What is a Cue Sheet? Best Practices for Live Events
• John Barker
If you’ve ever watched a live event and wondered how the crew knows exactly when to switch cameras, play a video, or change the lighting — the answer is almost always a cue sheet.
What is a cue sheet?
A cue sheet is a sequential list of every technical action that needs to happen during a live event. Each entry — or “cue” — tells a specific crew member what to do and when to do it.
Think of it as a step-by-step instruction manual for your show’s technical execution. While a rundown gives you the big picture (segments, timing, flow), a cue sheet zooms in on the individual actions that make each segment work.
A typical cue includes:
- Cue number — a sequential identifier (Q1, Q2, Q3… or 1.1, 1.2, 1.3)
- Action — what happens (e.g., “Fade up stage wash,” “Roll VT,” “Camera 2 wide shot”)
- Department — who executes it (lighting, audio, video, graphics)
- Trigger — what initiates the cue (a verbal call, a timecode, or the completion of a previous cue)
- Notes — any additional context (“Wait for applause to die down,” “Stand by for late talent”)
Cue sheet vs. rundown — what’s the difference?
These terms often get mixed up, so here’s the distinction:
| Rundown | Cue sheet | |
|---|---|---|
| Scope | The entire show flow | Individual technical actions |
| Audience | Everyone on the production | Specific departments or the show caller |
| Detail level | Segment names, durations, notes | Exact cue-by-cue actions |
| Timing | Start times and durations | Often tied to specific moments within a segment |
In practice, many modern production tools combine both into a single document. A rundown with detailed cue information in each segment’s notes effectively serves as both.
Best practices for building a cue sheet
1. Number everything
Every cue needs a unique number. When the show caller says “standby Q47,” there should be zero ambiguity about which cue that is. Use a numbering system that allows for inserts — like 1.1, 1.2, 1.3 — so you can add cues during rehearsals without renumbering the entire sheet.
2. Keep it scannable
During a live show, nobody has time to read paragraphs. Use short, clear action descriptions. “Fade up house lights to 50%” is better than “Gradually bring the house lights up to about half brightness.”
3. Separate departments clearly
If multiple departments are working from the same cue sheet, make it obvious which cues belong to whom. Color coding, column separation, or department labels all work well.
4. Include standby cues
A “standby” warns a crew member that their cue is coming up. This is especially important for cues that require preparation — like loading a video or positioning a spotlight. Standard practice is to call “standby” a few cues before the “go.”
5. Mark hard cues
Some cues are time-critical — they must happen at an exact moment regardless of what else is going on. Mark these clearly so the crew knows they can’t be delayed.
6. Build in flexibility
Live shows rarely go exactly to plan. Build your cue sheet with the understanding that segments may run long, talent may ad-lib, and technical issues may arise. Notes like “hold for applause” or “flexible — follow talent” give the crew room to adapt.
7. Update after every rehearsal
A cue sheet is a living document. After each rehearsal, update it with any changes — new cues, adjusted timing, removed segments. The version the crew uses on show day should reflect the final rehearsed version.
When do you need a cue sheet?
Not every event needs a detailed cue sheet. A simple meeting or small gathering can probably get by with a basic agenda. But as soon as you have multiple technical departments that need to coordinate — lighting, audio, video, graphics — a cue sheet becomes essential.
You’ll almost certainly need one for:
- Awards shows and galas — lots of segments, VTs, and lighting changes
- Live broadcasts — precision timing is non-negotiable
- Concerts and festivals — especially multi-act shows with set changes
- Corporate events with production value — product launches, keynotes, conferences
- Theater and performance — any scripted show with technical elements
Digital vs. paper cue sheets
Paper cue sheets have been the standard for decades, and plenty of experienced show callers still swear by them. There’s something to be said for a physical document you can scribble on mid-show.
But digital cue sheets have clear advantages:
- Real-time updates — changes sync to everyone’s device instantly
- Live timing — see your over/under as the show runs
- No printing — no more reprinting 30 copies when a cue changes during rehearsal
- Accessibility — view from any device, anywhere in the venue
- History — see what changed and who changed it
The shift from paper to digital isn’t about abandoning what works — it’s about removing friction so the crew can focus on the show.
Getting started
Whether you’re building your first cue sheet or looking for a better way to manage them, the fundamentals are the same: be clear, be sequential, and make sure everyone is working from the same version.
Need a starting point? Try our free Cue Sheet Generator to build one in minutes.
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