Why we run a sheet on every show
Since 1993 we've produced more than 10,000 events, and the ones that go wrong almost never fail on the big things. They fail in the gaps: the band isn't line-checked when doors open, the CEO's video has no audio cue, dinner lands at 21:15 because three speeches each ran "just a few minutes" over. A run-of-show closes those gaps. Every row has a time, a duration, an owner and a cue, so the stage manager, AV desk, caterer and talent all work from one page.
This generator gives you that page. The production view counts back from doors to crew call, load-in, sound check and rehearsal, because on our builds 90% of the work happens before a guest arrives. The client view strips all of that out and gives the MD a clean agenda.
| Segment | Our template default | Where it comes from |
|---|---|---|
| Year-end speeches | 5 min each, warning above 5 | Our year-end wizard: avoid speeches over 5 minutes |
| Band + DJ | 45-min band set at dinner, then DJ | Same wizard: a live element at dinner, then a DJ dance set |
| Plated three-course dinner | 100 min across three courses | Run-sheet guidance: allow at least 75 minutes |
| Awards | 3 min per category, split into two blocks above 8 | Awards planners suggest 2–3 minutes per award |
| Conference blocks | Break at least every 90 min | Facilitator guidance on attention and fatigue |
All of these are planning assumptions. Change any duration and every time below it shifts. The warnings flag an overrun, a long speech, a late dinner or more than 2.5 hours without a break.
Awards nights need the most detail
Our cost guide describes an awards evening as a gala dinner plus a produced show: LED screens, a scripted run-of-show and category reveals. That production layer is why awards cost more per head than a gala, and why the sheet matters. Weighing up the music? Read DJ vs live band for corporate events, then plan the night with our year-end function planner.
Three habits from our crews are worth stealing. First, the winners list lives with one named person, never in a shared folder. Second, every video cue has a backup file on a second machine. Third, the load-out row is on the sheet, because the venue's curfew is part of the show too. Our in-house team (30+ staff, 10+ trucks and a 2,000 m² warehouse) runs from a sheet like this on every build, from boardroom AGMs to stadium-scale productions.
Frequently asked questions
What is a run-of-show?
A minute-by-minute plan of the event: each segment's start time, duration, owner, AV or tech cue and notes. The production version includes everything before doors (crew call, load-in, sound check, rehearsal). The client version shows only what guests see.
Are the template timings rules?
No. They're our planning assumptions, informed by the sources listed below. Every duration is editable, and the warnings use thresholds shown under the tool, so you can see exactly what we're checking against.
Why does the sheet start hours before my event?
Because the show starts at crew call, not at doors. On an evening gala, load-in, the stage and décor build, sound checks and rehearsal can take most of the day. The production view counts these back from your start time so you can check them against the venue's load-in window.
How long should speeches be at a year-end?
Our year-end wizard says to avoid speeches over 5 minutes and keep the programme entertainment-forward. The tool warns you when any speech on a year-end goes over that.
Can I export the running order?
Yes: download a PDF (A4), a CSV for Excel or Google Sheets, or copy it as plain text for WhatsApp or email. Whichever view is showing (production or client) is what gets exported.
What happens when I send it to B&W?
Your email app opens with the running order filled in and addressed to [email protected]. We read it, flag anything that won't work on the day, and come back with a costed proposal.
Got a brief? Got a problem?
One team, one accountability line. From concept to load-out — we are the suppliers.
Let's talk →Related guides
Sources
- B&W Productions: Year-End Function Wizard (speech length, band + DJ format)
- B&W Productions: Corporate event cost in South Africa 2026 (awards: scripted run-of-show, category reveals)
- Map D: How to plan an awards ceremony (2–3 min per award; 60–90 min programme)
- Run-Sheets.com: 5 award ceremony run sheet examples (75 min for a three-course dinner; buffers)
- Better Teams: Getting meeting timing and breaks right (90-min blocks; 20–30 min breaks)
- Snapsight: Ideal conference session length (keynotes 30–40 min; 60-min break rule)
- Gig Heaven: Party bands in South Africa (two 45-min sets is typical)
Template durations and warning thresholds are planning assumptions, not industry standards or venue rules. Confirm load-in windows, curfews and sound limits with your venue.