overtime terms before the day

Free to use and sharehttps://gigtimelinr.com/templates/run-of-show-row-builder-worksheet/

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Also from GigTimelinr

Run of Show Pre-Send Checklist: 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.
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