run of show template excel free

Event Production Run of Show Master Template

This document serves as the central nervous system for live event execution. It tracks timing, technical cues, and personnel responsibilities to ensure seamless transitions. Update this document during technical rehearsals and finalize 24 hours before the event start time.

Column Definitions

• Time Slot: [Time] The absolute start time for the segment (Format: HH:MM AM/PM).
• Duration: [Duration] The length of the segment (Format: MM:SS).
• Segment Title: [Text] Brief description of the activity occurring on stage.
• Technical Cue: [Text] Specific triggers for AV, lighting, or stage crew.
• Lead Person: [Text] The individual responsible for the execution of this segment.
• Status: [Checkbox] Use for real-time tracking during the live event.

Essential Formulas

Calculate End Time automatically: If Time Slot is in cell A2 and Duration is in cell B2:

=A2 + B2

(Format the result cell as "Time" to display the calculated end time.)

Calculate Total Event Duration: Summing the duration column (B2 to B10):

=TEXT(SUM(B2:B10), "hh:mm")

Conditional Formatting & Data Validation

1. Status Checkbox: Select the Status column, go to Data > Data Validation > Criteria: Checkbox. This allows for simple click-to-complete tracking.
2. Overdue Highlighting: Apply Conditional Formatting to the "Time Slot" column using a formula: =A2<NOW(). Set the fill color to light gray to visually indicate segments that have already passed.
3. Duration Alert: To highlight segments longer than 60 minutes, use Conditional Formatting on the "Duration" column: Cell Value > 01:00:00 with a light red fill.