Plan the week of the event
When to use this
Use this guide in the run-up to delivery: the event is booked, the orders are in, and now the days themselves need a plan everyone can follow.
The run sheet
The event’s Week-of view is the run sheet for delivery week. The headline tells you the shape of the plan, and day tabs carry the schedule: prep days, the event day, and strike. Past days tick themselves off, and today is marked.
Step-by-step walkthrough
Plan the days
On first visit, one click plans the event day itself. Add more days for prep and strike as the job needs them. Days can be renamed and re-dated later, and a date change moves the day into the right phase automatically.
Fill each day with tasks
Tasks are simple rows: a time, a title, an optional note, and who is on it. Add assignees from your team roster, drag names between tasks as plans shift, and let the list run the day. On the live day, tasks the clock has passed fade back, and the current task carries a marker.
Add checklists for the fiddly detail
Checklists sit alongside tasks for the things that need ticking rather than scheduling: the van pack, the emergency kit, the table count. Each list shows its progress and goes green when complete.
Confirm the team
The team rail shows who is working which days. Add people from the roster, or create a new team member on the spot; contact details are a hover away during the week.
Pin down the venue times
The venue rail keeps the operational facts together: access time, strike deadline, the coordinator, and their phone number. Defaults come from the venue record; event-specific overrides live here.
Check the weather
If the venue has a location, the rail shows the outlook, with a full forecast drawer covering hourly detail and florist-relevant concerns such as heat, wind, and rain.
Share the plan with the team
Send or copy the week-of link so the people working the event see the same plan without needing accounts. You can revoke the link at any time.
The run sheet is for delivery week, not project management. Keep tasks practical and day-shaped; longer-range work belongs on the event itself.