The designated time when staff, performers, or vendors must arrive at an event venue.
Call time is set well before the event opens to allow for setup, briefing, and technical checks. Different call times are typically assigned to different groups — production crew may be called several hours before doors open, while catering staff arrive closer to service time. Communicating clear call times is one of the most important responsibilities of an event coordinator, as late arrivals can cascade into delays across the entire schedule.
Run Sheet
A minute-by-minute timeline of an event listing every activity, responsible party, and technical cue.
Run of Show
The master document detailing every segment of a live event in sequence, including durations, cues, and owners.
Production Schedule
A macro-level timeline covering all phases of an event — from venue access through setup, the event itself, and bump-out.
Day-of Timeline
A simplified version of the run sheet for clients or speakers showing when things happen without technical detail.
Event Brief
A written document given to vendors and suppliers summarising the event's objectives, audience, format, budget, and logistics.
Event Proposal
A formal document presented to a client outlining the event concept, timeline, costings, and terms.