Event Timeline and Run of Show
Build the minute-by-minute schedule for an event, then share it with the vendors and staff working it.
The Timeline tab is the run of show — what happens when, who is doing it, and which space it happens in.
Adding an item
Add Item opens the form:
- Title — e.g. "Keynote Speaker", "Cocktail Hour"
- Start Time and End Time
- Space — which room or area, if your venue has more than one
- Vendor — a free-text name, e.g. "DJ Sound Co."
- Description / instructions — the detail whoever is running this moment needs
- Requires transition — flags a changeover, so the gap before the next item is visible as work rather than dead time
- Expected capacity — head count for this moment, useful when numbers move between spaces
Items sort themselves by start time; there is no manual drag ordering to keep in sync.
Sharing the run of show
Share emails a live link to selected vendors and staff on the event. The sheet lists both groups, you pick recipients, and you can add a personal note to the email.
The link is live rather than a snapshot: recipients see the current timeline, so an item moved the night before reaches them without a resend. It is tokenized and expires.
Sharing is aimed at the people working the event. There is no client-facing share on this tab — for the client, use the event's landing page.
Exporting
Export downloads the timeline as a tab-separated file (.tsv) containing time, title and vendor. It opens directly in Excel, Numbers or Google Sheets.
It is one click with no options — there is no PDF export, no cover page, no page-size choice and no way to select which items are included. If you need a formatted printable document, the Banquet Event Order on the Documents tab is the closer fit: it includes the timeline alongside vendors and attendee counts.
Visibility
Every item on the timeline goes to everyone you share with. There is no per-item internal-only flag, so anything you would not want a vendor to read should go in the event's Notes rather than an item description.
Related articles
- Managing Vendor Assignments for Events — the vendors you share with
- Managing Event Documents — the BEO, which embeds this timeline
- Assigning Staff to Events — the staff you share with
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