Does the run sheet stay in step with the agenda?

Yes. The run sheet is built from the agenda, with run-sheet-only items such as changeovers and deliveries added alongside it, so there is one version of the day.

What can a supplier see?

A supplier added to your team can be limited to their own event. Run sheets sent outside the team can be the shareable copy, which leaves out staff, internal notes, contact details, travel and guests, and can be narrowed to one department's lines.

Can two sessions overlap in the same room?

No. Sessions snap to 15-minute rows and cannot overlap in the same room. Clashes between bookings across events appear in the account queue.

Which plans include Operations?

Business and Enterprise. Travel and accommodation, with flights, transfers and room blocks, is an add-on that we switch on for your account.

Event operations softwareRun the event in the same system you sell it in

Run sheets, room and resource clash detection, tasks and staffing, suppliers, venues, budget and catering, kept in the same system as registration, the stage and the analytics.

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Included on Business and Enterprise

Account›OperationsConsole

Needs you

6 open

All6Clash1Not ready1Overdue1Due today1R22

Now

Clash

M4 is double-bookedInvestor interviews and Ravenscourt board meeting overlap

Wed 17 Mar

Not ready

Sponsor breakfast is not ready to runRegistration fields · Catering

Thu 18 Mar

Overdue

Overdue: Collect RAMS for stand E10SWITCH 2027

Mon 15 Mar

1 this week2 more, later

The account queue, with a room clash opened.

Run sheets

Send suppliers a run sheet without your internal notes

The internal copy carries staff, internal notes, providers, travel and guests. The shareable copy takes the personal and internal data off automatically before it goes to a supplier.

Export it to CSV or PDF, copy a link, save it to the hub or email it to the team from the same screen. The run sheet is kept in step with the agenda, so there is one version of the day, and each department can have a copy with only its own lines.

SWITCH 2027›Run sheetConsole

SWITCH

Run Sheet

SWITCH 2027

Ashcroft Park Exhibition Centre · Birmingham, United Kingdom

Shareable copy — personal and internal data removed.This is what someone outside your team would receive.

ShareableInternal

Day 1Wed 17 Mar5 items

TimeWhereItemPeople / notes

07:45 to arr. 08:15

Catering

Hall 3 foyer600 people

Welcome coffeeTwo serving points, either side of registration.

Oat milk at both pointsconfirmed

09:00 to 09:10

Main stage

Caldera Main StageHall 3

Welcome to SWITCH 2027Opening remarks from the organiser.

HMHelen Marsh

09:10 to 09:50

Main stage

Caldera Main StageHall 3

Keynote: the grid we need by 2035Streamed, with captions and interpretation.

PRDr Priya Raman

09:50 to arr. 09:35

EquipmentRun sheet only

Caldera Main StageHall 3

Panel resetFour chairs and a side table, lectern struck.

Stage crew, tworequested

10:00 to 10:45

Investment

Fenmark Investment Theatre180 people

Panel: paying for heat networksConference Pass only.

ACTFJNAna Costa, Tom Fielding, Jo Nwosu

The shareable copy, as a supplier receives it.

Clash detection

Spot room and vehicle clashes before the event day

Rooms and resources are allocated across every event in the account calendar. When two bookings share a room, or the same vehicle is on two jobs, it reaches the queue with both bookings side by side and the fix one click away.

Rooms: two bookings in the same room at the same time, across every event on the account, with rooms held for set-up or maintenance counted too
Vehicles: the same vehicle on two jobs, shown with both bookings
Speakers: a speaker booked into two sessions at the same time, flagged in the event’s readiness check and by R2
The agenda: sessions snap to 15-minute rows and cannot overlap in the same room, so the agenda never creates the clash in the first place

SWITCH 2027›Venue roomsConsole

Venue rooms

In useClash1No bookingAll

M4 is double-booked

Venue roomCapThis eventOther bookingsStatus

Hall 32,600Build, show, break—Yours

Hall 42,200Build, show, break—Yours

M420Investor interviewsRavenscourt board meetingClash

M516Ops room—Yours

The Gallery Suite260—Private dinnerBooked

Hall 15,200——No booking here

The venue's rooms against this event and everything else booked there.

Tasks and departments

Assign every task to a named person

Tasks carry an owner, a due date, a priority and a status you define, and can be worked as a list, a board, a calendar or a timeline. A task can hang off a line of the run sheet, so the job and the moment it belongs to stay together.

Departments such as catering, transport or AV each see their own lines across every booking, with covers and dietary counts, and mark them confirmed and delivered as the day runs. A supplier or a temporary steward added to the team can be limited to their own event.

R2 in Operations

R2 makes changes for you, and asks first

R2 answers questions about readiness, clashes, the budget position and who is on the staff list. Ask it to, and it will create and assign a task, hold a room, move agenda sessions, check an attendee in or send the run sheet to the team.

Every change is shown on a confirm card first, and R2 can only see and do what the person using it is allowed to.

R2 in the Console. Nothing is written until the confirm card is approved.

Suppliers, venues and budget

Track suppliers, venues and the event budget

Suppliers and venues are held at account level. A supplier keeps its contacts, a catalogue of what it supplies and its record across your events, with your ratings and a reliability score. A venue keeps its rooms with capacities by layout, its documents and its history.

The budget holds cost and income lines against a cap, with a running profit and loss. Resource costs push into it, and confirmed stand prices arrive as exhibitor income.

What is in it

What Operations includes

Run sheets: Internal and shareable copies, kept in step with the agenda.
Clash detection: Rooms and vehicles, across every event on the account calendar.
Tasks and staffing: Assigned to named people, with per-event access for suppliers.
Suppliers and venues: Held at account level, with contacts, ratings and history.
Budget: Tracked against the event, with stand income flowing in.
Catering and dietary counts: Service periods and covers, with names shown only to those allowed.
Departments: Each team sees its own lines across every booking, ready to print.
Travel and accommodation: Arrivals, transfers and room blocks, as an add-on for your account.

How it runs

A worked example from start to finish

Hybrid conference

A worked example. The event is invented to show the system in use.

A hybrid dealer conference

Four hundred in the room and a few hundred more watching online, all on one set of data

12 weeks out: Launch the page and allocate rooms and crewThe event page goes live on your own domain. Rooms and crew are allocated, and anything double-booked surfaces now.
1 week out: Send the run sheet and check readinessOne run sheet goes to the team from inside the system. The readiness review flags what to do before the doors open.
Doors: Run the sessions in the room and onlineAttendees already have their wallet passes on their phones. Polls, Q&A and chat run in the session, and the stream goes out to the platforms you chose.
1 week after: Review the results and what to changeAttendance, engagement and reach are already there, with a summary of what to change next time.

Works with

The rest of the Event OS, sharing the same data

RunFloor plans & exhibitorsPlans from your PDF, stands and exhibitor packages DeliverOnsite & check-inDesks, kiosks, stations and wallet scans MeasureAnalyticsAttendance, engagement and reach, with an AI summary

Questions

Questions about operations

Does the run sheet stay in step with the agenda?: Yes. The run sheet is built from the agenda, with run-sheet-only items such as changeovers and deliveries added alongside it, so there is one version of the day.
What can a supplier see?: A supplier added to your team can be limited to their own event. Run sheets sent outside the team can be the shareable copy, which leaves out staff, internal notes, contact details, travel and guests, and can be narrowed to one department's lines.
Can two sessions overlap in the same room?: No. Sessions snap to 15-minute rows and cannot overlap in the same room. Clashes between bookings across events appear in the account queue.
Which plans include Operations?: Business and Enterprise. Travel and accommodation, with flights, transfers and room blocks, is an add-on that we switch on for your account.

Book a demo

See it working on your own event

Bring a real event, room clashes, spreadsheets and all, and we’ll show you how it would run in EventStreams.

Book a demo View pricing