The Run Sheet, Printed and on a Phone
Haldi at ten, lunch by one, stage change by four. The flower vendor heard different timings, the sound team heard nothing, and every clash is being fixed by shouting across a hall.
One sheet, everybody on the same one
Time, activity, the vendor responsible, the person in charge and the place. It is built on Thursday and it changes twice before Saturday, which is normal. What matters is that the version in the supervisor’s hand is the version your coordinator sent.
What each line says
The time, and who owns it
Not simply haldi at ten. The coordinator responsible for haldi at ten, by name, so there is somebody to ask at ten past.
The vendor for that item
Decor, sound, flowers or transport, so the supervisor knows whose number to call without ringing your office first.
The place inside the venue
Lawn, banquet hall, the small room behind the stage. Venues are bigger than they look on paper.
Changes, on the same sheet
A timing that moves is changed where everybody reads it, instead of being passed along as a voice note to four people.
At the venue
Network at a mantapa on the city’s edge is not something to plan around.
- It prints, and most supervisors want the printed copy
- It opens in the phone browser when the signal holds
- Staff marked present against the slot they were called for
- What went out from your own stock, noted as it leaves
- The vendor list for the day, with numbers on it
Frequently asked questions
Can the supervisor change a timing himself?
That depends on what you allow him. Letting the coordinator change the sheet and the supervisor add notes keeps it readable, because a run sheet with four editors on a wedding morning is not a run sheet.
Does it send the schedule to vendors?
It is drafted on WhatsApp from your number with the wording already in place. Somebody at your office reads it and presses send, which on a function day is the right amount of automation.
What about a three-day wedding?
Each function gets its own sheet under the same event. Mehndi, haldi, the wedding and the reception rarely share a supervisor, and they never share a timeline.
Tell us what you need.
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