Follow one event from brief to closeout.

Text equivalent for the full walkthrough. No video or audio is required to understand it.

Follow Avery Reed, event lead at the fictional Northstar Production Co., through the Northstar Leadership Forum: a two-day conference for 420 people at the Harbour Exchange Conference Centre, 18 to 19 September 2026. Each step shows the problem Avery faces, how RunCue handles it, and what you can try in the sample.

1. Step 1 · Overview

   Start with the operating picture

   It is ten days before the Northstar Leadership Forum, a two-day conference for 420 people. Avery Reed, the event lead, opens the event to see what needs attention today.

   In RunCue: The event overview shows what is overdue, blocked or unsigned, with planning progress and upcoming tasks. Everything on it comes from the event’s own records, so nobody has to update a status slide.

   Try it: Open an attention item or View all to review the affected records.

   Next: Avery opens the first attention item to see which task is holding things up.

2. Step 2 · Brief

   Turn the client brief into constraints

   Before planning anything, Avery checks what the client actually asked for: the audience, the venue and one firm requirement, live captions for every main-stage session.

   In RunCue: The brief keeps the purpose, audience, venue, contacts and requirements on the event, so every later decision can be checked against what was agreed.

   Try it: Review the objective and planning notes recorded on the brief.

   Next: With the brief confirmed, Avery applies the team’s conference template to build the plan.

3. Step 3 · Contract review

   Keep review evidence separate from execution

   The client asked for changes to the services agreement. Before work starts, Avery needs proof of exactly which version the client accepted.

   In RunCue: RunCue keeps every version sent to the client, records their change requests and gives a receipt when they acknowledge a version. If the contract is signed elsewhere, the executed copy is stored separately.

   Try it: Open the contract and expand Review history to inspect the recorded review and execution facts.

   Next: With the agreement settled, the team turns the client’s requirements into tasks.

4. Step 4 · Tasks & Kanban

   Apply the plan and expose blocked work

   The conference template has created the tasks, each with an owner and a due date. One is stuck: the stage drawing cannot be approved until captioning is confirmed.

   In RunCue: Tasks show who owns them, when they are due and what they are waiting on. The list, board and timeline views all show the same tasks.

   Try it: Simulate moving the blocked stage-drawing task into In progress.

   Next: The task deadlines now appear on the calendar.

5. Step 5 · Calendar & timeline

   Separate preparation from show timing

   Avery wants to see the next two weeks: what has to be done before the event, and what happens on each of the two days.

   In RunCue: The calendar holds preparation deadlines, while the minute-by-minute timings live in the run of show. Each day of a multiday event stays separate.

   Try it: Switch between planning deadlines and event days.

   Next: Next, Avery checks that the suppliers are ready.

6. Step 6 · Vendors

   Coordinate requirements and arrivals

   Three suppliers need to turn up on time. Avery checks the AV company: booked, contract signed, arriving at 06:30, but the payment record is incomplete.

   In RunCue: Each vendor’s contacts, documents, requirements, costs and arrival time stay together on the event.

   Try it: Open the AV partner record to review booking, contract, payment and arrival separately.

   Next: Catering needs final numbers, so Avery turns to the guest list.

7. Step 7 · Guests

   Use one list for RSVP, seating and check-in

   Catering needs final numbers and dietary needs. One guest, A. Rivera, still has not replied and has a vegetarian meal note.

   In RunCue: One guest list holds each person’s RSVP, plus-one, dietary and accessibility needs, seat and arrival, and it works out the catering numbers for you.

   Try it: Open A. Rivera’s guest actions and inspect the dietary note.

   Next: Confirmed guests are then seated in the room.

8. Step 8 · Budget

   Compare final costs with the budget

   The scenic designer wants to change the stage reveal, adding €1,280. Avery checks the budget before approving it.

   In RunCue: The budget shows estimates, committed costs and final costs side by side, with changes that still need approval kept separate.

   Try it: Inspect the scenic change that still needs approval.

   Next: The approved plans and supplier documents are filed with the event.

9. Step 9 · Files

   Keep delivery documents with their source

   Suppliers keep asking for the latest production plan. Every document is attached to the event, so nobody digs through email for it.

   In RunCue: Files from the event, its tasks and its vendors appear in one place, each labelled with where it came from.

   Try it: Inspect the production plan and its event source.

   Next: Next, Avery chooses a room layout.

10. Step 10 · Floor plan & seating

    Choose a layout, then seat guests automatically

    The main hall needs a layout for the dinner, and 24 accepted guests still need seats. Avery compares layouts, then lets RunCue propose the seating.

    In RunCue: The layout library shows the furniture, seats and room size of each layout before you apply it. Auto seat then proposes seats for accepted guests, keeps parties together where it can and shows what cannot fit. Existing and locked assignments never move, and you review the proposal before anything changes.

    Try it: Choose a layout, then open Auto seat to review the proposal.

    Next: The chosen layout shapes the room-set and doors-open cues in the run of show.

11. Step 11 · Run of Show

    Give every cue a time and owner

    Two days of sessions need a minute-by-minute schedule the whole crew can follow, with one named person responsible for each cue.

    In RunCue: The run of show covers both days, with a time, location, owner and status for every cue. RunCue flags gaps and overlaps so they can be fixed early, and when a linked vendor reports a delay, the cues that depend on them are flagged too.

    Try it: Open the opening keynote cue and inspect owner, location and timing.

    Next: On the day, the same cues become the live schedule.

12. Step 12 · Event Day

    Run the live operation

    It is 09:10 on Day 1. Doors are open, guests are arriving and the keynote starts in five minutes.

    In RunCue: Event Day shows the current cue, who has checked in, which suppliers have arrived and any open issues, all in one place.

    Try it: Switch to Guests and try checking in A. Rivera, whose RSVP is pending.

    Next: After the closing cue, the team moves on to closeout.

13. Step 13 · Reports & closeout

    Finish with a reusable record

    After the event, the client wants a report, and the team wants to remember what to do differently next time.

    In RunCue: Closeout brings together attendance, the budget outcome, what went wrong and the lessons learned. When the event becomes a template, guest and client details are left out. Once guests have checked in and contracts are signed, the event is archived rather than deleted, so its history and reports stay.

    Try it: Inspect the current outcome and its score definitions.

    Next: The team finishes the remaining closeout tasks, archives the event and closes the links it shared.