A well-built event timeline is one of the most powerful tools in your planning kit. It turns ideas into action, prevents chaos on the day, and keeps everyone, from vendors to volunteers, on the same page.

But building a good timeline is more than just listing what happens when. It’s about sequencing, pacing, and making space for the unexpected.

Whether you're planning your first event or refining your process, this guide walks you through how to build a timeline that actually works in real life.

What Your Event Timeline Needs to Do

At its core, an event timeline is a master schedule. It tells the full story of how your event gets built, runs, and packed down.

It should include:

Bump-in and bump-out logistics
Supplier arrival and setup times
Key crew briefings
Event program, show or run times
Safety checks, rehearsals, sound checks
Breaks, changeovers, and transition windows
Contingency buffers

Good timelines give everyone clarity. Great timelines allow enough breathing room for when real-world stuff hits.

Step-by-Step: Building Your Timeline

1. Start with What’s Locked In

Add the non-negotiables first—event start/end times, venue access windows, scheduled performances or speeches. These are your anchors.

2. Work Backwards from Showtime

If your event starts at 6pm, what needs to be finished by then? AV tested? Crew briefed? Furniture in place? Build the timeline in reverse to ensure your lead-up allows for these essentials.

3. Add Bump-In and Bump-Out

Be specific. Don’t just write “bump-in.” Break it down:

Infrastructure arrival
Marquee or furniture delivery
AV setup and testing
Signage install
Power-on and safety checks

Then do the same for pack-down: when, who, how long.

4. Stagger Supplier Arrivals

Avoid 12 people trying to unload at once. Schedule supplier arrivals in waves based on what needs to happen first (infrastructure before AV, AV before styling, etc.).

5. Allow for Briefings and Rehearsals

Build in time to walk through the site with your crew, hold safety briefings, and rehearse key program elements. This is often rushed, so don’t let it be.

6. Include Buffer Time

Even if everything goes to plan (it won’t), you need buffer time. For every 2–3 hours of activity, add at least 15–30 minutes of slack, especially before the event starts.

7. Share It Visually

A spreadsheet is fine, but make sure your timeline is easy to read at a glance. Use colour coding. Create a PDF version for crew. Print it for bump-in. Accessibility matters.

Common Pitfalls to Avoid

Too much happening at once
No time allocated for issues or overruns
Missing critical tasks like power checks or catering drop-off
Not including who is responsible for each task
Creating timelines that live in your head instead of being shared

Your Timeline Isn’t Set in Stone

Remember, your timeline is a living document. It will change. That’s okay.

The point isn’t to control every minute. It’s to provide a framework that supports flow, structure, and flexibility when the unexpected happens.

Final Thoughts

If your event runs smoothly, chances are the timeline had a lot to do with it. Build it early. Update it often. And treat it like the tool it is—not just a formality, but a strategic asset that keeps your event (and your team) on track.

Need a head start? The Event Kit Run Sheet Template is fully customisable, easy to use, and includes prompts to make sure nothing slips through the cracks.