A minute-by-minute schedule for show day. The run sheet is the single most important operational document on the day of a show. Everyone, artist, crew, venue staff, promoter, should have a copy.
Event Details
Event Name: Artist(s): Venue: Address: City: Date: Show Type: Headline / Support / Festival Slot
Key Contacts for Show Day
Show Day Schedule
Before Load-in
Load-in & Setup
[TIME] Load-in: Equipment arrives at venue Who: Stage Manager Notes: Confirm loading dock access [TIME] Stage setup begins Who: Crew [TIME] Backline check: drums tuned, amps tested Who: Band [TIME] DI boxes, monitor wedges, cables laid Who: FOH / Monitor Eng. [TIME] Merch table set up Who: Merch Manager [TIME] Green room inspection Who: Tour Manager Notes: Confirm hospitality present
Soundcheck
[TIME] Line check begins Who: FOH Engineer [TIME] Individual instrument checks (drums → bass → keys → guitar → vocals) Who: Band + FOH Eng. [TIME] Full mix run: Song 1 Who: FOH + Monitor Eng. [TIME] Monitor mix checks for each band member Who: Monitor Eng. [TIME] Full run: Song 2 (or other specific song with complex cue) Who: Band [TIME] Opening act soundcheck (if applicable) Who: Opening Act + FOH Eng. [TIME] Soundcheck complete Who: Tour Manager Notes: Confirm with FOH
Pre-show
[TIME] Artist meal / catering Who: All Notes: Confirm location: [TIME] Venue staff briefing Who: Tour Manager + Venue [TIME] Guest list final check Who: Tour Manager Notes: Submit to door staff [TIME] Merch table QR code and pricing confirmed Who: Merch Manager [TIME] Set list printed and distributed Who: Tour Manager Notes: FOH, Monitor Eng., all band members [TIME] Lighting cues briefed (if applicable) Who: Lighting Operator [TIME] Artist ready in green room Who: All Band Members
Doors & Opening
Show
[TIME] ARTIST ON STAGE Who: Tour Manager signals Notes: Intro tape / house music cue [TIME] Song 1 [TIME] Song 2 [TIME] Song 3 [TIME] Song 4 [TIME] Song 5 [TIME] Song 6 [TIME] Song 7 [TIME] Song 8 [TIME] Song 9 [TIME] Song 10
Time] Encore Break
Time] E1
Time] E2
Post-show
Hospitality Rider Reference
Green room requirements confirmed: YES / NO Items expected:
- Hot tea / coffee
- Towels
- Private space with lock
Technical Cues Reference
Encore cue: (describe how encore is signalled)
House music resumed after show: YES / NO
General Notes & Contingencies
Power cuts / generator backup: YES / NO Note: Power outages are not uncommon at outdoor venues and smaller club venues in India. Confirm whether the venue has a UPS or generator, and what the restart procedure is if power goes down mid-set.
Free to use · Part of the Indie Music India toolkit · Updated September 2026