List the moments in order
Include guest arrival, welcome, ceremony or programme moments, meal service and departure. Add only the detail needed by the people responsible for the next action.
Name the handoffs
For each transition, note who signals the next step, what must be ready and how guests are informed. This is especially helpful when several rooms or service teams are involved.
Leave room for the event
Use realistic durations and buffers. Mark flexible moments separately from fixed timings, and identify one person who maintains the current schedule.
TAKE INTO THE NEXT CONVERSATION
A short checklist
- Order the guest-facing moments
- Assign an owner to each transition
- Confirm technical cues and room readiness
- Share one dated version with the relevant contacts
KEEP IN VIEW
Important considerations
- A run of show should support people, not force an event into a rigid script.
- The person maintaining the schedule should know who can approve changes.
Ask the people responsible for the details.
- Who gives each cue and to whom?
- What needs to be ready before guests move?
- Which timings can shift without affecting the ceremony?
Bring your questions to Plan Your Event.
Share what is decided, what is flexible and which services you want to discuss. Preferences are not confirmed offers or availability.
Plan Your Event