Wedding Day Run of Show Builder & Master Production Cue Sheet
Build a production-grade, cue-by-cue day-of master schedule. Assign cue owners, define audio-visual triggers, track buffers, filter by vendor role, and export to printable PDF and CSV.
| Time | Event & Cue Details | Owner / Role | Location | Duration | Buffer | Actions |
|---|---|---|---|---|---|---|
| 08:00 | Venue Loading Dock Access & Heavy Rental Load-In House work lights 100% Verify freight elevator reservation; rental tables & chairs staged | Venue | Loading Dock & Main Ballroom | 90m | 15m | |
| 09:30 | Bridal Suite Hair & Makeup Starts Ambient Bluetooth playlist Champagne and light breakfast platter delivered | Coordinator | Bridal Suite (Room 204) | 180m | 30m | |
| 12:30 | Florist Delivery & Centerpiece Setup None Ceremony arch installation and table compote placement | Coordinator | Ballroom & Ceremony Lawn | 90m | 15m | |
| 01:30 | Photographer & Videographer Arrive for Getting Ready Natural window lighting preferred Flat-lay stationery, dress, jewelry, and shoes detail captures | Photographer | Bridal & Groom Suites | 60m | 10m | |
| 02:45 | First Look & Couple Portraits Quiet courtyard; coordinator keeps guests clear Private reveal followed by couple romantic portraits | Photographer | Garden Courtyard | 45m | 15m | |
| 03:45 | Wedding Party & Family Formals Coordinator holds name call-sheet Immediate family, siblings, and full bridal party groups | Photographer | Garden Terrace | 45m | 15m | |
| 04:45 | The Sanctuary Buffer & Sound Check DJ tests lapel mic on Officiant & groom Couple tucked away; waters and mints provided; guests seated | Coordinator | Private Holding Suite | 15m | 0m | |
| 05:00 | Ceremony Processional Cues Track 1: Canon in D (Family); Track 2: Can't Help Falling in Love (Bride) Doors open on coordinator visual cue; 4-pace spacing between pairings | Officiant | Ceremony Lawn | 30m | 10m | |
| 05:30 | Ceremony Recessional & Marriage License Signing Upbeat recessional track; DJ increases volume at first kiss Sign marriage license with two witnesses; celebratory toast | Officiant | Holding Suite | 15m | 5m | |
| 05:35 | Cocktail Hour & Passed Hors d'oeuvres Upbeat Jazz/Motown background music Bars open immediately; passed drinks and appetizers circulate | Caterer | West Terrace & Bar | 60m | 10m | |
| 06:45 | Ballroom Doors Open & Guest Seating Chimes sounded by coordinator; ballroom doors opened Guests locate tables via seating chart and place cards | Coordinator | Main Ballroom | 15m | 5m | |
| 07:00 | Grand Entrance & First Dance High energy entrance track -> Spotlight on dance floor -> First Dance song DJ confirms banquet captain has filled water/wine before entrance | DJ/MC | Ballroom Dance Floor | 10m | 5m | |
| 07:15 | Plated Dinner Service & Vendor Meals Warm low jazz playlist; lighting dimmed to 50% Vendor meals served simultaneously with guest first course | Caterer | Main Ballroom & Vendor Room | 60m | 10m | |
| 08:15 | Welcome Remarks & Champagne Toasts Handheld wireless microphone delivered to Maid of Honor & Best Man Ensure all guest champagne glasses are charged prior to introducing toasters | DJ/MC | Sweetheart Table | 15m | 5m | |
| 08:35 | Parent Dances & Cake Cutting Father-Daughter track -> Mother-Son track -> Cake song Catering staff stages cake knife, server, and two dessert plates | DJ/MC | Center Dance Floor / Cake Station | 15m | 5m | |
| 08:50 | Dance Floor Officially Opens! High-energy party hit; colored dance floor wash activated DJ invites all guests to join couple on dance floor | DJ/MC | Main Dance Floor | 120m | 10m | |
| 10:50 | Last Call for Drinks DJ announces 10-minute last call Bars close promptly at 11:00 PM per venue license curfew | Caterer | Bars | 10m | 5m | |
| 11:00 | Grand Sparkler Send-Off & Guest Departure DJ announces send-off; staff directs guests to exit portico Sparklers and metal safety buckets distributed by coordinator | Coordinator | Front Portico | 20m | 10m | |
| 11:20 | Midnight Strike & Vendor Breakdown House work lights 100% Rentals folded; gifts packed in family car; midnight walkthrough inspection | Venue | Full Venue | 60m | 0m |
Showing 19 of 19 master cues. Auto-saved to local browser storage.
What This Tool Does
The Wedding Run of Show Builder transforms high-level itineraries into an operational, minute-by-minute cue sheet. It helps wedding planners, couples, and venue coordinators synchronize audio cues, lighting changes, vendor arrival windows, and catering service milestones while preventing unexpected timeline delays.
How to Use This Run of Show Builder
Set your ceremony start time and reception start time to anchor your master schedule.
Add or customize individual production cues with exact start times, cue names, and locations.
Assign a lead department owner (e.g., Coordinator, DJ, Photographer, Caterer) to every event.
Specify audio/visual cues or notes (e.g., "DJ dims lights; Photo teams in position").
Review buffer warnings to ensure critical transitions have at least 10–15 minutes of padding.
Filter by vendor role to print specialized cue sheets, or export the entire master production sheet.
Timeline Offset & Duration Formula
Each cue start time is derived from the preceding cue end time plus any designated transition buffer. Cumulative delays are evaluated against hard curfew boundaries.
Planning Assumptions Used in This Model
Sample Evening Wedding Run of Show (150 Guests)
Key cue milestones for a standard Saturday evening ballroom reception.
| Time | Cue / Event Name | Lead Owner | Location | Buffer Notes |
|---|---|---|---|---|
| 04:00 PM | Sanctuary Buffer & Mic Sound Check | Coordinator / DJ | Ceremony Lawn | 15 min quiet buffer; lapel mic test |
| 04:30 PM | Processional Cue 1: Family & Bridal Party | Coordinator | Center Aisle | Track: Canon in D (4-pace spacing) |
| 04:38 PM | Processional Cue 2: Bride Entrance | Coordinator / Officiant | Center Aisle | Sanctuary doors close; music swells |
| 05:00 PM | Recessional & License Signing | Officiant / Couple | Holding Suite | DJ triggers upbeat exit track; champagne served |
| 06:30 PM | Grand Entrance & First Dance | DJ / MC | Ballroom Dance Floor | Coord checks catering glasses poured first |
| 07:45 PM | Toasts & Speeches | Best Man / MOH | Sweetheart Table | Wireless mic handed; photo team in position |
Note: Laminated copies are recommended for onsite coordination staff on the wedding day.
Collect Every Guest Photo from Your Big Day
While your run of show keeps vendors on schedule, WedShare makes sure you collect every candid guest photo and video in original full resolution—no apps required.
Common Questions About Run of Show Builder
What is the difference between a wedding timeline and a run of show?
A timeline provides a broad overview of major events (e.g., Ceremony at 4:30 PM, Dinner at 6:30 PM). A run of show is a minute-by-minute production cue sheet specifying the exact audio cue, responsible owner, physical location, and buffer time for every transition.
Can I export the run of show for specific vendors?
Yes! The tool lets you filter the timeline by department (such as DJ/AV, Photography, or Catering) so you can print customized cue sheets tailored to each vendor.
Does this builder save my changes automatically?
Yes. All timeline edits, cue additions, and custom notes are stored in your browser's local storage so you can return and modify your schedule anytime.
Related Free Wedding Tools
Timeline Builder
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Vendor Contact Sheet
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