APPENDIX C

Advance Sheet and Night-Of Runsheet Templates

The week-of advance, the minute-by-minute runsheet, and the post-show wrap — the paperwork that makes a show run itself.

A well-run show looks effortless from the floor because the work was done before the doors opened. This appendix gives you the three documents that carry a show from the week before to the morning after: the advance sheet you complete in the days ahead (times, people, tech, hospitality, marketing), the night-of runsheet that puts the evening on a minute-by-minute schedule, and the post-show documentation checklist that captures what happened and what to fix. Together they turn a show from an improvisation into a routine — the production discipline of Chapters 24 and 25, made into paperwork.

Fill in the fields like [this] and the blank lines as you advance the show. Adapt freely: a recurring weekly night may need only a light version, while a featured show or showcase (Chapters 8 and 10) earns the full treatment. The point is not the form; it’s that nothing important gets left to memory on a busy night.

1. The Week-Of Advance Sheet

Complete in the days before the show. One per show. (Ch. 23, 24, 25)

Show Basics

• Show/night name:

• Date:

• Day owner / show runner: (Ch. 22)

• Artist(s)/act(s):

• Artist contact (day-of cell):

• Agreement signed and on file: (Appendix B)

Key Times

Personnel

• Sound engineer: (Ch. 24)

• Door staff: (Ch. 27)

• Bar staff: (Ch. 22)

• Security:

• Host / MC: (Ch. 19)

• Content capture: (Ch. 26)

Technical

• Backline provided by venue: (Appendix F)

• Artist’s tech needs / input list / stage plot received: (Ch. 24)

• Special production (lights, fog, extra PA, etc.): (Ch. 25)

• Power / stage / layout notes:

Hospitality

• Green room / artist space: (Ch. 23)

• Drinks / drink tickets:

• Food / meals:

• Parking / load-in access:

• Guest list / comps:

Marketing

• Promotion status (what’s gone out): (Ch. 28; Appendix D)

• Tickets sold / projected draw:

• Day-of posts planned: (Ch. 32)

• Capture plan (who shoots what): (Ch. 26)

• Press / photographer attending: (Ch. 31)

Money

• Pay model and amount owed: (Ch. 17, 35)

• Cover charge: $

• Payment method / who pays out / when:

2. The Night-Of Runsheet

Print this and hand it to the show runner. Fill in real clock times in the left column. (Ch. 19, 25)

Show: [name] — Date: [date] — Show runner: [name]

3. The Post-Show Documentation Checklist

Work this before you leave, or first thing the next morning, while it’s fresh. (Ch. 26, 35, 38)

Money and Numbers

❑ Door count and cover revenue recorded (Ch. 27, 35)

❑ Bar sales for the night recorded (Ch. 35)

❑ Artist paid; payment documented (Ch. 17; Appendix B)

❑ Other expenses logged (sound, security, etc.)

❑ Attendance noted against projection (Ch. 29)

Content and Press

❑ Captured photos/video collected and backed up (Ch. 26)

❑ Best clips flagged for posting (Ch. 32)

❑ Any press/coverage noted and saved (Ch. 31)

❑ Thank-you / follow-up to artist sent (Ch. 23)

Operations and Lessons

❑ What worked / what didn’t, noted while fresh (Ch. 38)

❑ Any equipment issues or repairs needed flagged (Ch. 24; Appendix F)

❑ Any incidents (safety, conduct) documented (Ch. 22, 37)

❑ Staff debrief points captured (Ch. 22)

❑ Follow-ups assigned with an owner (Ch. 22)

For Next Time

❑ Rebook conversation, if warranted (Ch. 23)

❑ Adjustments for the next instance of this night noted (Ch. 34, 38)

❑ Advance sheet filed for reference (this appendix)