Script vs. checklist: two tools, two functions

A script has a fixed structure, but the content is always tailored to the specific project. These are the elements that belong in every script.

Contact list — the name, title, and phone number of everyone involved on the day. Don’t include it in the appendix; put it at the top. Because if something goes wrong, you won’t have time to look it up.

Timeline by the minute —not by the hour. Each segment is assigned a start time, end time, and person in charge. This includes setup, sound check, catering, welcome, the program, and teardown.

Technical cues — when each light turns on, when each song plays, when each slide appears. This is the language between you and your technical team.

Catering schedule — when the coffee will be ready, when the buffet will open, and when the kitchen staff will start cleaning up.

Contingency plans — what do you do if the program runs 10 minutes over? Or 30 minutes? Good plans address these scenarios in advance so you don’t have to improvise on the day.

Communication protocols — who communicates internally (via walkie-talkie or WhatsApp), who communicates externally (with guests), and through which channel?

A script is rarely a single document that applies to everyone. For larger events, you work with multiple versions tailored to the recipient’s role.

The stage manager has the most detailed script: every technical cue, every segment with exact timings, every line of communication. This is the master file.

The emcee has a script outlining key moments: when to go on stage, what message to convey, and what to do after each segment.

The catering coordinator has a version that includes only the F&B tasks: setting up, opening, serving, and clearing. No technical details to distract him.

The client or communications professional has an overview: the program’s main outline, including key milestones and emergency contacts. No distractions, just clarity.

We call this the "script architecture": one master version, multiple working versions. Everyone has the information they need—no more, no less.

Learn more about roles and responsibilities at events →

The unexpected isn't a risk at events—it's a given. The speaker is sick, the projector isn't working, the catering is running late. Good contingency plans take these things into account.

Be sure to build in some buffer time in the schedule. After a 90-minute session, a 10- to 15-minute buffer isn’t a luxury—it’s sound risk management. You can use that buffer for any overrun or for extra networking time if everything goes according to plan.

In the event plan, describe at least two potential delays: a minor one (5–10 minutes behind schedule) and a more significant one (30 minutes or more). Who decides which measures to take? Who communicates this to the guests? Who coordinates with the caterer?

Also note which parts are movable and which are not. An opening is not movable. A networking session at the end is.

In the event of technical difficulties: who calls the technician, who notifies the chairperson, and who reassures the guests? If these roles are agreed upon in advance, no one has to improvise under pressure.

Both. And that’s not a compromise—it’s standard practice at any professional event.

The master file exists digitally: it’s easy to update, always up to date, and can be shared with the entire team. Use a shared document (Google Docs or SharePoint) with editing permissions assigned by role. Also save it as a PDF so no one accidentally overwrites it on the day of the event.

On the day of the event, paper works better than you might think. A printed script goes into the production area with you, is readable without a battery, and can withstand a coffee stain. Laminate the first page with the contact list—it’s the one that gets used the most and gets the dirtiest.

Always schedule a briefing on the day of the event: thirty minutes before setup, with the whole team present and the script in hand. Walk through the day’s schedule, discuss the critical moments, and clarify who is responsible for which decisions. That fifteen minutes will prevent hours of chaos.

We create plans that work—not plans that just look good in a presentation. Our plans start with the concept and end with the wrap-up. Every component has a designated owner. Every risk has a backup plan.

Our show runners and stage managers work from scripts they help write themselves, so they can rely on them completely on the day of the event. No surprises backstage—only on stage.

For larger productions, we also offer a script workshop for the client: we walk through the day together, discuss scenarios, and assign responsibilities. This provides greater peace of mind than any schedule could.

Learn more about the role of the show caller →

Are you planning an event and want to create a professional event plan? Or are you stuck on the planning and don't know where to start? We're here to help.

Whether it’s a conference, a kick-off event, a staff party, or a gala —we handle the planning. From concept to confetti, with a plan that holds up.

Send a briefing via live-impact.nl/briefing or contact us at live-impact.nl/contact. Or call us directly: +31 (0)85 401 401 4.

Seriously Fun.