An in-person walkthrough of a venue with the client and key vendors to finalise layouts, run order, and logistics.
A site visit differs from a site inspection in that it typically includes the client and relevant vendors — such as the AV team, florist, or caterer — to walk through the space together. Measurements are taken, sightlines are assessed, power points and loading docks are located, and any venue constraints are identified. It is the last opportunity to resolve logistics before the event.
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.