An in-person visit to a potential venue to assess its suitability before a booking is confirmed.
A site inspection is usually the first physical visit to a venue and is conducted by the event planner, often alone or with the client. The goal is to evaluate whether the space meets the event's requirements for capacity, layout, AV infrastructure, catering facilities, accessibility, parking, and aesthetics. Notes and photographs taken during a site inspection inform the venue selection decision.
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.