A backup plan or reserve budget set aside to cover unexpected problems during event planning or execution.
A contingency budget is typically 10–15% of the total event budget, reserved for cost overruns, last-minute requirements, or equipment failures. A contingency plan covers operational scenarios — such as a speaker cancelling, weather forcing an indoor move, or a key vendor going under. Having both financial and operational contingency in place is a hallmark of professional event management.
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.
Call Time
The designated time when staff, performers, or vendors must arrive at an event venue.
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.