A meeting held with staff and vendors shortly before an event to confirm roles, timing, and any last-minute changes.
The pre-event briefing typically takes place on the day of the event, once all crew are on site. The event manager walks the team through the run sheet, confirms responsibilities, highlights any changes from the original plan, and answers questions. It is the last opportunity to align everyone before guests arrive and is essential for events with large or mixed teams.
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.