FREE TEMPLATE · RUN SHEETS

Live stream run sheet template

A run sheet is the shared plan for the day. It tells the crew, speakers, MC and venue what happens, when, and what they need to do. For a live stream it also needs to say what viewers see and hear at every moment. Use this example as a starting point and adjust the times and segments to your event.

The columns

Column	What goes in it
Time	The planned start time of the segment, in the local time zone.
Duration	How long the segment runs. Durations should add up to the next start time.
Segment	A short name, such as “Welcome” or “Panel: the year ahead”.
On stage	Who is on stage or on screen, including remote guests.
Vision / graphics	What viewers see: cameras, slides, videos, lower-third names, holding slides.
Audio	Which microphones are live, music, and video playback sound.
Notes / cues	Anything someone needs to do: walk-on cues, timing cards, voting open and close, handovers.

Example run sheet

This example is for a half-day event starting at 10:00 am. Copy the table into a document or spreadsheet and replace the details with yours.

Time	Duration	Segment	On stage	Vision / graphics	Audio	Notes / cues
7:00	120 min	Bump-in	Crew	Set up cameras, screens and stream	Patch house desk, test microphones	Venue access from 7:00. Confirm internet with venue IT.
9:00	30 min	Rehearsal and tech checks	MC, speakers, remote guests	Check every slide deck and video	Line check every microphone	Remote guests join by 9:00. Walk through cues with the MC.
9:30	30 min	Doors open, stream live with holding slide	Empty stage	Holding slide with start time	Background music	Stream starts so viewers can check sound and picture.
9:58	2 min	Countdown	Empty stage	Countdown graphic	Music fades	Stand by all. MC to side of stage.
10:00	5 min	Welcome and housekeeping	MC	Wide shot, then MC close-up. Lower third: MC name	MC lectern mic	Explain how to ask questions online and in the room.
10:05	20 min	Keynote	Speaker 1	Speaker camera and slides. Lower third: name and title	Lapel mic 1	Time cards at 5 and 1 minute.
10:25	30 min	Panel discussion	Host plus 3 panellists (1 remote)	Panel wide, close-ups, remote guest on screen	Handhelds 1 to 3, remote audio	Remote guest tech-checked at 9:00. Backup phone number on file.
10:55	20 min	Q&A	Host and panel	Questions shown on screen if used	Audience mic	Moderator sends questions to the host. Repeat questions from the room.
11:15	5 min	Close and thank you	MC	MC close-up, then closing slide	MC lectern mic	Mention where the replay and resources will be.
11:20	10 min	End of stream	Empty stage	Closing slide	Music	Stream ends 11:30. Confirm recording saved.
11:30	90 min	Bump-out	Crew	Pack down	Return house equipment	Venue clear by 1:00 pm.

Adding a formal meeting

For an AGM or other formal meeting, add a row for each agenda item. Give each resolution its own row with a note for when voting opens and closes. Include time for online votes to arrive before the chair declares the result.

Time	Duration	Segment	On stage	Vision / graphics	Audio	Notes / cues
[time]	[5 min]	Resolution [number]: [title]	Chair	Resolution wording on screen	Chair mic	Chair opens voting. Cue to close after [2 min]. Secretary confirms count.

Tips for a useful run sheet

Number every version and date it. Make sure everyone works from the latest one.
Lock the run sheet a day or two before. After that, send changes to the production lead only.
Build in buffer time. Speakers run over, and changeovers take longer than you think.
Start the stream with a holding slide 15 to 30 minutes early. Viewers can check their sound and picture before it matters.
Write cues as actions with a person: “MC: introduce Speaker 2” rather than “Speaker 2”.
Include contact names and mobile numbers for the production lead, MC and venue on the first page.
Print large-text copies for the MC and stage manager. A host view on a phone or tablet can also show the time and cues.

Plan for the unexpected

A filler segment or extra questions if a speaker is late or a remote guest drops out.
A “we’ll be right back” slide the crew can put up at any time.
A decision on who tells the audience if there is a problem, and what they say.
Which segments can be cut if you run late, and who decides.

Want a hand with planning your event run sheet?

JPC plans and produces live streams, hybrid AGMs and member voting in Melbourne and across Australia. Talk to a producer about your event.

1800 527 737 · production@jasperpictures.com.au · livestreamvideo.com.au

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