Keep the day running smoothly
A great event has lots of moving parts. Use our Production Schedule Creator to turn your plans into a simple, shareable schedule for everyone involved.
A run sheet is the simple, behind-the-scenes plan that keeps an event moving. It sets out what happens, when it happens and who is responsible, from crew call and guest arrival to speakers, videos, breaks and the final finish.
Our free Production Schedule Creator makes it easy to build one without starting from a blank document. Answer a few straightforward questions about your event and it creates a clear working agenda that you can download and share with your team.
Why an event run sheet makes all the difference
A run sheet turns a busy event day into a clear plan everyone can follow. It brings together timings, speakers, crew calls, content, breaks and production cues in one shared schedule, so the whole team knows what is happening next.
Without one, important details can easily be missed. A speaker may not be ready, a video may be sent too late, or a room change can catch people by surprise. With a good run sheet, everyone works from the same page and problems are easier to spot before they become stressful.
A useful run sheet can help you:
- Keep speakers, presenters and crew on time
- Plan guest arrival, registration, breaks and departures
- Schedule videos, slides, walk-on music and presentation cues
- Coordinate technical setup, rehearsals and crew calls
- Give everyone a clear point of reference on the day
Our free Production Schedule Creator is a great place to start. Answer a few simple questions and create a practical event agenda you can download and share.
For more complex events, WaveFX can take the planning further. We can help shape the running order, identify technical requirements, coordinate presenters and suppliers, schedule rehearsals, and manage every production cue on the day. Whether it is a conference, awards show, town hall, webcast or hybrid event, we help turn your plan into a smooth, confident production.
Whatever the name its a “working plan”
In the UK events industry, a run sheet is the working plan that keeps a live event on track. Depending on the venue, agency or production team, you may also hear it called a running order, run of show, event schedule, production schedule, show call or cue sheet.
The name changes, but the purpose is the same: everyone needs to know where to be, what is happening and when it is due to happen. From corporate conferences and awards dinners to webinars, town halls and live streams, a clear run sheet helps organisers, presenters, venue staff and technical crews work together with confidence.
Our Production Schedule Creator is one of three event tools we’ve created, try our “Event Cost Calculator” for budgeting and “Venue Internet Checker” to test the internet connection at any UK venue.
Our 3 most asked Questions?
The honest answer is: webcast production costs vary depending on the size, complexity, and ambition of your event. A simple single-camera webcast with basic streaming is very different from a multi-camera, fully branded hybrid event with audience interaction, graphics, and on-site AV support. At WaveFX, we build everything around your goals so you only pay for what you actually need, not a one-size-fits-all package.
Typical costs usually break down into three key areas: event production, AV, and webcasting. Here’s what influences the budget:
- Event production – planning, technical direction, show-calling, and creative support
- AV (audio visual) – cameras, lighting, sound, staging, and on-site crew
- Webcasting – streaming platform setup, encoding, live streaming, and viewer support
- Add-ons – staging, lighting, graphics, branding, interactivity (Q&A, polls), and recording/editing
Smaller internal webcasts can start from a lower entry point, while large-scale corporate or hybrid events naturally require more crew, kit, and planning.
The key thing? Transparency. We’ll always scope your event properly and give you a clear, detailed quote so there are no surprises. The goal is simple: maximum production value, matched to your budget, with zero wasted spend.
Choosing the right streaming platform for your event isn’t just a technical decision—it’s about making sure your audience can easily join, engage, and enjoy the experience. The best platform depends on who you’re targeting and what kind of event you’re running. For most business events, familiar tools like Zoom, Microsoft Teams, and LinkedIn are go-to options because they’re trusted and widely used. Social media platforms like YouTube, Facebook, and Instagram can also be powerful for reaching larger or more public audiences.
Here’s a quick breakdown of the benefits of each:
- Zoom
- Easy for external audiences to join
- Strong webinar features (registration, breakout rooms, Q&A)
- Reliable for large-scale virtual events
- Microsoft Teams
- Perfect for internal communications and corporate events
- Seamless integration with Microsoft 365
- High security and familiar interface for employees
- LinkedIn
- Ideal for B2B events and professional audiences
- Great for brand visibility and thought leadership
- Built-in audience reach without extra sign-ups
- YouTube / Facebook / Instagram
- Massive reach for public or marketing-led live streams
- Easy access on any device
- Great for boosting engagement and post-event visibility
The key is choosing a platform that removes friction, no tricky logins, no compatibility issues, just a smooth viewing experience. We help you pick the right mix, optimise performance, and deliver a professional webcast that works perfectly for your audience, wherever they are.
It’s the classic question and the honest answer is: it depends on what you’re trying to achieve. Both Microsoft Teams and Zoom are excellent options for live streaming and virtual events, but they shine in different ways.
Here’s a quick way to think about it:
- Microsoft Teams – ideal for internal events, company meetings, and secure corporate broadcasts
- Zoom – great for external webinars, larger audiences, and easy guest access
- Audience experience – Zoom is often simpler for attendees; Teams works brilliantly if they’re already in your organisation
- Features – both support chat, Q&A, screen sharing, and recording
The real magic, though, isn’t just the platform it’s how it’s produced. With the right setup both Teams and Zoom can deliver an engaging professional webcast. We can help you choose the best fit, optimise performance and ensure your event runs smoothly without any technical stress.
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