A Vegas Run Sheet Template (That Actually Works on Show Day)

The best run sheet is the one that survives chaos. Here’s a simple structure that keeps your day controlled.

The template (copy/paste structure)

• Program:
• Dates:
• Primary contact (decision owner):
• On-site contact(s):
• Critical time windows: install / open / client walk / VIP moments

Run list (table columns)

• Run #
• Item(s)
• Pickup location + contact
• Drop location + contact
• Timing window (hard/soft)
• Access notes (parking, dock, credentials)
• Priority (1/2/3)
• Backup plan (if access changes)

Escalation chain

Local operator / last-mile lead → Agency ops lead → Producer → Client (only if agency decides)

Standard conditions (paste into the bottom)

These are standard conditions used to protect timing windows and prevent scope drift.

• Wait time: first 30 minutes included, then $150/hour (15-minute increments).
• After-hours / hard-window: +20%.
• Same-day booking: +20% (or +$150 minimum).

Why this works

• Forces timing windows and access reality onto paper.
• Prevents random runs from hijacking the day.
• Creates calm decision-making when something breaks.

Field Notes rule

If you don’t control last-mile, last-mile controls you.