Use triggers people can recognise
A clock time is useful for the overall schedule, but live events can run early or late. Pair the planned time with a recognisable trigger: the presenter’s introduction, a specific spoken line or an agreed instruction from the caller. Avoid vague cues such as ‘when ready’ unless responsibility for that decision is explicit.
Write separate actions clearly enough that sound, lighting and video operators know what they must do. Include what happens after a video ends, not just the instruction to start it.
A simple worked example
This fictional conference example shows the level of detail, not a running order for a real 10 out of 10 event. Adapt the headings to the team and equipment being used.
| Cue / trigger | Action | Owner / asset |
|---|---|---|
| Q1 · Caller gives opening cue | Bring up presenter microphone and agreed stage look | Sound + lighting |
| Q2 · Presenter says ‘Let’s take a look’ | Play introduction video with sound | Video · intro-final.mp4 |
| Q3 · Video finishes | Return to holding slide and presenter microphone | Video + sound |
| Q4 · Moderator opens questions | Enable agreed audience microphone when in position | Sound + Q&A runner |
Keep changes controlled
Put the event name, version, date and key contacts on the document. Use the same file names on the cue sheet and playback system. Record changes during rehearsal, then distribute the updated version so operators are not working from different notes.
Add agreed fallback actions for missing media or a skipped item, and explain who makes that decision. Ordinary show cues are not a substitute for the event’s incident and emergency procedures; those need their own clear responsibilities and communications.
Put it into practice
A cue sheet is ready when…
- Each action has a clear trigger and responsible person.
- Files and cue references match the rehearsed system.
- Everyone has the same version and knows who authorises changes.
Technical references
Manufacturer and official guidance behind the technical points in this article. Follow the instructions for the specific equipment and the arrangements agreed with your venue.
Help with the job
Event productionExplore the service or ask the team about your own requirement below.