The day itself, planned to the minute

Your booked suppliers, the big moments and every job on one timeline, which your helpers open on the day and tick off as it happens.

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The crew day view reading Sunday 18 July - 2 of 11 done: 08:00 Set-up starts and 08:15 Mark out stall pitches both struck through, ticked and marked Done by Morwenna Hocking, followed by the unticked 08:30 Tamar Valley Marquees, 13:15 Lostwithiel Silver Band and 14:00 Guests arrive.

On the day, the plan usually lives in one person's head and a printout that's out of date by ten o'clock. Everyone else is ringing that person to ask where the marquee people should park.

  1. Starts with the usual moments of the day

    Open the run sheet and the usual moments of the day are already on it, along with a row for every supplier you've booked - both ready to give a time, edit or remove. For a fete's full timeline, see how to run a village fete.

    A freshly opened run sheet for Sunday 18 July: Set-up starts marked No time set, Tamar Valley Marquees and Lostwithiel Silver Band both marked Supplier arrives and No time set, then 14:00 Guests arrive and 14:30 Main event begins.

  2. Booked suppliers become arrival times

    Suppliers you've booked are already on it as arrivals, alongside the jobs and moments around it.

    Timed rows on the run sheet: 08:15 Mark out stall pitches marked Task and Sue; 08:30 Tamar Valley Marquees marked Supplier arrives with a note about two 6x12m marquees and vehicle access through the lower gate; 13:15 Lostwithiel Silver Band marked Supplier arrives; and 14:00 Guests arrive.

  3. Access, parking and first aid in one place

    The details everyone asks for on the day sit at the top of the sheet.

    The Where it is card on its own: the venue address, a note that vehicles use the lower gate until 13:30 and pedestrians only after that, an If something goes wrong line with an emergency contact and number, and a first aid and nearest A&E note.

  4. Give your helpers a link

    Each helper gets their own link and QR code to the live run sheet on their phone. No account, no app to install. The link is shown once, so copy or send it straight away - making a new link stops the old one working.

    A crew member, Morwenna Hocking, listed as Car park and gate and Not opened yet, with Edit, New link and Remove buttons and a note that a new link stops the current one working immediately; below it, her link panel noting it is the only time the link is shown, with a QR code, a planmydo.com/run-sheet link, a Copy button and Done.

Where it fits

Stage 5 of 5 when you plan with Plan My Do: You run the day. See the whole journey

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