Event Run-of-Show & Task Planner: Everyone Knows What Happens When

The problem this kills

It's go-time for the webinar and nobody's quite sure who's launching the poll. The intro music runs long because no one timed it. The recording never started because that task lived in someone's head, not on a list. A speaker bio was due Tuesday and shows up Friday, after the promo email already went out with a typo. Field events are worse: a hundred little tasks — badges, signage, AV checks, run sheets — and the one that gets forgotten is always the one that matters at 8:59am.

Event and webinar ops live and die by two documents: a run-of-show (the minute-by-minute script of who does what, when, with which cue) and a pre-event task plan (everything that has to be ready beforehand, by when, by whom). Most teams rebuild both from scratch in a slide deck and a spreadsheet for every single event, lose track of which version is final, and have no reliable way to nudge owners as deadlines approach. You do not need to be a developer to fix this — you can build the tool that does it.

What you'll build

A simple internal web tool for your event team. You create an event — date, type, segments, speakers — and the tool drafts a timed run-of-show (segments with start times, durations, owners, and cues that auto-recalculate when you move things around) plus a pre-event task list generated from a template tailored to that event type, with owners and deadlines. You adjust, assign, and fill in the gaps. Then the event lead reviews, approves, and locks the plan — and only a locked plan is shared as final. From there the tool emails reminders as tasks come due, flags anything past deadline in red, and lets you export the run-of-show and the task plan as clean CSV and PDF to share or print for show day.

What's inside the Implementation Plan

The downloadable plan is a step-by-step file you paste into an AI coding agent. It opens by interviewing you about your business — the kinds of events you run, how you build a run-of-show today, the systems and spreadsheets you use, the real segments and task templates per event type, your typical and peak timelines, who's allowed to approve and lock a plan, and the messy edge cases (timezones, multi-day events, last-minute speaker swaps). It reads a short spec back to you for a thumbs-up, then builds the tool around your events instead of a generic template. From there it walks the agent through the data model, event creation, the run-of-show builder with auto-timing, the templated task generator, owner/deadline assignment, the lock-it approval gate, due-task reminders, and the CSV/PDF exports. Every step ends with a ready-to-copy prompt.

The governance it includes (this is the point)

This isn't a toy. The plan builds in the controls a real ops function needs: login so only your team can use it, row-level security so people only see their own organization's events, a complete audit trail of every edit, approval, and lock (who, what, when), a hard human-approval gate so a plan isn't final until the event lead reviews and locks it, and duplicate guards (keyed on event + task) so the same task can't be added twice when a template is re-applied. The whole tool exists to make a careful human sign-off easy — the AI drafts the schedule and the checklist, a person owns the lock.

Who it's for

Event marketers, webinar producers, and field-marketing coordinators who juggle multiple events at once and are tired of rebuilding run-of-shows in slides and chasing prep tasks by hand. If you can describe how one of your events runs, you can build this.

You've got this — open the plan, paste the first prompt, and you'll be drafting your first real run-of-show this afternoon.