What is a Run Down Sheet?

A run down sheet (also written rundown sheet) is a timed, segment-by-segment list of an event, showing what happens, when, for how long and who is responsible, used by the team to keep the event on schedule. It is another name for an event rundown, and is common at conferences, galas and corporate events.

How to make a run down sheet

Most run down sheets are built in a simple table:

  1. List the segments: write every part of the event in order, from doors to close.
  2. Add durations: give each segment a planned length.
  3. Calculate times: work out each start time, ideally backwards from a fixed finish.
  4. Add people and cues: note who is on stage and any lighting, sound or video cues.
  5. Share and update: send it to the host, crew and client, and reissue it when anything changes.

Keeping every copy up to date is the hard part. Many teams build their rundown as a running order in Crescat so changes reach everyone at once.

Run down sheet vs run of show

The two are often used for the same document. Where they differ, a run down sheet is the simpler timing list for the host and organiser, and a run of show is the detailed version with every technical cue for the crew.

Columns to include in a run down sheet

  • Start time
  • Duration
  • Segment, such as welcome speech or award
  • People involved: host, speaker or performer
  • Technical cues: lighting, sound, video, microphones
  • Notes, such as walk-on music or props

Frequently asked questions

Who uses a run down sheet?

The host, stage manager, technical crew and client all use it. The stage manager or show caller usually runs the event from it on the day.

Should a run down sheet include timings to the minute?

For hosted events, yes. Minute-by-minute timings make it easy to see if the event is running late and where to recover time, such as by shortening a break.

What format should a run down sheet be in?

A table in a spreadsheet, document or event app works best. Keep it readable on one or two pages, with larger type for the host's printed copy.

Related terms