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Event operationsPlaybookGated

Event-Day Command Centre Runbook

Run the show-day command desk with a printable runbook and an editable companion workbook for command roles, run of show, live issues, decisions, contacts and handover. It coordinates operational command once the event is live. Unlike the master timeline, it does not manage lifecycle milestones; unlike readiness sign-off, it does not approve opening; and unlike the standalone issue log, it covers the wider command workflow.

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Format
PDF · XLSX
Difficulty
Advanced
Time
45 min
Stage
Run

What this resource helps you do

  • Capture the essential event-day command centre runbook inputs in one place
  • Hand off a consistent playbook across event operations owners
  • Reduce last-minute gaps before the run milestone
  • Reuse the structure for the next event operations cycle

When to use this resource

  • When establishing the showcaller or operations desk
  • Throughout live event delivery
  • At shift changes and the handover to strike or close-out

What is included

  • event-day-command-centre-runbook.pdf
  • event-day-command-centre-workbook.xlsx
  • PDF + XLSX download package
  • Start Here: Working-file orientation and ownership.
  • Command Team: Command roles and responsibilities.
  • Run of Show: Operational sequence for command reference.
  • Live Issues: Issues requiring command visibility.
  • Decision Log: Material decisions and rationale.
  • Contacts: Critical operational contacts.
  • Handover: Post-show or shift handover record.

Information required before starting

  • Confirmed command team and escalation route
  • Current run of show and critical contacts
  • Handover expectations and live operating protocols

What you produce

  • Command team record
  • Working run of show and decision trail
  • Live issue coordination and handover record

Who this is for

This resource is designed for Event organisers and Operations managers who need a practical, reusable document for event operations.

  • operations manager

    Runs the command desk and coordinates escalation.

  • production manager

    Aligns show-call information and technical dependencies with command decisions.

Event-type use cases

  • festival

    Supports central coordination across multiple zones and suppliers.

  • sports event

    Maintains command roles, timing, issues and handovers during live operations.

How to use this resource

  1. 1

    Establish the Command Team

    Confirm roles, authority and escalation routes before the desk goes live.

  2. 2

    Load the current Run of Show

    Enter the operational sequence and confirm the controlled version.

  3. 3

    Operate issue and decision logs

    Record material live issues and command decisions in their dedicated sheets.

  4. 4

    Keep Contacts accessible

    Validate critical contacts before opening and after shift changes.

  5. 5

    Complete the Handover

    Transfer unresolved matters, decisions and responsibilities at close or shift change.

Common mistakes to avoid

  • Using an outdated run of show — Name one owner and publish the current controlled version at command activation.
  • Recording decisions only in chat or radio traffic — Capture material decisions and rationale in the Decision Log.

Download files

Unlock this resource above to download every included file. Companion files do not need a separate form.

Event-day command centre field runbook — printable PDF

Printable four-page command-centre runbook for show-day desk reference, operational roles, escalation and handover use.

When to choose it: Use at the command desk as a portable reference during live delivery.

PDF · 218 KBLocked

Command centre working log — editable XLSX

Editable companion workbook with Command Team, Run of Show, Live Issues, Decision Log, Contacts and Handover sheets.

When to choose it: Use as the live working file behind the printable command runbook.

XLSX · 19 KB · CompanionLocked

Continue your planning workflow

← Previous stepEvent Data And Privacy Template and RegisterNext step →Event Day Readiness Signoff WorkbookNext step →Accessibility Communications KitNext step →Accessibility Planning Workbook

Take this workflow into EventSuite

Replace manual files with live event operations connected across ticketing, vendors, marketing, and reporting.

Get startedStart your setupConnect your event operations to EventSuite — ticketing, vendors, marketing, and analytics in one platform.Talk to usBook a demoSee how EventSuite can replace spreadsheets and manual processes for your events.

Event management

Run events end-to-end from brief to post-event reporting.

Production operations

Run-of-show, scheduling, and live event coordination.

Frequently asked questions

Frequently Asked Questions

Is the workbook optional?+

The PDF can serve as a field reference, but the XLSX provides the evidenced live logs and handover sheets.

Does it replace the readiness sign-off?+

No. Readiness sign-off records the opening decision; the runbook supports operations after command activation.

Should every minor radio message be logged?+

No. Record material issues and decisions that need ownership, escalation or later handover.

When should the command centre be activated?+

Activate it at the agreed operating point once the command team, communications route and current run of show are available. Record control handovers.

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