How to use the generator
Start with the template closest to your event, from a full-day conference to an AGM, then set your start and end times, the number of speakers or sessions, the meal style and entertainment. The tool builds a running order, then sizes the final open segment (networking, dancing or lunch) so the programme finishes on time.
From there it's yours to shape. Click any segment, owner, cue or note to edit it. Change a duration and every time below it shifts automatically. Add, delete or reorder rows. Switch between two views:
| View | Who it's for | What it shows |
|---|
| Client agenda | Guests, delegates, your MD | Times and programme items only |
| Production run sheet | Venue, AV, caterer, talent, MC | Crew call, load-in and sound check before doors; durations, owners, AV cues and notes |
The four checks every planner should run
Before an agenda goes out, the tool checks it against four planning assumptions, all listed under the result:
- Overrun: does the programme finish after your end time?
- Long speeches: is any address over the cap for that event type? For year-ends the cap is 5 minutes, in line with B&W's year-end guidance. Our own 2026 year-end ideas push for short speeches too.
- Late dinner: does food service start after 20:30?
- No breaks: does any stretch run past 2.5 hours without a break, meal or social segment? For conferences, the template inserts a break at least every 90 minutes by default.
Planning a conference? Pair this with our 10 conference tips and the event budget calculator. For awards nights, see our award ceremony service, and if you're choosing music, read DJ or live band?
Sharing the run sheet with suppliers
Send the production view to your venue coordinator, AV company, caterer, MC and entertainment at least a week out, and ask each of them to confirm their rows in writing. The CSV opens in Excel or Google Sheets, so suppliers can add their own columns. Send the client agenda to delegates with the invitation or joining instructions. On the day, print the production sheet for the stage manager and AV desk, and treat the times as the plan: if a segment runs long, decide on the spot which later segment gives up the time.
Frequently asked questions
What's the difference between an agenda and a run-of-show?
An agenda tells guests what happens and when. A run-of-show (or run sheet) tells the crew how it happens: who owns each segment, which AV cue fires, and what has to be ready before doors. This tool builds both from the same data.
How long should conference sessions be?
Session-length research suggests keynotes land best at 30–40 minutes and attention drops after about 45. The conference template uses a 40-minute keynote and 45-minute sessions, with a break at least every 90 minutes. All of these are planning assumptions you can edit.
How much time should an awards ceremony take?
Awards planners commonly allow two to three minutes per award. The template uses three minutes plus a short intro per block, and splits the awards into two blocks around dinner when there are more than eight.
Can I use it for a hybrid event?
Yes. Tick “Hybrid / livestreamed” and the production sheet adds a stream test before doors, plus go-live and stream-off cues. These cues are hidden from the guest agenda.
Is it free?
Yes. Building and editing is free with no sign-up. We ask for your name and email only when you download the PDF or send it to us for a quote, and we handle your details under POPIA.
Can B&W run the event from this sheet?
Yes. Click “Send to B&W for a quote” and the running order lands with our bookings team. We'll flag anything that won't work on the day and quote the production.
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Template durations and warning thresholds are planning assumptions, not standards. Confirm timings with your venue, caterer and talent.
