With a paid crew, gaps get covered by people who have done it before. With volunteers, the plan on paper is the plan. So each row of the run of show answers five questions a volunteer will otherwise ask you by radio:

1. When: start and end, not just start. 18:50–19:00 Seating call tells the Doors & Check-in team when their rush ends.
2. Who: an owner and a backup. "Pledge moment (fund-a-need)" is owned by Raffle & Pledges with Event Lead as backup. If two people could plausibly own a moment, neither acts.
3. Where: Main hall, not "the venue".
4. What exactly: the cue in everyday words. "AV fades the playlist out at 18:50. MC: 'Please find your tables — we begin in ten minutes.' Floor volunteers guide stragglers."
5. Which roles are on this row: the multi-select that gives one trimmed cue sheet per role, so the AV volunteer never scrolls past the kitchen's rows.

The one rule for changes

Start, End and Minutes are manual fields. Update the delayed segment's Minutes and End, then recalculate both Start and End for each affected later segment. Revise clock times inside the Cue text too. Check venue and vendor limits, have the Floor Lead announce the agreed times, and replace or mark outdated printed sheets. The database is the master.

Build it two weeks out

A run of show built the night before is a record of decisions already made. Build it while you can still move a speaker or cut a segment. The example has 23 rows across load-in, program and load-out. Keep the cue style and replace the names.

The full workspace, with the example dinner, per-role views and a vendor board that tracks bookings you have checked as signed, with any required deposit paid, is on Payhip: https://payhip.com/b/kYM4I. Made with AI assistance; every name and number in the example is invented.