Free template
Event Timeline Template
An event timeline — also called a run of show — maps the event day from venue access through breakdown, with an owner, location, and buffer for every segment. Use this template to build one the whole crew can work from.
Copy the blank template for Google Sheets or download it as a CSV below — no account needed.
Updated July 2026
Blank event timeline template
Start with the earliest venue access time, then move through setup, ceremony, reception, and teardown.
| Time | Segment | Owner | Location | Buffer | Notes |
|---|---|---|---|---|---|
| Venue access | |||||
| Load-in | |||||
| Vendor arrivals | |||||
| Ceremony cue | |||||
| Room flip | |||||
| Breakdown |
Filled example timeline
Example run of show for a 120-guest wedding with setup, ceremony, reception, and teardown windows.
| Time | Segment | Owner | Location | Buffer | Notes |
|---|---|---|---|---|---|
| 7:00 AM | Venue access | Venue manager | North loading door | 30 min | Keys, alarms, and elevator check |
| 7:30 AM | Load-in | Setup crew | Ballroom | 45 min | Unpack install kit and rentals |
| 8:30 AM | Florals and decor | Lead stylist | Ballroom | 30 min | Arch, centerpieces, and signage |
| 10:00 AM | Vendor arrivals | Coordinator | Service entrance | 20 min | Catering, DJ, and photo |
| 11:15 AM | Guest seating opens | Planner | Ceremony lawn | 15 min | Check processional music |
| 12:00 PM | Ceremony | Officiant | Ceremony lawn | 10 min | Cue vows and recessional |
| 1:00 PM | Room flip | Setup crew | Reception hall | 45 min | Move ceremony pieces and reset tables |
| 2:00 PM | Reception doors open | Planner | Reception hall | 15 min | Guests seated before intros |
| 2:15 PM | Dinner service | Catering captain | Reception hall | 10 min | Toast cue after entree |
| 9:30 PM | Last call | Planner | Bar | 15 min | Announce final song |
| 10:00 PM | Breakdown | Setup crew | Reception hall | 30 min | Pack rentals and signage |
What to include
- Venue access, load-in, vendor arrival, ceremony, reception, and teardown windows.
- One owner for each segment so nobody is guessing who is responsible in the moment.
- Buffer time between arrivals, transitions, and guest-facing moments.
- Location notes that keep the crew, venue, and vendors aligned on where each step happens.
How to use this template
- Start with the venue access window and work forward through the end of the night.
- Assign an owner to each segment before sending the timeline out.
- Add buffer time around vendor arrivals, room flips, and the ceremony so small delays do not cascade.
- Use the final version as the shared run of show for the planner, venue, and vendors.
Common mistakes to avoid
- Stacking vendor arrivals too tightly with no buffer between them.
- Leaving setup or teardown time out of the plan because it is not guest-facing.
- Forgetting to assign one owner to each segment.
- Building the timeline without checking venue access and load-out rules first.
Next event, you won't build this timeline by hand.
Built for party decorators and event stylists who run events for clients. Every job means another timeline, rebuilt from a copy of the last one — and when load-in moves 30 minutes, the vendor list, tasks, and crew assignments don't move with it. In Plan Event, you paste the client's inquiry and the agent drafts the job; day-of tasks live beside the quote, decor list, vendors, and costs, so a change on one tab moves the whole plan.
- Paste an inquiry or brief — the agent drafts the job record
- Tasks, vendors, quote, and costs stay on one job
- Assign prep, setup, and breakdown work to named crew
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FAQ
Is a timeline the same as a checklist?
Not exactly. A checklist tracks what needs to happen; a timeline adds when it happens and who owns each segment.
Who should own the timeline?
Usually the lead planner or coordinator owns it, but venue staff, the caterer, and the setup crew should each get the parts that affect them.
Can I use this for corporate events?
Yes. Swap in check-in, keynote, breakout, sponsor, and teardown blocks, but keep the same structure: access, setup, live event, and breakdown.