Event Run-of-Show Timeline
Plan an event minute by minute.
The Open buttons send the prompt text as currently shown below to that site only when you click. Fill in the placeholders first.
[VERIFY] is an editorial flag, not a blank to fill. Wherever the prompt shows [VERIFY], check that item against a reliable source before you use it.
Create a run-of-show for [EVENT_NAME], a [EVENT_TYPE] on [DATE] at [VENUE]. Expected attendance: [ATTENDANCE]. Program elements: [PROGRAM_ELEMENTS]. Volunteers and staff: [TEAM]. Budget and constraints: [CONSTRAINTS]. Build a timeline table with columns: Time, Duration, What happens, Who is responsible, Equipment or materials, Cue for the next item, and Backup plan. Start from setup (at least three hours before) and finish with teardown. Include: volunteer briefing, sound check, doors open, registration, program segments, speakers, fundraising ask moment (if any), meals, accessibility support, photography consent, closing, thank-yous, and cleanup. Then add: a risk list (weather, late speaker, tech failure, medical issue, overcrowding) with plans; a contact sheet template; a day-before checklist; and a signage list. Mark any permits, insurance, or licensing needs as [VERIFY]. Make sure no volunteer has a task with a time overlap. Ask which moment of the event worries me most. Add a buffer of at least 10 minutes between major segments, and mark which items can be cut first if the event runs late so the team does not have to decide under pressure. Verify every fact, figure and claim in the output against your own records or the official documentation, and have a qualified professional check anything with legal, safety or financial consequences before you rely on or publish it.
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