The overall sequence and pacing of activities designed to maintain momentum and guest engagement throughout an event.
Event flow refers to how well the programme moves from one segment to the next. Good event flow keeps energy levels high, prevents dead air, and ensures transitions between segments are smooth. Poor event flow — characterised by long gaps, awkward transitions, or an imbalance of seated and active segments — causes guests to disengage. Event coordinators spend considerable time structuring programmes to achieve a natural, engaging rhythm.
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.