FREE PRACTICAL GUIDE · BRIEF & CUE
How to write an event running order
A running order tells the team what happens next, who gives the cue and what must be ready first. Start with one row per transition. Add the planned time, action, accountable owner and the condition that allows it to start.
An agenda tells guests what to expect. A running order gives the crew enough detail to deliver it. A line saying “18:15 — speech” leaves the introduction, microphone and music handoff unresolved.
A worked reception example
This is a fictional 60-minute reception, with preparation before doors open. The times are illustrative; agree durations and responsibilities with your actual team. One person acts as show caller and coordinates transitions.
| Time | Action | Owner | Cue or dependency |
|---|---|---|---|
| 17:45 | Technical check | AV lead | Test both microphones and playback; tell show caller when ready. |
| 17:55 | Ready check | Show caller | Confirm host, welcome speaker and room lead are in position. |
| 18:00 | Doors open | Room lead | Open on show caller approval; AV starts background music. |
| 18:10 | Welcome begins | Show caller | After room lead confirms guests are settled, cue AV to lower music, then cue host. |
| 18:15 | Speaker introduction | Host | Introduce only after show caller confirms speaker and microphone ready. |
| 18:25 | Networking | Show caller | Cue host to release guests, then AV to restore background music. |
| 18:55 | Closing notice | Host | Give the agreed five-minute notice; direct guests to the exit and collection point. |
| 19:00 | Guest programme ends | Room lead | Manage departure; do not start equipment removal until the agreed clearance. |
Build your own in five passes
- Anchor the fixed times. Enter venue access, guest arrival, programme end and the agreed room-clear deadline. Mark which times can move.
- Work through transitions. Include introductions, room moves, microphone changes and resets. Give each action enough time instead of scheduling consecutive items as if transitions were instant.
- Name one cue owner. Use a person or unambiguous role. “AV / host / organiser” makes it unclear who decides to start.
- Write the ready condition. Replace “start presentation” with the checks needed first: presenter in position, slides ready, microphone tested and audience seated.
- Walk it through together. Ask each owner what they need from the previous step and how they acknowledge the cue. Revise conflicts before distributing the approved version.
What if the speaker is ten minutes late?
Agree a fallback before the event. In this example, the show caller could ask the host to continue networking until 18:25 and move the speech to 18:25–18:35, keeping the 19:00 finish. This reduces networking time; it does not make the delay disappear.
Confirm the speaker is ready before announcing the revised start. Tell the host, AV lead and room lead exactly which cues changed. If another fixed commitment makes that adjustment impossible, the authorised organiser must choose a different fallback.
Common questions
Should every supplier receive the whole running order?
Give each supplier the approved information they need, including their dependencies and contact. Keep one master running order with the coordinating team. A supplier brief can be shorter, but its times must agree with the master.
How do we handle last-minute changes?
Put a revision number and issue time on the plan. State the changed cue, the replacement instruction and who approved it. Ask affected owners to acknowledge it. An old printed copy or exported PDF will not update itself.
Can a spreadsheet call the show automatically?
A spreadsheet records the plan. People still confirm readiness, communicate changes and issue cues. Our Excel kit does not send instructions or coordinate suppliers automatically.