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Inside the template
The example is a fictional half-day conference in one room. Replace every time and role with your event details. Add your event date and venue time zone to the file name or a notes sheet before sharing it. All durations are in minutes.
Open the CSV in your spreadsheet app, then save it as a workbook or Google Sheet to add filters, dropdowns, or formatting. CSV files contain the data only.
| Planned start | Segment | Owner (replace with name) |
|---|---|---|
| 07:30 | Crew and equipment check | Production lead |
| 08:00 | Speaker sound check | Stage manager |
| 08:15 | Front desk briefing | Registration lead |
| 08:30 | Doors and registration | Front-of-house lead |
Illustrative examples. The download includes every row and column; adjust them to your event.
01
Start with the room, then add the program
The public agenda tells attendees where to be. A run of show tells the crew how to make each moment happen. Include setup, doors, introductions, breaks, and transitions as separate rows.
- Put fixed commitments in first: venue access, opening remarks, catering service, and the venue handback time.
- Work backward from the first session to allow for equipment checks, speaker arrival, and opening the doors.
- Add a row whenever the owner changes. A speaker introduction and a presentation may need different people and cues.
02
Give each cue one accountable owner
A role such as “AV lead” is a useful placeholder while planning. Before the crew briefing, replace it with the name of the person who will act on the cue.
- Identify the show caller: the person who decides when the next cue starts.
- Confirm how owners receive cues, such as a radio channel or backstage hand signal. Keep a separate crew contact sheet.
- Write observable prerequisites. “Slides loaded and microphone checked” is more useful than “AV ready.”
03
Decide what moves when the program slips
A fallback is a decision the team can use under pressure. Agree on the options in advance, then let the show caller choose which one to use.
- Mark hard stops and flexible segments. Confirm venue and catering constraints before shortening a break.
- Choose an option for a late speaker, failed presentation laptop, or session overrun. Name who can approve each change.
- For multiple tracks, duplicate the sheet by room and keep shared breaks and plenaries on a master timeline.
04
Walk through it with the crew
Read the sequence aloud at the production briefing. That is often when a missing handoff becomes obvious.
- Use one master version and record a version date. Share an offline copy with each room lead.
- Have each owner confirm their first cue, prerequisites, and fallback. Resolve conflicts before doors open.
- During the event, record actual start and end times. Afterward, use those notes to improve the next schedule.
Make a copy for your event.
Download the template, replace the examples, and share one working version with your team.
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