Managing a music festival requires military-level coordination between stage crews, artists, security teams, food vendors, and site operations — all running simultaneously across multiple areas. This music festival run sheet template is built for stage managers and festival producers who need a single document that captures every critical time cue, from gates opening to the headliner's last song. Adapt it for single-stage or multi-stage festivals, and use it as the master reference for every department on site.
| Time | Task | Responsible | Location |
|---|---|---|---|
| 06:00 | Site crew access and stage build commences | Production Crew | Main Stage |
| 07:00 | Power and electrical checks | Electrical Crew | Generator Area |
| 07:30 | Fence line and barrier installation | Security | Site Perimeter |
| 08:00 | Food vendor arrival and stall setup | Food Vendors | Market Area |
| 08:00 | PA system installation and line check | AV Team | Main Stage |
| 10:00 | Artist 1 soundcheck | AV Team | Main Stage |
| 11:00 | Artist 2 soundcheck | AV Team | Main Stage |
| 12:00 | Headliner production and backline setup | Production Crew | Main Stage |
| 13:00 | Gates open to public | Security | Main Entrance |
| 14:00 | Opening act performance | Entertainment | Main Stage |
| 15:00 | Stage changeover — Act 2 set up | Stage Manager | Main Stage |
| 15:30 | Act 2 performance | Entertainment | Main Stage |
| 16:30 | Stage changeover — Act 3 set up | Stage Manager | Main Stage |
| 17:00 | Act 3 performance | Entertainment | Main Stage |
| 19:00 | Headliner stage walkout | Stage Manager | Main Stage |
| 19:30 | Headliner performance | Entertainment | Main Stage |
| 21:15 | Headliner encore and show close | Stage Manager | Main Stage |
| 21:30 | Crowd dispersal and site clearance | Security | Site Perimeter |
Every artist should have a confirmed production rider detailing backline, monitor mix preferences, and dressing room requirements before show day.
Plan stage changeovers to a maximum of 20–30 minutes for mid-bill acts and communicate this firmly to all artist managers in advance.
Establish a clear radio channel structure so stage management, security, medical, and production are never sharing the same channel.
Conduct a full site walkthrough with your safety officer at least two hours before gates open to identify any hazards or access issues.
Have a documented wet weather plan and communicate trigger points and actions clearly to all department heads before the event.
Allow 20–30 minutes for mid-bill changeovers and up to 45–60 minutes for headline changeovers that involve significant backline or production changes. Build this time into the published schedule so audiences have clear expectations.
The stage manager is the primary coordinator between artists, AV crew, and the production team on the day. They cue artists on and off stage, manage changeovers, communicate with the FOH sound engineer, and ensure the schedule runs to time.
Establish a clear policy before the event — typically the stage manager signals the artist at the 5-minute and 1-minute mark, and venue or production management has the authority to cut the PA if they overrun significantly. This should be communicated to artist managers in the advance show confirmation.
A detailed run sheet for a professional award ceremony, balancing the formality of the awards program with entertainment and celebration. Covers pre-show operations, each award category, entertainment cues, and post-ceremony networking.
View Template →EducationA practical run sheet for a school concert or performance evening, designed for teachers and performing arts coordinators. Covers student warmups, backstage management, performance order, and audience experience.
View Template →CorporateA carefully structured run sheet for a charity fundraising evening, designed to maximise donations while creating a warm, memorable atmosphere for guests. Includes auction cues, pledge moments, and recognition segments.
View Template →Stop juggling spreadsheets and last-minute messages. Run Sheets gives your entire team a single, live document for every event — accessible anywhere, updated in real time.