event run of show template google sheets

Standard Operating Procedure: Live Event Execution Logistics

Document Control

• Document ID: SOP-OPS-[__________]
• Version: 1.0
• Effective Date: [YYYY-MM-DD]
• Review Cycle: Annual

1. Purpose & Scope

This document defines the systematic approach for constructing and maintaining a granular, second-by-second schedule for [Event Name]. The scope includes all technical, logistical, and talent-facing cues required to execute a seamless production. This procedure applies to all [Department Name] staff and external contractors involved in the live execution.

2. Prerequisites

• Access to a centralized Google Workspace instance.
• "Editor" permissions on the master [Project Name] folder.
• Finalized script or production brief from [Department Head].
• List of all technical cues (lighting, audio, video, transitions).

3. Roles & Responsibilities (RACI)

4. Step-by-Step Procedure

Phase I: Sheet Architecture Initialization

• Create a new Google Sheet named "[Event Name] - Production Schedule".
• Define columns: [Time], [Duration], [Segment Name], [Description], [Audio/Visual Cues], [Owner], [Status].
• Apply "Freeze Panes" to the top two rows for header visibility during scrolling.
• Configure Conditional Formatting: Status column (e.g., "Pending" = Red, "In Progress" = Yellow, "Complete" = Green).

Phase II: Content Population

• Input all [Event Name] agenda items in chronological order.
• Verify durations against the master script provided by [Department Name].
• Insert rows for "Buffer Time" between major segments to account for technical transitions.
• Assign a specific [Owner] to every line item.

Phase III: Live Execution Prep

• Share view-only links with [Stakeholders/Talent] for pre-event review.
• Conduct a "Table Read" to verify timing against actual speech/presentation speed.
• Print physical copies of the final version for the [Stage Manager] and [Production Lead].
• Ensure mobile access via the Google Sheets app for all team members on the floor.

5. Quality Assurance, Pro-Tips, and Pitfalls

Quality Assurance:

• Perform a "Math Audit": Ensure the sum of all durations equals the total event window.
• Cross-reference every "AV Cue" column entry with the actual file names in the media server.

Pro-Tips:

• Use "Data Validation" in the Status column to create a dropdown menu, preventing typos.
• Create a "Tab" specifically for "Contact Directory" (key vendors, emergency numbers) within the same workbook.

Common Pitfalls:

• The "Micro-management" Trap: Do not list every breath; focus on transition points and technical triggers.
• Sync Issues: Ensure "Offline Mode" is enabled on all devices in case of venue Wi-Fi failure.

6. FAQs

Q: How do we handle last-minute schedule changes during the event? A: The [Stage Manager] is the only person authorized to make live edits. Any change must be communicated via headset to the [Production Lead] before being updated in the master sheet.

Q: Should I use formulas for the time column? A: Yes. Use =SUM formulas for duration and =OFFSET or simple addition for time stamps to ensure that if one segment shifts, the entire schedule adjusts automatically.