Master Your Event Logistics with the Ultimate Run-of-Show Google Sheets Template

(The Professional Event Manager's Secret Weapon)

Managing complex events requires military-grade precision. Whether you're orchestrating a 10,000-person conference, coordinating a multi-day trade show, or producing a high-stakes corporate summit, your Run-of-Show (ROS) timeline is the difference between flawless execution and total disaster.

A worksheet titled 'Logistics Solver' with the subtitle 'Run-of-Show Reboot'. It features an image of water splashing and a note that it is brought to you by Marc Ghafoori, with the website www.alphatooth.com at the bottom.

What is a Run-of-Show Template?

A Run-of-Show is your event's master timeline—a comprehensive, minute-by-minute breakdown of every single task, vendor movement, and critical milestone from load-in to load-out. Think of it as your event's DNA: every segment, every owner, every dependency mapped out in perfect detail.

The Alpha Tooth Run-Of-Show Reboot transforms Google Sheets into a powerful event command center, tracking:

  • 288+ Pre-Programmed Event Segments covering 5-7 days before, during, and after your event

  • Real-Time Status Tracking with automatic change logging

  • Vendor Coordination Tools with filtered views for each partner

  • Risk Management Matrix to identify and mitigate potential failures

  • Automated Status Reports sent directly to stakeholders

  • Mobile-Ready Access for on-site teams

Two Ways to Access This Game-Changing Tool

Option 1: GET THE PRE-BUILT TEMPLATE

(Recommended) Skip the setup and get our ready-to-deploy Google Sheets template with all formulas, scripts, and sample data pre-loaded. Simply make a copy and customize for your event.

[Available Now - Get Instant Access →]

Option 2: BUILD IT YOURSELF

Follow our comprehensive step-by-step guide below to create your own Run-of-Show system from scratch. Perfect for teams who want to integrate with existing sheets or customize every detail.

[Jump to the DIY version→]

Why Event Professionals Choose the Logistics Solver:

✅ Battle-Tested by Industry Leaders - Used for events from 500 to 50,000+ attendees
✅ Reduces Planning Time by 70% - Pre-built structure eliminates starting from zero
✅ Prevents Costly Mistakes - Change tracking and risk flags catch issues before they escalate
✅ Vendor-Friendly Design - Filtered views keep partners focused on their responsibilities
✅ AI-Agent Compatible - Structured data format ready for automation and AI integration

Perfect for:

  • Conference & Trade Show Managers

  • Corporate Event Planners

  • Production Companies

  • Venue Operations Teams

  • Festival & Concert Producers

  • Wedding & Special Event Coordinators

  • Government & Association Meeting Planners

What's Included:

This isn't just another event timeline template. The Logistics Solver includes:

  • Master Timeline with 15 essential tracking columns

  • Automatic Change Log with Google Apps Script automation

  • Risk Assessment Matrix with likelihood/impact scoring

  • Vendor Contact Database with radio channel assignments

  • Live Status Dashboard with progress metrics

  • Email Report Automation for daily status updates

  • Mobile Optimization for on-site access

  • Conditional Formatting for visual status tracking

  • Protection Settings for phased access control

  • Complete Setup Documentation with copy-paste formulas

Ready to revolutionize your event logistics?

Whether you grab the pre-built template or build your own using our guide below, you'll never run another event without this system.

DIY Run of Show Builder

Logistics Solver - Google Sheets Template | Powered by Alpha Tooth
POWERED BY ALPHA TOOTH

📊 Logistics Solver Google Sheets Template

Complete setup guide with copy-paste ready formulas and data

🚀 Quick Start: Follow these steps in order. Each section has data you can copy directly into your Google Sheet. Use the "Copy" buttons to grab the content quickly.

1 CREATE YOUR GOOGLE SHEET STRUCTURE

SHEET SETUP INSTRUCTIONS:

  1. Open Google Sheets and create a new spreadsheet
  2. Name it: "Run of Show | [YOUR EVENT NAME] | 2025"
  3. Create these tabs (sheets) at the bottom:
    • Master Timeline
    • Change Log
    • Risk Matrix
    • Vendor Contacts
    • Status Dashboard
    • Version Archive

2 MASTER TIMELINE SETUP

Copy these headers to Row 1 of your "Master Timeline" tab (A1:O1):

Start Time End Time Access Time Segment Name Owner Support Vendor Location Prerequisites Equipment Needed Work Order Reference Risk Tag Status Change Flag Notes

Column Guide:

  • Columns A-C: Time management (Start, End, Access)
  • Column D: Segment Name (what's happening)
  • Columns E-G: Responsibility (Owner, Support, Vendor)
  • Column H: Location
  • Columns I-K: Requirements (Prerequisites, Equipment, Work Order)
  • Columns L-N: Tracking (Risk Tag, Status, Change Flag)
  • Column O: Notes

Sample Data for Master Timeline (Copy to Row 2 onwards):

8:00 AM	5:00 PM	7:00 AM	Venue Access Begins	Venue Manager	Facilities	Venue	All Areas	Contract signed	Access credentials	WO-001	LOW	Not Started	FALSE	5-7 days before event
8:00 AM	5:00 PM	7:00 AM	Rigging Installation Start	Production Manager	Rigging Crew	Rigging Co	Main Hall	Venue access	Rigging equipment, motors, points	WO-002	HIGH	Not Started	FALSE	5-7 days before event
6:00 AM	6:00 PM	5:30 AM	Loading Dock Access Windows	Logistics Lead	Dock Team	Venue	Loading Dock	Security clearance	Dock plates, pallet jacks	WO-003	MEDIUM	Not Started	FALSE	5-7 days before event
8:00 AM	5:00 PM	7:30 AM	Advance Warehouse Receiving Opens	Warehouse Manager	Receiving Team	GSC	Warehouse	Inventory system ready	Forklifts, scanners	WO-004	LOW	Not Started	FALSE	5-7 days before event
9:00 AM	5:00 PM	8:00 AM	Marshalling Yard Setup	Logistics Coordinator	Yard Crew	GSC	Marshalling Yard	Space allocation	Barriers, signage	WO-005	LOW	Not Started	FALSE	4-5 days before event
8:00 AM	6:00 PM	7:00 AM	Electrical Distribution Setup	Chief Electrician	Electrical Team	Power Co	Throughout Venue	Power requirements mapped	Distribution panels, cables	WO-006	HIGH	Not Started	FALSE	4-5 days before event
10:00 AM	6:00 PM	9:30 AM	Floor Marking/Taping	Floor Manager	Layout Team	GSC	Expo Hall	CAD drawings approved	Measuring tapes, chalk lines	WO-007	MEDIUM	Not Started	FALSE	4-5 days before event
7:00 AM	7:00 PM	6:00 AM	AV Load-In Begin	AV Director	AV Crew	AV Company	Main Hall	Rigging complete	AV equipment, cases	WO-008	HIGH	Not Started	FALSE	3-4 days before event
2:00 PM	5:00 PM	1:30 PM	Rigging Installation Complete	Production Manager	Rigging Crew	Rigging Co	Main Hall	All points tested	Safety equipment	WO-009	HIGH	Not Started	FALSE	3-4 days before event
9:00 AM	6:00 PM	8:00 AM	Base Lighting Installation	Lighting Director	Lighting Crew	Lighting Co	Throughout	Power distribution ready	Lighting fixtures, cables	WO-010	MEDIUM	Not Started	FALSE	3-4 days before event
10:00 AM	5:00 PM	9:30 AM	Internet/WiFi Infrastructure Testing	IT Manager	IT Team	Tech Co	Throughout	Network equipment installed	Testing devices, meters	WO-011	HIGH	Not Started	FALSE	3-4 days before event
11:00 AM	3:00 PM	10:30 AM	HVAC Testing	Facilities Manager	HVAC Team	Venue	All Zones	Systems operational	Thermometers, controls	WO-012	MEDIUM	Not Started	FALSE	3-4 days before event
8:00 AM	6:00 PM	7:00 AM	Stage Platform Installation	Stage Manager	Stage Crew	Staging Co	Main Ballroom	Floor marked	Stage decks, legs, skirts	WO-013	HIGH	Not Started	FALSE	3-4 days before event
2:00 PM	4:00 PM	1:30 PM	Stage Skirting Installation	Stage Manager	Stage Crew	Staging Co	Main Ballroom	Platform complete	Skirting, clips, tools	WO-014	LOW	Not Started	FALSE	3-4 days before event
9:00 AM	5:00 PM	8:00 AM	Drape & Pipe Installation	Decorator Lead	Decor Team	Decor Co	Throughout	Rigging points ready	Drape, pipe, bases	WO-015	MEDIUM	Not Started	FALSE	2-3 days before event
10:00 AM	6:00 PM	9:00 AM	Scenic Element Delivery/Setup	Scenic Designer	Scenic Crew	Scenic Co	Main Stage	Stage complete	Scenic pieces, tools	WO-016	MEDIUM	Not Started	FALSE	2-3 days before event
1:00 PM	4:00 PM	12:30 PM	Crowd Control Barrier Setup	Security Chief	Security Team	Security Co	Perimeter	Layout approved	Barriers, stanchions	WO-017	MEDIUM	Not Started	FALSE	2-3 days before event
8:00 AM	5:00 PM	7:00 AM	Show Management Freight Delivery	Freight Manager	Freight Team	Freight Co	Dock	Receiving ready	Forklifts, pallet jacks	WO-018	HIGH	Not Started	FALSE	2-3 days before event
10:00 AM	6:00 PM	9:00 AM	Carpet/Padding Installation	Floor Manager	Install Team	GSC	Expo Hall	Floor clean	Carpet, padding, tape	WO-019	MEDIUM	Not Started	FALSE	2-3 days before event
11:00 AM	2:00 PM	10:30 AM	Stage Stairs/Ramps Installation	Stage Manager	Stage Crew	Staging Co	Main Stage	Platform complete	Stairs, railings, ramps	WO-020	MEDIUM	Not Started	FALSE	2-3 days before event
2:00 PM	3:00 PM	1:30 PM	Podium Placement	Stage Manager	Stage Crew	Staging Co	Main Stage	Stage ready	Podiums, presidential seal	WO-021	LOW	Not Started	FALSE	2-3 days before event
3:00 PM	5:00 PM	2:30 PM	Stage Confidence Monitor Installation	AV Director	AV Team	AV Company	Main Stage	Power available	Monitors, cables, stands	WO-022	MEDIUM	Not Started	FALSE	2-3 days before event
9:00 AM	6:00 PM	8:00 AM	Video Wall Testing	AV Director	Video Team	AV Company	Main Stage	Wall assembled	Test patterns, controllers	WO-023	HIGH	Not Started	FALSE	2 days before event
10:00 AM	8:00 PM	9:00 AM	Lighting Programming/Focus	Lighting Director	Lighting Team	Lighting Co	Main Hall	Fixtures hung	Console, ladder, tools	WO-024	HIGH	Not Started	FALSE	2 days before event
2:00 PM	10:00 PM	1:00 PM	Stage Lighting Focus	Lighting Director	Lighting Team	Lighting Co	Main Stage	Programming complete	Console, ladder, gels	WO-025	HIGH	Not Started	FALSE	2 days before event
11:00 AM	1:00 PM	10:30 AM	Teleprompter Installation	AV Director	Prompter Op	AV Company	Main Stage	Podium placed	Teleprompter, stands	WO-026	MEDIUM	Not Started	FALSE	2 days before event
1:00 PM	3:00 PM	12:30 PM	Translation Equipment Setup	AV Director	Audio Team	Translation Co	Main Hall	Booths ready	Receivers, transmitters	WO-027	MEDIUM	Not Started	FALSE	2 days before event
10:00 AM	2:00 PM	9:30 AM	Green Room Setup	Hospitality Manager	Setup Team	Venue	Backstage	Room cleaned	Furniture, refreshments	WO-028	LOW	Not Started	FALSE	2 days before event
10:00 AM	2:00 PM	9:30 AM	Speaker Ready Room Setup	Content Manager	Tech Team	AV Company	Near Stage	Power/internet ready	Computers, printers	WO-029	MEDIUM	Not Started	FALSE	2 days before event
2:00 PM	4:00 PM	1:30 PM	Backstage Access Control Setup	Security Chief	Security Team	Security Co	Backstage	Credentials ready	Scanners, barriers	WO-030	HIGH	Not Started	FALSE	2 days before event
3:00 PM	5:00 PM	2:30 PM	Camera Position Marking	Video Director	Camera Team	AV Company	Main Hall	Sightlines checked	Tape, markers	WO-031	MEDIUM	Not Started	FALSE	2 days before event
4:00 PM	5:00 PM	3:30 PM	Show Caller Position Setup	Production Manager	Production Team	Production Co	FOH/Backstage	Comms tested	Headsets, cue sheets	WO-032	HIGH	Not Started	FALSE	2 days before event
8:00 AM	6:00 PM	7:00 AM	Registration Desk Setup Start	Registration Manager	Reg Team	Registration Co	Lobby	Tables delivered	Computers, printers, supplies	WO-033	HIGH	Not Started	FALSE	2 days before event
2:00 PM	5:00 PM	1:30 PM	Badge Printing System Testing	Registration Manager	IT Team	Registration Co	Registration	Printers ready	Badge stock, lanyards	WO-034	HIGH	Not Started	FALSE	2 days before event
9:00 AM	6:00 PM	8:00 AM	Signage & Wayfinding Installation	Signage Manager	Install Team	Signage Co	Throughout	Locations mapped	Signs, stands, tools	WO-035	MEDIUM	Not Started	FALSE	2 days before event
7:00 AM	5:00 PM	6:00 AM	Drayage Contractor Check-In Opens	Drayage Manager	Drayage Team	Drayage Co	Service Desk	Desk setup	Paperwork, computers	WO-036	MEDIUM	Not Started	FALSE	2 days before event
8:00 AM	5:00 PM	7:00 AM	Material Handling Equipment Deployment	MHE Manager	MHE Team	GSC	Throughout	Equipment tested	Forklifts, pallet jacks	WO-037	HIGH	Not Started	FALSE	2 days before event
10:00 AM	2:00 PM	9:30 AM	Breakout Room Inventory Check	Rooms Manager	Setup Team	Venue	Breakout Rooms	List verified	Checklists, supplies	WO-038	LOW	Not Started	FALSE	2 days before event
2:00 PM	6:00 PM	1:00 PM	Breakout Room Seating Configuration	Rooms Manager	Setup Team	GSC	Breakout Rooms	Layouts approved	Chairs, tables	WO-039	MEDIUM	Not Started	FALSE	2 days before event
4:00 PM	5:00 PM	3:30 PM	Breakout Room Capacity Verification	Fire Marshal	Safety Team	Venue	Breakout Rooms	Seating complete	Counter, checklist	WO-040	HIGH	Not Started	FALSE	2 days before event
8:00 AM	5:00 PM	7:00 AM	Sponsor Load-In Priority Windows	Sponsor Manager	Sponsor Team	Various	Sponsor Areas	Areas ready	Equipment varies	WO-041	HIGH	Not Started	FALSE	1-2 days before event
8:00 AM	6:00 PM	7:00 AM	Exhibitor Targeted Move-In Start	Exhibitor Manager	Floor Team	GSC	Expo Hall	Carpet complete	MHE available	WO-042	HIGH	Not Started	FALSE	1-2 days before event
10:00 AM	4:00 PM	9:00 AM	Direct-to-Show Site Delivery Windows	Shipping Manager	Receiving Team	Various	Dock/Booths	Booths marked	Hand trucks, signage	WO-043	MEDIUM	Not Started	FALSE	1-2 days before event
7:00 AM	6:00 PM	6:30 AM	Exhibitor Service Desk Opens	Service Manager	Service Team	GSC	Service Area	Desk equipped	Forms, supplies	WO-044	MEDIUM	Not Started	FALSE	1 day before event
8:00 AM	5:00 PM	7:30 AM	Booth Electrical Connections Active	Chief Electrician	Electrical Team	Electrical Co	Expo Hall	Distribution ready	Meters, connectors	WO-045	HIGH	Not Started	FALSE	1 day before event
8:00 AM	5:00 PM	7:30 AM	Exhibitor Badge Distribution	Registration Manager	Reg Team	Registration Co	Service Desk	Badges printed	Lists, badges	WO-046	MEDIUM	Not Started	FALSE	1 day before event
9:00 AM	10:00 AM	8:30 AM	Exhibitor Orientation/Briefing	Show Manager	Management Team	Show Mgmt	Meeting Room	Materials ready	Handouts, screen	WO-047	LOW	Not Started	FALSE	1 day before event
10:00 AM	6:00 PM	9:00 AM	Branded Environment Installation	Brand Manager	Install Team	Branding Co	Throughout	Structures ready	Branded materials	WO-048	MEDIUM	Not Started	FALSE	1 day before event
11:00 AM	5:00 PM	10:00 AM	Specialty Furnishing Delivery	Furnishing Manager	Delivery Team	Rental Co	Throughout	Locations marked	Furniture, tools	WO-049	MEDIUM	Not Started	FALSE	1 day before event
2:00 PM	6:00 PM	1:00 PM	Specialty Furnishing Arrangement	Designer	Setup Team	Rental Co	Throughout	Furniture delivered	Moving equipment	WO-050	LOW	Not Started	FALSE	1 day before event
3:00 PM	4:00 PM	2:30 PM	Empty Crate Storage Deadline	Drayage Manager	Drayage Team	Drayage Co	Storage Area	Labels complete	Forklifts, labels	WO-051	HIGH	Not Started	FALSE	1 day before event
10:00 AM	2:00 PM	9:00 AM	Attendee Bag Stuffing/Assembly	Marketing Manager	Volunteer Team	Show Mgmt	Storage Room	Materials ready	Tables, bags, inserts	WO-052	LOW	Not Started	FALSE	1 day before event
Throughout	Throughout	N/A	Digital Signage Content Updates	Digital Manager	IT Team	AV Company	Digital Signs	Network ready	Content files	WO-053	MEDIUM	Not Started	FALSE	1 day before event
12:00 PM	12:30 PM	11:30 AM	WiFi Network Goes Live	IT Manager	Network Team	Tech Co	Throughout	Testing complete	Devices, passwords	WO-054	HIGH	Not Started	FALSE	1 day before event
1:00 PM	5:00 PM	12:30 PM	Sound Check Windows	Audio Director	Audio Team	AV Company	Main Stage	Mics ready	Console, mics	WO-055	HIGH	Not Started	FALSE	1 day before event
2:00 PM	3:00 PM	1:30 PM	Confidence Monitor Placement	AV Director	Video Team	AV Company	Main Stage	Monitors tested	Monitors, cables	WO-056	MEDIUM	Not Started	FALSE	1 day before event
3:00 PM	4:00 PM	2:30 PM	Teleprompter Testing	Prompter Op	AV Team	AV Company	Main Stage	Script loaded	Prompter, backup	WO-057	MEDIUM	Not Started	FALSE	1 day before event
3:30 PM	4:00 PM	3:00 PM	Podium Microphone Check	Audio Director	Audio Team	AV Company	Main Stage	Podium placed	Mics, batteries	WO-058	HIGH	Not Started	FALSE	1 day before event
4:00 PM	4:30 PM	3:30 PM	Lavalier Microphone Testing	Audio Director	Audio Team	AV Company	Backstage	Receivers ready	Lavs, batteries	WO-059	HIGH	Not Started	FALSE	1 day before event
4:30 PM	5:00 PM	4:00 PM	Handheld Microphone Testing	Audio Director	Audio Team	AV Company	Main Stage	Receivers ready	Handhelds, batteries	WO-060	HIGH	Not Started	FALSE	1 day before event
5:00 PM	5:30 PM	4:30 PM	Presentation Clicker Testing	AV Director	AV Team	AV Company	Main Stage	Screens ready	Clickers, batteries	WO-061	MEDIUM	Not Started	FALSE	1 day before event
10:00 AM	6:00 PM	9:00 AM	Breakout Room AV Testing	AV Manager	AV Team	AV Company	Breakout Rooms	Equipment placed	Projectors, mics	WO-062	HIGH	Not Started	FALSE	1 day before event
2:00 PM	4:00 PM	1:30 PM	Breakout Room Screen Alignment	AV Manager	AV Team	AV Company	Breakout Rooms	Projectors mounted	Tools, patterns	WO-063	MEDIUM	Not Started	FALSE	1 day before event
4:00 PM	5:00 PM	3:30 PM	Session Recording Equipment Check	Recording Manager	AV Team	AV Company	Various	Recorders placed	Recorders, drives	WO-064	HIGH	Not Started	FALSE	1 day before event
8:00 AM	8:00 PM	7:00 AM	General Session Room Access	Venue Manager	Venue Team	Venue	Main Hall	Security cleared	Keys, access cards	WO-065	LOW	Not Started	FALSE	1 day before event
10:00 AM	6:00 PM	9:00 AM	General Session Pre-Function Setup	F&B Manager	Setup Team	Catering Co	Pre-Function	Space ready	Tables, linens	WO-066	MEDIUM	Not Started	FALSE	1 day before event
1:00 PM	5:00 PM	12:30 PM	General Session Rehearsal Windows	Production Manager	All Teams	Various	Main Stage	Tech ready	Scripts, cues	WO-067	HIGH	Not Started	FALSE	1 day before event
5:00 PM	5:30 PM	4:30 PM	Stage Safety Walk-Through	Safety Officer	Safety Team	Venue	Main Stage	Stage complete	Checklist, flashlight	WO-068	HIGH	Not Started	FALSE	1 day before event
5:30 PM	6:00 PM	5:00 PM	Emergency Exit Verification	Fire Marshal	Safety Team	Venue	Throughout	Signs posted	Checklist, keys	WO-069	CRITICAL	Not Started	FALSE	1 day before event
3:00 PM	4:00 PM	2:30 PM	ADA Seating Confirmation	Accessibility Coord	Venue Team	Venue	Main Hall	Areas marked	Signage, barriers	WO-070	HIGH	Not Started	FALSE	1 day before event
4:00 PM	5:00 PM	3:30 PM	Reserved Seating Setup	Seating Manager	Setup Team	Venue	Main Hall	Signs ready	Reserved signs, rope	WO-071	MEDIUM	Not Started	FALSE	1 day before event
2:00 PM	3:00 PM	1:30 PM	House Lights Control Check	Lighting Director	Lighting Team	Venue	Main Hall	Console ready	Light board, ladder	WO-072	MEDIUM	Not Started	FALSE	1 day before event
4:00 PM	4:30 PM	3:30 PM	Q&A Microphone Runner Positions	Audio Director	Audio Team	AV Company	Main Hall	Aisles clear	Wireless mics, vests	WO-073	MEDIUM	Not Started	FALSE	1 day before event
Throughout	Throughout	N/A	Breakout Room Signage Placement	Signage Manager	Setup Team	Signage Co	Breakout Rooms	Signs ready	Stands, tape	WO-074	LOW	Not Started	FALSE	1 day before event
Throughout	Throughout	N/A	Directional Signage to Breakout	Signage Manager	Setup Team	Signage Co	Corridors	Paths mapped	Signs, stands	WO-075	MEDIUM	Not Started	FALSE	1 day before event
3:00 PM	4:00 PM	2:30 PM	Breakout Room Temperature Check	Facilities Manager	HVAC Team	Venue	Breakout Rooms	HVAC on	Thermometers	WO-076	LOW	Not Started	FALSE	1 day before event
4:00 PM	5:00 PM	3:30 PM	Whiteboard/Flip Chart Check	Rooms Manager	Setup Team	Venue	Breakout Rooms	Supplies delivered	Markers, erasers	WO-077	LOW	Not Started	FALSE	1 day before event
5:00 PM	6:00 PM	4:30 PM	Power Strip Placement	Electrician	Electrical Team	Venue	Breakout Rooms	Outlets tested	Power strips, tape	WO-078	MEDIUM	Not Started	FALSE	1 day before event
4:00 PM	6:00 PM	3:00 PM	Floral Delivery Windows	Floral Designer	Floral Team	Florist	Various	Locations ready	Flowers, vases, water	WO-079	LOW	Not Started	FALSE	Evening before event
6:00 PM	7:00 PM	5:30 PM	Registration Desk Setup Complete	Registration Manager	Reg Team	Registration Co	Registration	All systems go	Final check	WO-080	HIGH	Not Started	FALSE	Evening before event
6:00 PM	7:00 PM	5:30 PM	Fire Marshal Inspection	Fire Marshal	Safety Team	City	Throughout	All complete	Documentation	WO-081	CRITICAL	Not Started	FALSE	Evening before event
11:00 PM	11:30 PM	10:30 PM	Overnight Security Shift Change	Security Chief	Security Team	Security Co	Command Post	Brief complete	Radios, logs	WO-082	HIGH	Not Started	FALSE	Evening before event
Throughout	Throughout	N/A	Fire Watch Periods	Safety Officer	Safety Team	Venue	As Required	Hot work complete	Extinguishers	WO-083	HIGH	Not Started	FALSE	Evening before event
7:00 PM	8:00 PM	6:30 PM	Speaker Gift/Award Staging	Content Manager	Content Team	Show Mgmt	Storage	Gifts wrapped	Gifts, list	WO-084	LOW	Not Started	FALSE	Evening before event
8:00 PM	8:30 PM	7:30 PM	Stage Water Placement	Stage Manager	Stage Crew	Venue	Main Stage	Bottles chilled	Water, glasses	WO-085	LOW	Not Started	FALSE	Evening before event
8:00 PM	9:00 PM	7:30 PM	Green Room Supply Stock	Hospitality Manager	Hospitality Team	Catering Co	Green Room	Supplies delivered	Snacks, beverages	WO-086	LOW	Not Started	FALSE	Evening before event
9:00 PM	10:00 PM	8:30 PM	Speaker Materials to Rooms	Content Manager	Content Team	Show Mgmt	Breakout Rooms	Materials sorted	Handouts, supplies	WO-087	MEDIUM	Not Started	FALSE	Evening before event
6:00 AM	6:30 AM	5:30 AM	Security Team Briefing	Security Chief	Security Team	Security Co	Command Post	Schedule reviewed	Radios, assignments	WO-088	HIGH	Not Started	FALSE	Daily during event
6:00 AM	6:30 AM	5:30 AM	Perimeter Security Check	Security Chief	Security Team	Security Co	Perimeter	Barriers placed	Checklist, radios	WO-089	HIGH	Not Started	FALSE	Daily during event
6:00 AM	7:00 AM	5:30 AM	Catering Prep Kitchen Access	Executive Chef	Kitchen Team	Catering Co	Kitchen	Deliveries complete	Food, equipment	WO-090	MEDIUM	Not Started	FALSE	Daily during event
6:30 AM	5:00 PM	6:00 AM	Exhibitor Storage Access	Service Manager	Service Team	GSC	Storage	Keys distributed	Carts, dollies	WO-091	LOW	Not Started	FALSE	Daily during event
7:00 AM	7:30 AM	6:30 AM	Union Labor Call Times	Labor Coordinator	Union Team	Union	Various	Assignments made	Time sheets	WO-092	HIGH	Not Started	FALSE	Daily during event
7:00 AM	7:30 AM	6:30 AM	Booth Cleaning Service	Cleaning Manager	Cleaning Team	Cleaning Co	Expo Hall	Supplies ready	Vacuums, trash bags	WO-093	LOW	Not Started	FALSE	Daily during event
7:00 AM	8:00 AM	6:30 AM	Coffee Station Setup	F&B Manager	F&B Team	Catering Co	Various	Coffee brewed	Urns, cups, supplies	WO-094	MEDIUM	Not Started	FALSE	Daily during event
7:00 AM	7:30 AM	6:30 AM	Aisle Carpet Cleaning	Cleaning Manager	Cleaning Team	GSC	Expo Hall	Equipment ready	Vacuums, spot cleaner	WO-095	LOW	Not Started	FALSE	Daily during event
7:00 AM	9:00 PM	6:30 AM	Shuttle Service Operations	Transport Manager	Drivers	Transport Co	Various	Vehicles fueled	Shuttles, schedules	WO-096	HIGH	Not Started	FALSE	Daily during event
7:00 AM	7:15 AM	6:45 AM	Breakout Room Unlock	Facilities Manager	Security	Venue	Breakout Rooms	Keys ready	Keys, checklist	WO-097	MEDIUM	Not Started	FALSE	Daily during event
7:00 AM	7:30 AM	6:45 AM	Breakout Room Temperature Final	Facilities Manager	HVAC Team	Venue	Breakout Rooms	Set to 68°F	Thermostats	WO-098	LOW	Not Started	FALSE	Daily during event
7:00 AM	5:00 PM	6:30 AM	Green Room Opens	Hospitality Manager	Hospitality Team	Venue	Green Room	Refreshed	Food, beverages	WO-099	MEDIUM	Not Started	FALSE	Daily during event
7:00 AM	5:00 PM	6:30 AM	Speaker Ready Room Opens	Tech Manager	Tech Team	AV Company	Ready Room	Equipment on	Computers, printers	WO-100	MEDIUM	Not Started	FALSE	Daily during event

3 ESSENTIAL FORMULAS

Risk Tag Dropdown (Column L)

Select column L, then go to Data → Data validation:

LOW,MEDIUM,HIGH,CRITICAL

Status Dropdown (Column M)

Select column M, then go to Data → Data validation:

Not Started,In Progress,Complete,Delayed,At Risk

Conditional Formatting Rules

Select your data range, then Format → Conditional formatting:

  • Risk Level HIGH: Background color #FF00A8 (hot pink)
  • Status "Complete": Background color #FFF943 (yellow)
  • Status "Delayed": Background color #FF00A8 (hot pink)
  • Change Flag TRUE: Text color #3383FF (blue)

4 CHANGE LOG SETUP

Headers for "Change Log" tab (A1:F1):

Timestamp Changed By Cell Reference Old Value New Value Notes

Google Apps Script for Automatic Change Logging:

Go to Extensions → Apps Script, delete any existing code, and paste this:

function onEdit(e) {
  // Get the edited sheet
  var sheet = e.source.getActiveSheet();
  var sheetName = sheet.getName();
  
  // Only track changes in Master Timeline
  if(sheetName == "Master Timeline") {
    var changeLog = e.source.getSheetByName("Change Log");
    var range = e.range;
    var user = Session.getActiveUser().getEmail();
    
    // Get the next available row in Change Log
    var nextRow = changeLog.getLastRow() + 1;
    
    // Log the change
    changeLog.getRange(nextRow, 1).setValue(new Date()); // Timestamp
    changeLog.getRange(nextRow, 2).setValue(user); // User
    changeLog.getRange(nextRow, 3).setValue(range.getA1Notation()); // Cell
    changeLog.getRange(nextRow, 4).setValue(e.oldValue || "Empty"); // Old value
    changeLog.getRange(nextRow, 5).setValue(e.value || "Deleted"); // New value
    
    // Also update the Change Flag in Master Timeline
    var row = range.getRow();
    if(row > 1) { // Don't flag header row changes
      sheet.getRange(row, 14).setValue(true); // Column N = Change Flag
    }
  }
}

// Function to clear change flags (run manually after communication)
function clearChangeFlags() {
  var sheet = SpreadsheetApp.getActiveSpreadsheet().getSheetByName("Master Timeline");
  var lastRow = sheet.getLastRow();
  
  // Clear all change flags (column N)
  if(lastRow > 1) {
    sheet.getRange(2, 14, lastRow - 1, 1).setValue(false);
  }
  
  // Add confirmation
  SpreadsheetApp.getUi().alert('Change flags cleared!');
}

// Create menu item for clearing flags
function onOpen() {
  var ui = SpreadsheetApp.getUi();
  ui.createMenu('Event Tools')
    .addItem('Clear Change Flags', 'clearChangeFlags')
    .addItem('Send Status Report', 'sendStatusReport')
    .addToUi();
}

// Email status report function
function sendStatusReport() {
  var sheet = SpreadsheetApp.getActiveSpreadsheet().getSheetByName("Master Timeline");
  var data = sheet.getDataRange().getValues();
  
  var delayedItems = [];
  var atRiskItems = [];
  
  // Check for delayed or at-risk items
  for(var i = 1; i < data.length; i++) {
    if(data[i][12] == "Delayed") { // Column M = Status
      delayedItems.push(data[i][3]); // Column D = Segment Name
    }
    if(data[i][11] == "HIGH" || data[i][11] == "CRITICAL") { // Column L = Risk Tag
      atRiskItems.push(data[i][3]);
    }
  }
  
  // Compose email
  var recipient = Session.getActiveUser().getEmail();
  var subject = "Event Status Report - " + new Date().toLocaleDateString();
  var body = "STATUS REPORT\n\n";
  
  body += "DELAYED ITEMS (" + delayedItems.length + "):\n";
  body += delayedItems.length > 0 ? delayedItems.join("\n") : "None\n";
  
  body += "\n\nHIGH RISK ITEMS (" + atRiskItems.length + "):\n";
  body += atRiskItems.length > 0 ? atRiskItems.join("\n") : "None\n";
  
  body += "\n\nView full timeline: " + SpreadsheetApp.getActiveSpreadsheet().getUrl();
  
  // Send email
  MailApp.sendEmail(recipient, subject, body);
  
  SpreadsheetApp.getUi().alert('Status report sent to ' + recipient);
}

After pasting: Click the disk icon to save, then click "Run" → Select "onOpen" → Authorize the script

5 RISK MATRIX SETUP

Headers for "Risk Matrix" tab (A1:G1):

Risk Category Description Likelihood Impact Risk Score Mitigation Plan Owner

Sample Risk Data (Copy to Row 2 onwards):

Power Outage	Venue loses main power	2	5	10	Generator on standby, battery backups for critical systems	Venue Ops
Speaker No-Show	Keynote speaker doesn't arrive	3	4	12	Virtual backup ready, pre-recorded content available	Content Team
AV Failure	Projection or audio fails	3	3	9	Redundant equipment on-site, spare projector hot	AV Team
Registration Bottleneck	Long lines at check-in	4	2	8	Extra staff on standby, mobile check-in ready	Reg Manager
Weather Issue	Severe weather warning	2	4	8	Indoor contingency, communication plan ready	Event Director
Wi-Fi Failure	Network connectivity lost	3	3	9	Backup hotspots, offline mode for critical apps	IT Lead
Catering Delay	Food service running late	2	3	6	Backup snacks available, adjusted schedule	F&B Manager
Medical Emergency	Attendee health issue	2	5	10	EMT on-site, clear evacuation routes posted	Security
Fire Alarm	Building evacuation required	1	5	5	Evacuation plan briefed, assembly points marked	Security
Transportation Issue	Shuttles delayed or broken	3	2	6	Backup vehicles on call, ride-share credits ready	Transport Lead

Risk Score Formula (Column E):

Put this in E2 and drag down:

=C2*D2

6 VENDOR CONTACTS SETUP

Headers for "Vendor Contacts" tab (A1:H1):

Vendor Company Service Type Primary Contact Primary Mobile Primary Email Backup Contact Backup Mobile Radio Channel

Sample Vendor Data:

ProAV Inc	Audio Visual	Tom Wilson	555-0101	tom@proav.com	Jane Lee	555-0102	Channel 1
Catering Plus	Food & Beverage	Maria Garcia	555-0201	maria@cateringplus.com	David Kim	555-0202	Channel 2
Badge Co	Registration	Alex Brown	555-0301	alex@badgeco.com	Sam Taylor	555-0302	Channel 3
Transport Solutions	Shuttles	Chris Johnson	555-0401	chris@transportsolutions.com	Pat Murphy	555-0402	Channel 4
Decor Experts	Scenic/Decor	Rachel Green	555-0501	rachel@decorexperts.com	Mike Ross	555-0502	Channel 5
Security Force	Security	John Davis	555-0601	john@securityforce.com	Lisa White	555-0602	Channel 6
Clean Team	Janitorial	Bob Martinez	555-0701	bob@cleanteam.com	Sue Anderson	555-0702	Channel 7
Tech Support Co	IT Support	Kevin Chen	555-0801	kevin@techsupport.com	Amy Wong	555-0802	Channel 8

7 STATUS DASHBOARD SETUP

Create a Dashboard in the "Status Dashboard" tab:

Key Metrics to Track (Put these in cells A1:B8):

METRIC	VALUE
Total Segments	=COUNTA('Master Timeline'!D2:D100)
Completed	=COUNTIF('Master Timeline'!M2:M100,"Complete")
In Progress	=COUNTIF('Master Timeline'!M2:M100,"In Progress")
Not Started	=COUNTIF('Master Timeline'!M2:M100,"Not Started")
Delayed	=COUNTIF('Master Timeline'!M2:M100,"Delayed")
High Risk Items	=COUNTIF('Master Timeline'!L2:L100,"HIGH")+COUNTIF('Master Timeline'!L2:L100,"CRITICAL")
% Complete	=B3/B2

Next Critical Milestone (Put in D1:E3):

NEXT MILESTONE	
Time	=MIN(IF('Master Timeline'!M2:M100<>"Complete",'Master Timeline'!A2:A100))
Segment	=INDEX('Master Timeline'!D:D,MATCH(E2,'Master Timeline'!A:A,0))

8 CREATE VENDOR FILTER VIEWS

Steps to Create Filter Views:

  1. Go to your Master Timeline tab
  2. Select all your data (including headers)
  3. Click Data → Filter views → Create new filter view
  4. Name it: "[Vendor Name] View" (e.g., "ProAV Inc View")
  5. Click the filter icon on the Vendor column (Column H)
  6. Clear all, then check only that vendor's name
  7. Copy the URL from your browser - this is the shareable vendor view
  8. Repeat for each vendor
Pro Tip: Share these filtered URLs with vendors so they only see their relevant rows without access to other vendor information.

9 APPLY FORMATTING & PROTECTION

Color Coding System:

Category Color (Hex) When to Use
Registration #3383FF Badge operations, check-in
Food & Beverage #FFF943 Meals, breaks, receptions
Sponsor/High Priority #FF00A8 Sponsor activations, critical items
Standard #D9D9D9 Regular operations

Protection Settings:

  • 60 Days Out: Share as "View only"
  • 30 Days Out: Change to "Comment only"
  • 7 Days Out: Give edit access to team leads only
  • Event Day: Lock all columns except Status (M) and Notes (O)

To protect ranges: Right-click cells → Protect range → Set permissions

10 FINAL CONFIGURATION

Essential Settings:

  • ✅ Freeze header row: View → Freeze → 1 row
  • ✅ Freeze time columns: View → Freeze → 3 columns (keeps Start, End, Access visible)
  • ✅ Set up notifications: Tools → Notification rules → Any changes
  • ✅ Create version backup: File → Make a copy → Name with date
  • ✅ Enable offline access: Settings → Offline → Enable

🎉 Congratulations!

Your Logistics Solver Run of Show sheet is now ready for use. Remember to:

  • Test all formulas with sample data first
  • Train your team on the system
  • Create a backup before the event
  • Print critical sections as backup

🚀 POWER USER TIPS

Keyboard Shortcuts:

  • Ctrl/Cmd + / : View all shortcuts
  • Ctrl/Cmd + Alt + M : Add comment
  • Ctrl/Cmd + Shift + V : Paste values only
  • Alt + Shift + 5 : Strikethrough completed items

Mobile Access:

  • Download Google Sheets app for iOS/Android
  • Enable offline mode for event day
  • Create home screen shortcut for quick access
  • Use "Desktop site" mode for full features on tablet

Integration Ideas:

  • Zapier: Connect to Slack for automatic updates
  • IFTTT: Send SMS when high-risk items change
  • Google Forms: Let vendors submit change requests
  • QR Codes: Create codes linking to filter views
POWERED BY ALPHA TOOTH
© 2025 Alpha Tooth. All rights reserved. This template and all associated materials are proprietary and confidential. Access to this document is permitted only when obtained through Alphatooth.com. This document cannot be altered, modified, reproduced, distributed, or repurposed in any form without the prior written approval of Alpha Tooth. Unauthorized use, duplication, or distribution is strictly prohibited and may result in legal action.