A timeline is not yet a run of show
A timeline tells you when something should happen. A run of show tells you who makes it happen, what must be ready first, and what to do when the timing changes. For beverage production, that starts before the first guest and ends after the last rental is counted.
Keep the master event timeline and the beverage cue sheet connected. Use the same clock, time zone, revision, and service windows. If the show caller changes a speech, the bar team needs to know whether to stop noisy work, hold service, or prepare for a restart.
Give each cue a complete row
Use these fields: scheduled time, duration, phase, cue, owner, location, prerequisite, go/no-go decision, communication method, and contingency. Add actual time and notes during execution. Use roles in the shared planning version; assign real people in the controlled event copy.
The BEO builder keeps a compact cue list: date and time, cue, owner, and report visibility. Put essential instructions in the cue text, or use the separate run-of-show template for a fuller record. Review the entire cue before marking it client-visible.
“Bar ready at 17:45” needs a definition of ready. Does it mean the menu is posted, batches are checked, cold storage is verified, water is available, staff are briefed, and the accessible handoff point is clear? Write the opening check as a dependency, not an assumption.
A fictional reception sequence
| Time | Cue | Owner | Release condition |
|---|---|---|---|
| 15:30 | Venue access and receiving | Logistics lead | Access route confirmed; receiving area clear |
| 16:00 | Station build and stock | Bar lead | Inventory and equipment checked |
| 17:15 | Recipe and service rehearsal | Beverage lead | Serve approved; finishing method confirmed |
| 17:45 | Opening check | Floor lead | Staff briefed; safety and access review complete |
| 18:00 | Guest arrival | Show caller | Explicit opening cue |
| 18:40 | Speech window | Show caller | Agreed quiet-service plan activated |
| 19:45 | Last-call decision | Floor lead | Timing confirmed with event lead |
| 20:00 | Service close | Floor lead | Guest-service transition confirmed |
| 20:15 | Secure stock and reconcile | Logistics lead | Return and waste records complete |
Write the hold, not only the go
For a press or photo moment, specify whether the bar stays open, a station moves to quiet service, or a tray pass changes route. Do not assume a “hold” means the same thing to production, hospitality, and security.
Every important cue needs a fallback. If the access window slips, who reprioritizes the load-in? If the cold-storage check fails, who holds the affected product and approves a replacement? If guest entry moves, which staff, stock, and support positions change?
Choose the role authorized to release a cue and the role that acknowledges it. Keep radio channels and real contact details in the private working copy. Do not put a public template into service unchanged.
Finish with closeout, not last call
Add a service-stop cue, stock-security check, waste record, equipment check, rental count, and release approval. A crew should not need to infer whether they can leave or where unused materials belong. Separate guest departure from vendor access to the breakdown route.
During service, record actual cue times and meaningful deviations. After the event, compare the planned receiving window, opening readiness, peak period, and final release with what happened. Use that record to adjust the next plan rather than carrying forward a timeline that only looked good on paper.
The run of show is a coordination tool, not an emergency plan. Confirm the venue's emergency procedures, responsible-service requirements, and incident escalation separately, then reference the approved instructions in the crew briefing.
Put the guide to work.
Get the blank BEO, staffing sheet, run of show, batch recipe, and production checklist in the editable kit.
Open the cocktail BEO builder ↗Connect the rest of the plan
How to write the beverage section of a BEO ↗How to build a bar staffing plan ↗
How to batch cocktails for an event ↗