Quick path
- Confirm access, equipment responsibilities, and the people who can answer day-of questions.
- Enter agreed times in the run sheet and keep proposed times and unanswered questions in Notes.
- Check the venue time zone and settle open items before circulating the final schedule.
Build your own run sheet. The editor is free and opens without an account. Enter your own show details as you follow the example. Open the gig run sheet tool.
Agree the advance
Confirmed means the band and venue have agreed in this example. Proposed means one side has suggested a plan. Pending means someone still owes an answer.
| Topic | Agreement and follow-up |
|---|---|
| Loading and access | Confirmed: side-door load-in at 16:00 and setup at 16:30. Pending: the venue coordinator confirms where the vehicle can wait and whether the equipment route is step-free. |
| Stage contact | Confirmed: the venue stage lead meets the band at load-in. Pending: the venue coordinator shares the day-of contact privately. |
| House equipment and backline | Confirmed: the venue supplies PA, microphones and a sound operator. The band brings instruments, amps, keys and a drum kit. Pending: the sound lead confirms whether drum shells can be shared. |
| Soundcheck and stage clear | Proposed: 17:00 soundcheck and 17:45 stage clear. The stage lead approves both times. |
| Sound restrictions | Pending: the house sound lead confirms the sound limit, where it is measured and how the limiter works. |
| Doors | Confirmed: the venue coordinator opens doors at 18:30. |
| Sets and break | Proposed: 19:00 first set, 20:00 break and 20:20 second set. The band leader and venue coordinator agree on set lengths and who handles break music. |
| Music finish and load-out | Confirmed: music ends at 21:20 and all equipment must be out by 22:00. The band leader checks that pack-down fits in the available 40 minutes. |
Map the timetable
Add confirmed items as Timings rows. Keep proposals in Notes until they are agreed. Leave duration blank for a single cue or a deadline.
| Time and cue | Where it goes |
|---|---|
| 16:00 Load-in | Timings |
| 16:30 Setup | Timings |
| 17:00 Soundcheck | Notes until confirmed |
| 17:45 Stage clear | Notes until confirmed |
| 18:30 Doors | Timings |
| 19:00 First set | Notes until confirmed |
| 20:00 Break | Notes until confirmed |
| 20:20 Second set | Notes until confirmed |
| 21:20 Music finish | Timings |
| 22:00 Equipment out by | Timings. Pack-down starts after music finishes. |
Check the proposed durations. If the venue approves these slots, both sets are 60 minutes and the break is 20 minutes.
Finish the run sheet
Use Show details for the show name, date and venue. Choose the venue’s time zone under Timings. In Lineup, list the band leader, players, stage lead and house sound lead using the Role and Name fields.
In Notes, list who is following up on parking, stage access, day-of contact, drum shells, sound restrictions and break music. Move each agreed item into the schedule or lineup when you get the answer.
- Confirm the loading route, parking and who meets the band.
- Agree equipment responsibilities, sound restrictions and the stage-clear time.
- Verify both sets, the break, music finish and the equipment-out deadline.
- Check the date and time zone, review the preview and circulate the agreed schedule.
Keep a separate technical advance. Give the venue your stage plot, input list, power needs and detailed gear requirements separately. Keep the run sheet focused on timings, roles and show-day instructions.