Event agenda vs showflow vs run sheet: what each document is actually for
These three documents describe the same event to three different audiences, and confusing them is why events end up with five versions of the truth. Here is what each is for, who reads it, and how they should relate.
The short answer
The agenda is the public programme — what is on, when and where, written for attendees. The showflow is the cue-level sequence the crew delivers from. The run sheet sits between them: the minute-by-minute operational order for the people running the day. They describe one event at three levels of detail, and every one of them is derived from the same underlying facts.
Three documents, three readers
The clearest way to tell them apart is to ask who is holding the document and what decision they are about to make with it.
- Agenda
- Read by attendees and speakers. Answers "where should I be, and what am I choosing between?" Needs titles, times, rooms, tracks and speaker names. Does not need cues.
- Run sheet
- Read by organisers and venue staff. Answers "what is happening now and what is next?" Needs durations, owners, room turnarounds and the operational items an audience never sees.
- Showflow
- Read by production crew on comms. Answers "what do I do, and when?" Needs cue numbers, departments, standby and GO states.
Where they overlap, and why that hurts
All three contain the same core facts: what the sessions are, when they run, where they are and who is on. That overlap is exactly the problem. Maintained separately, they are three chances to be wrong about the same thing.
The common failure is not that someone forgets to update a document. It is that they update two of the three, and the third is the one the room is reading.
How they should relate
The structure that holds is one set of facts with three views over it, rather than three documents that happen to agree. Concretely: sessions, times, rooms, people and production detail live once. The agenda is a filtered, public view. The run sheet is an operational view with the internal items included. The showflow is a cue-level view beneath the session.
You can approximate this in a spreadsheet with one master sheet and derived tabs, and plenty of good producers do. It works until two people edit at once, or until the derived tabs need to be published somewhere.
How EventBlok approaches this
This is the assumption EventBlok is built on: one event record, with the agenda, the showflow, speaker pages and the attendee portal as views of it rather than exports from it. Change a session once and each view is already correct, because none of them holds its own copy.
The longer argument for that design is in why an event should have one source of truth.
Plan the event. Publish the programme. Run the show.
One event spine, many views. Build the programme once, then give every person the right live view of it.