How to Write a Day-of-Show Running Order

On the day of a gig, nobody should have to ask, "What time are we on?" A good running order — sometimes called a day sheet or day-of-show timeline — answers every question before it is asked and keeps the band, crew, venue and client working from the same schedule.

#What a running order is

A running order is a timed list of everything that happens on the day, from leaving home to driving away. It brings together:

• Travel and arrival
• Load-in and set-up
• Soundcheck
• Food
• The event's own schedule (ceremony, speeches, dinner)
• Set times
• Breaks
• Load-out

It is different from a setlist (the songs you play) and a contract (what you agreed). It is the practical plan for the day.

#Why it matters

• Everyone arrives at the right time. No more drummer turning up an hour early and the bassist ten minutes late.
• The venue knows what to expect. Load-in, power and noise checks happen when they should.
• The client is reassured. Planners and couples love a band that sends a clear timeline.
• Problems are spotted early. If the speeches overlap with your soundcheck, you find out before the day.

#What to include

#At the top

• Event name and date
• Venue name, full address and postcode
• Parking and loading instructions
• On-site contact (name and phone) — usually the venue coordinator or planner
• Band leader's phone number
• Dress code
• Food arrangements
• Wi-Fi or phone signal notes, if relevant

#The timeline

Each line should have a time, what happens, and who it involves.

#Sample running order: wedding with evening band

#Tips for writing a good running order

#Work backwards from fixed times

The fixed points — first dance, venue curfew, ceremony end — determine everything else. Start with those and work backwards to arrival and travel times.

#Add buffers

Weddings run late. Speeches overrun. Traffic happens. Build in at least 15–30 minutes of slack around travel and set-up.

#Know the client's schedule

Get the full event timeline from the couple or planner. You need to know:

• When guests are in which rooms (so you do not soundcheck through the ceremony)
• When speeches happen
• When food is served
• Whether there are any surprises (fireworks, a surprise performer, a ceilidh)

#Check the venue's rules

• Earliest access time
• Load-in route and any restrictions
• Sound limiters
• Curfew for amplified music
• Time by which the venue must be cleared

#Confirm the first dance details

Who announces it? Does the band play it live or is it a recording? Is it shortened? Do guests join halfway? Then what is your first song?

#Plan the band's food

Include the band meal in the timeline, and confirm it with the venue. "Fed at 18:45 in the green room" is better than "we'll grab something".

#Corporate events

Corporate events often have more moving parts: awards, presentations, a host, AV crews and strict timing. Ask for the full event schedule and the name of the production manager or AV lead. Be precise about when you need the stage and when you must be off.

#Club and venue gigs

For headline or support shows at music venues, the running order usually comes from the promoter:

• Load-in
• Soundcheck order (headliner usually checks first, support last)
• Doors
• Support set times
• Headline set time
• Curfew

Make sure everyone has it, and confirm changeover times with the stage manager.

#Share it early — and keep it up to date

• Send the running order to the band, deps and crew at least a week before.
• Send the client and venue a version (without fees or internal notes).
• Update it if anything changes, and tell everyone.
• Make sure everyone can access it offline in case signal at the venue is poor.

#Who needs which version

One running order rarely suits everyone. Produce two or three versions from the same master:

• Band and crew version — everything, including travel, car shares, the band meal, dress changes and who is driving the van. Include phone numbers for everyone on the gig.
• Client and planner version — arrival, set-up window, quiet periods during speeches, set times and finish. Leave out fees, internal notes and travel.
• Venue version — load-in route, power, parking, curfew and the on-site contact.

If you change the master, update every version. That is much easier when they are generated from one place rather than three separate documents.

#A quick check the day before

The evening before the gig, run through the running order and confirm:

1. Everyone knows their call time and who they are travelling with.
2. The venue has confirmed access time and parking.
3. The first dance song and version are confirmed.
4. Any changes from the client (speeches moved, extra set) are reflected.
5. Everyone has the address and the on-site contact's number.

Five minutes of checking saves an hour of phone calls on the day.

#Day-of-show in practice

The best running orders live in one place, are easy to read on a phone and are updated in real time. Printed copies on the side of a flight case still help.

BandQuill's Band plan builds a day-of-show timeline into every gig sheet, with custom steps, a shareable read-only link for venues and planners, and offline access to recently opened gig sheets in the installable app. Whatever you use, a clear running order is the difference between a stressful day and a smooth one.