Modules · Run sheet & the day itself
On the day itself there is no time to search. The run sheet shows minute by minute what is happening, who is doing it and what comes next. On every phone, always up to date.
A glimpse of this module
with sample data, liveRun sheet & the day itself shares data with Crew & volunteers, Programme & stages and Suppliers & contracts. Change one thing and they move with it.
Nineteen modules, one system. Change it here and it stays right everywhere.
What it does
Build-up, doors, programme, changeovers, breakdown. Each team sees its own lines, the festival management sees everything.
The run sheet keeps pace with the clock. One glance and you know where the day stands and what the next two hours will bring.
Every line has a name and a phone number. If something runs over, you know at once who to call.
Headliner moving half an hour? One change and every phone shows the new schedule. No more outdated printouts.
From a broken keg to a thunderstorm: you record incidents with the time, place and how they were handled. Afterwards the evaluation is already half written.
First aid records every care contact separately from the incident log, as the Veldnorm Evenementenzorg requires, with an anonymised report for the council afterwards.
The days before and after are planned just as tightly as the festival day itself, with supplier slots from the suppliers module.
A run sheet is the minute-by-minute schedule of your festival day: who does what, where and when. Where the planning handles the run-up to the day, the run sheet is about the day itself, from build-up and doors to the last act and the tear-down. A good festival run sheet contains, per time block, the activity, the zone, the responsible team and a contact person with a phone number, so if something runs over you know straight away who to call.
In practice a run sheet is never finished: the headliner shifts, an act drops out, the weather changes. That is why a digital run sheet works better than a print. One change and every phone shows the new schedule, with a live marker that moves along with the clock. Incidents are logged with time, place and how they were handled, and first aid logs every care contact separately, as the Veldnorm Evenementenzorg (the Dutch event medical-care standard) requires.
The run sheet and the day itself is one part of festival.productions, the operating system for festivals, and it shares its data with the rest: soundchecks come from the programme, crew changeovers from the roster and suppliers' load-in slots fill the run sheet automatically. So you never enter anything twice and it stays consistent everywhere.
Frequently asked questions
A run sheet shows the whole day per time block: the activity, the zone, the responsible team and a contact person with a phone number. It runs from build-up and doors through the programme and the crew changeovers to the tear-down. Incidents and care contacts belong in it too. In the system each team sees its own lines and the festival leadership sees the whole.
First lay out the timeline of the day in blocks: build-up, doors, programme, changeovers, tear-down. Attach a zone, a responsible team and a contact person to each block, and work over time towards the smallest details. Keep one version that everyone shares. The run-sheet module partly fills itself from programme, crew and suppliers, so you do not enter things twice.
A run sheet is the broad day schedule of the whole festival: all teams, zones and times. A run of show is the tight minute-by-minute schedule of what happens on a stage or during a show. A call sheet is the daily call for crew with times, locations and contact details. They overlap; in this system they come together in one run sheet from which each team sees its own part.
First deal with the situation according to your safety plan and, if needed, call in first aid or the emergency services. Then log the incident with time, place and how it was handled, because you need that for the evaluation and the accountability to the council. The run sheet has an incident log where you note it straight away, so afterwards the evaluation is already half written.
The Veldnorm Evenementenzorg, the Dutch event medical-care standard, requires you to log every care contact separately, apart from the general incident log, and to be able to deliver an anonymised report to the council afterwards. Care providers work in pairs and without side tasks. The run sheet keeps the care contacts separate and prepares the report.
Work with one digital run sheet instead of prints, because a print is out of date the moment something shifts. If the headliner moves half an hour, you change it in one place and every phone immediately shows the new schedule. The system also shows a live marker that moves along with the clock, so everyone sees where the day stands.
Everything in one place
In festival.productions, Run sheet & the day itself feeds straight into Crew & volunteers, Programme & stages and Suppliers & contracts. You change it in one place and it stays right everywhere, from the budget to the event day.