microsoft excel run of show template

Event Production Schedule & Cue Sheet

This production document serves as the master timeline for [Event Name]. It coordinates technical cues, stage transitions, and speaker movements to ensure a seamless execution. This sheet should be updated daily by the [Production Manager] during the pre-production phase and finalized 24 hours before doors open.

Column Definitions

• ID: Numeric value. Used for sorting and referencing specific cues.
• Start Time: Time format (HH:MM AM/PM). Defines the absolute clock time for the action.
• Duration: Time format (HH:MM). Total length of the segment.
• Cue Description: Text. Brief summary of the specific action or transition.
• Lead Role: Dropdown list. Assigned person responsible for the cue execution.
• Status: Dropdown list. Options: [Pending], [In Progress], [Completed], [Cancelled].

Essential Formulas

Calculate End Time for any segment:

=B2+C2

(Assumes Start Time is in B2 and Duration is in C2. Format the cell as Time.)

Total Event Duration (Sum of all segments):

=SUM(C2:C100)

(Adjust row range as needed for your specific event length.)

Countdown to Next Cue:

=B2-NOW()

(Use this in a dashboard cell to display time remaining until the next scheduled item.)

Data Validation & Formatting

1. Status Dropdown (Data Validation) Select the "Status" column, go to Data > Data Validation > List. Enter: Pending, In Progress, Completed, Cancelled.

2. Status Color Coding (Conditional Formatting) Highlight the "Status" column. Create a new rule for each status:

• If cell value equals "Completed", set background to Green.
• If cell value equals "In Progress", set background to Yellow.
• If cell value equals "Pending", set background to White.

3. Overdue Cue Alert (Conditional Formatting) Highlight the "Start Time" column. Use a formula rule: =AND(B2<NOW(), F2<>"Completed"). Set font to Bold Red to flag items that are late.