An effective daily schedule and run-of-show plan is the backbone of any successful festival. Whether it’s a small community food fair or a massive multi-stage music festival, a well-coordinated schedule keeps the event running like clockwork. It aligns every performance, crew shift, and delivery into a unified timeline. When everyone from artists and stage crew to security and vendors follows the same run-of-show, the festival flows seamlessly – and if delays occur, the team can adjust quickly and calmly.
Building a Comprehensive Daily Schedule
Creating a festival’s daily schedule (often called a “run-of-show” or run sheet) involves more than just listing performance set times. It’s a minute-by-minute roadmap of the entire day, covering everything from when gates open to when the last piece of equipment is loaded out. Organizers should begin crafting this schedule well in advance, collaborating with all departments:
– Performance times: Start with the lineup. Know each act’s start and end times, plus any encores or scheduled breaks. Include time for set changeovers between acts.
– Operational tasks: Add all critical non-performance activities. This includes sound checks, stage setup, lighting cues, opening ceremonies, and any planned announcements. Even minor tasks like a DJ soundcheck or a sponsor shout-out should find a slot.
– Crew assignments and shifts: Mark when different crew teams start and end their shifts. For example, note what time the morning site crew passes duties to the evening crew, or when security staff rotations happen.
– Vendor and facility timings: Schedule when vendors can restock supplies, when food trucks can enter or exit, and times for facility services like trash collection or restroom cleaning.
– Audience timing: Consider when doors/gates open, peak foot-traffic times, and curfew or closing time. If the festival has multiple days, include any overnight quiet hours or after-hours events.
By documenting every element of the festival day in one timeline, organizers create a shared reference point. A comprehensive run-of-show ensures no task is overlooked and highlights any potential timing conflicts well before show day. For instance, spotting that a main stage act is scheduled to start at the same moment as a major delivery can help avoid a logistical clash by rescheduling that delivery.
Integrating Performances with Operational Timings
Aligning the performance schedule with operational needs is like solving a puzzle – all pieces must fit together without overlap or gaps. A festival’s operations team synchronizes backstage logistics with onstage events so that one never disrupts the other. Here are key areas to integrate:
Scheduling Sound Checks and Stage Prep
Sound checks and stage preparations are essential, but they must be timed carefully. Ideally, schedule band sound checks for early in the day before gates open or between performances on a stage, so that they don’t disturb the audience experience. On a multi-stage festival, one stage’s sound check might happen while another stage has a performance, so coordinate timing to avoid sound bleed or noise ordinance violations (many locales have noise curfews in the morning). Also, allocate time for last-minute stage prep, like line checks or instrument tuning, right before each set. This ensures each artist can start on time with everything in place. Build buffers around sound checks whenever possible – if one runs late, it shouldn’t automatically delay the opening act.
Aligning Crew Shifts with Event Flow
Crew shift changes should be planned during calmer periods, not right in the middle of a headliner’s set or a critical operational moment. For example, schedule security personnel shift swaps during less crowded times, like mid-afternoon lull or after a major act when crowds might disperse for a break. Staggering crew shifts can maintain continuous coverage: the incoming crew arrives before the outgoing crew leaves, so there’s overlap to hand off information. An operations manager should include these handoff times in the run sheet. By aligning shifts with the festival’s ebb and flow, the event avoids lapses in essential coverage and keeps staff fresh and alert. A real-world example: at a large weekend festival, the cleaning crew might switch shifts right after lunchtime rush, ensuring the next team is ready to tackle afternoon trash pickup without interruption.
Timing Deliveries and Vendor Operations
Nothing throws off a festival’s vibe like a service truck inching through a crowd at peak time. To prevent such disruptions, schedule deliveries during strategic windows. Plan vendor supply drop-offs (ice, food, merchandise, equipment) for early morning before attendees arrive, or during scheduled breaks in programming when attendees are naturally dispersed. If an evening performance schedule has a dinner hour gap or a lower-profile act, that might be a window to do a quick restock run, under supervision of the operations team. Coordinate with vendors and site operations so that any vehicle movement on site is done safely and ideally out of attendees’ sight. Additionally, note times for critical utilities – for instance, if generators need refueling or if portable toilets will be serviced – and arrange those during daylight downtimes or overnight. By integrating these operational tasks into the show schedule, the festival avoids unintended show interruptions and maintains a smooth experience for the audience.
The Role of the Operations Manager (Show Caller)
Behind the scenes of a punctual festival is usually an Operations Manager or show caller acting as the conductor of the entire program. This person (or team, for large festivals) is in charge of keeping things on time once the plan is in motion. They constantly monitor the clock and the run-of-show:
– Cueing and coordination: Much like a stage manager in theater or a show caller in live TV, the festival operations manager calls out cues for critical moments. They might signal when to dim the house lights, when to start intro music for an act, or when to launch special effects. They also coordinate between departments – for example, letting security know gates are about to open, or informing the stage crew when an artist is en route to the stage.
– Real-time adjustments: If something threatens to go off schedule, this role makes on-the-spot decisions. For instance, if a band’s setup is taking 10 minutes longer than planned, the operations manager might instruct the next act to shorten their set by 10 minutes (after discussing with artist relations) to catch up, or adjust the schedule elsewhere. They are empowered to make quick changes to keep the festival on track.
– Communication hub: The operations manager or show caller is typically on a radio or headset network with all key team leads (stage managers, technical directors, security chief, etc.). They relay timing updates constantly. Everyone listens for their announcements — for example, “Main Stage is holding at 5-minute delay” or “stand by for the fireworks cue in 60 seconds.” This central coordination ensures everyone responds in unison.
– Maintaining the master run sheet: During the event, the ops manager often has the master copy of the run-of-show in front of them, checking off completed items and noting any changes. In some cases, they’ll have a large visible countdown timer or clock. They might also use project management software or a shared digital run sheet that updates live, so department heads can see adjustments in real time on tablets or phones.
In smaller festivals, these duties might be handled by the festival director or stage manager, but the function is the same – one person or a small team is dedicated to watching the schedule and calling the play-by-play so everyone else can focus on their specific tasks.
Distributing the Run Sheets to All Departments
A run-of-show is only effective if it’s in the hands of the people who need it. Distributing the daily schedules (often called run sheets when given to staff) to every department ensures that all teams share a mutual timeline. Here’s how experienced producers manage distribution:
– Centralized final schedule: Before each festival day begins, the operations team finalizes the run-of-show document (often the night before or early that morning if last-minute changes occur). This final version is then promptly shared with all department heads – stage management, audio/lighting, artist relations, security, medical, hospitality, vendor coordination, and so on.
– Format and accessibility: Depending on the festival’s resources, the run sheet might be shared as a printed booklet, a one-page laminated reference, or digitally via email, messaging apps, or event management software. Many modern festivals use a cloud-based document or an app so that any updates can be pushed out immediately to everyone’s devices. For example, a shared Google Sheet or specialized event scheduling app ensures every update is synchronized.
– Department-specific run sheets: Some larger events provide tailored schedules for each team alongside the master schedule. For instance, the stage crew might get a run sheet highlighting all stage call times, sound checks, and performances for that stage, whereas the vendor coordinator gets one with delivery windows and vendor-related timings. Each derived schedule still aligns with the master timeline.
– Briefings and walkthroughs: In addition to handing out the schedule, wise organizers hold quick meetings or radio check-ins to walk through the key points. A morning all-staff briefing or a conference call the day before can highlight any complex timing issues (e.g., the main stage changeover at 6 PM is tight, we’re counting on everyone to hustle during that 15-minute window). This way, simply distributing the document is reinforced with verbal communication to ensure clarity.
By disseminating the run-of-show to every crew member or volunteer who needs it, festivals eliminate confusion. Every department knows not just what is happening and when, but how their timing fits into the bigger picture. It fosters a sense of teamwork – the stage crew knows when to expect a vendor cart crossing, and the vendor team knows not to do it during a headliner song, because both have the same schedule in hand.
Staying on Track and Handling Delays
No matter how meticulous the planning, live events are unpredictable. Weather, technical problems, or an artist running late can all throw a schedule off. The mark of a well-prepared festival team is the ability to adapt without missing a beat. Here’s how to keep the event on track even when hiccups occur:
– Built-in buffer times: When crafting the schedule, include a few short buffer periods, especially before critical moments like headliner sets or major productions. These buffers can absorb small delays. For example, scheduling a 10-minute “stage prep” after a complex dance troupe performance might allow time to fix a sound issue or move props without eating into the next act’s slot.
– Contingency plans: Experienced producers always have a Plan B (and C). If a thunderstorm is forecast to hit at 3 PM, they might shift certain acts earlier or later proactively. If an artist is delayed en route, maybe a DJ or an emcee can fill in with an extended set on short notice. The run-of-show can have footnotes for contingencies – e.g., “If Act X delayed, swap with Act Y’s time slot.”
– Real-time communication with staff and audience: The operations manager quickly updates all departments via radio or messaging about any delay and the new plan. Equally important, keep the audience informed if the schedule changes significantly: use stage MC announcements, display screens, or festival app notifications to reset expectations. For instance, if a headline act is pushed back 30 minutes, a quick app alert or social media post can tell fans to use that time for a food break instead of just waiting confused.
– Staying calm and flexible: Festival crews who have been through wild scenarios (from sudden downpours to power outages) know that calm heads prevail. The run-of-show acts as a guidepost – if something deviates, teams refer back to it to decide what can be adjusted. Perhaps smaller tasks can be skipped or done later to catch up. The operations manager and department leads might huddle (in person or via a dedicated radio channel) to agree on the adjustment, then execute it immediately.
– Never compromising safety or quality: While staying on time is important, it should never overrule safety or the quality of the experience. A great schedule accounts for doing things right. If extra time is needed to fix a safety issue (like securing stage equipment in high winds), the schedule will simply have to adjust. A good run-of-show is a tool, not a tyrant; it serves the event’s success, which includes keeping everyone safe and happy.
When a festival’s schedule is tight yet flexible, it can absorb shocks. One famous example is when a heavy rainstorm interrupted a large music festival’s afternoon shows – thanks to a well-coordinated crew, the team immediately paused performances, covered equipment, and then used the buffer time built into the evening schedule to resume the show with only minor delays. Attendees later remarked how smoothly it all seemed to happen. In contrast, festivals that lack a solid run-of-show can descend into confusion at the first sign of trouble, with different teams acting on different assumptions.
In the end, preparation and communication are everything. The daily run-of-show is the playbook that allows hundreds (or thousands) of staff and performers to work in unison. With it, a festival operates like a well-oiled machine where every cog knows when to turn.
Key Takeaways
- Create a detailed run-of-show: Plan out each festival day in meticulous detail – include performances, operational tasks, crew shifts, deliveries, open/close times, and more. This comprehensive schedule is the master plan everyone follows.
- Integrate performance and operations schedules: Coordinate artist set times with essential operations (sound checks, staff rotations, supply runs) to avoid conflicts. A seamless schedule means the show on stage never clashes with backstage logistics.
- Assign a timekeeper (operations manager/show caller): Have a dedicated person or team monitoring the clock and calling cues. They keep the festival on schedule, communicate changes, and make quick decisions when adjustments are needed.
- Share the schedule with everyone: Distribute the run sheet to all departments and staff. Ensure every team member has easy access to the latest schedule, so all actions are synchronized and informed by the same timeline.
- Stay flexible and ready for hiccups: Even with perfect planning, expect the unexpected. Use buffer times and contingency plans for delays. When things change, communicate swiftly to staff (and attendees if necessary) and adjust the plan rather than abandoning it.
25th August 2025