Any individual or group with an interest in the event's outcome, including clients, sponsors, speakers, suppliers, and attendees.
Stakeholder management is a core responsibility of every event planner. Different stakeholders have different priorities — clients care about brand alignment and budget, speakers care about logistics and audience, and sponsors care about visibility and ROI. Identifying all stakeholders early and maintaining clear communication with each group throughout the planning process prevents misaligned expectations and last-minute changes.
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.