Show flow and rehearsals
Event stage entry and exit map
Two speakers meet in the wings at the changeover, and one of them cannot find the steps in the dark.
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The short answer
A stage entry and exit map shows, for each group on the programme, where they wait, which side they enter, where they stand and which way they leave. It also names who guides them.
The map is a coordination tool. The stage supplier and the venue confirm the physical routes, steps, lighting and anything that touches safety or access.
Draw the stage and the wings first
Start with a simple plan of the stage, with left and right named from the performer's view, any steps or ramps, the lectern position, and the places backstage where people can wait.
Ask the stage supplier and the venue for the plan, and confirm which routes are usable on the day. Do not assume.
One line per group
List every group that goes on stage: emcee, speakers, panels, award presenters, award recipients, performers, VIPs. Give each a wait point, an entry, a position and an exit.
| Group | Wait point | Enters | Stands or sits | Exits | Escort |
|---|---|---|---|---|---|
| Emcee | Stage left wing | Left | Lectern or stage centre | Left | Stage manager |
| Keynote speaker | Holding area, then stage right wing | Right | Lectern | Right | Runner |
| Panel of five | Holding area, then wing | Left, moderator first | Seated, positions agreed | Right | Stage manager |
| Award recipients | Reserved seats near the front, then the steps | Left | Marks agreed with the presenter | Right | Usher |
| VIP guest | Green room, then wing | Right | Agreed position | Agreed exit | Named staff member |
Questions for the venue and stage supplier
- Which steps, ramps and routes may be used, and which must stay clear?
- Is there lighting in the wings and on the steps for people who cannot see the stage?
- Do any guests need a step-free route or other assistance, and how will it be provided? Ask each guest in advance.
- Where may equipment, cases and costumes be placed so routes stay clear?
- Who is the venue contact for any safety question during the event?
Use the map
- Put the map on the wall of the holding area and in the stage manager's folder.
- Walk each group through their line at rehearsal. See stage movement walkthrough.
- Add entry and exit timings to the run-of-show so changeovers are realistic.
- Update the map if the stage setup changes, and tell everyone.
Worked example · Fictional example
Awards evening with eight presenters and sixteen recipients
Fictional organisation and figures, for illustration only.
Persatuan Industri Fiktif has an awards segment with presenters entering from the right and recipients from the left.
The secretariat finds in the walkthrough that recipients leaving on the left meet the next group heading on. The map is changed so all recipients exit right, and an usher is placed in the wing. One guest who uses a wheelchair is asked in advance what they need, and the venue is asked what step-free route is available.
Use this yourself
Stage entry and exit sheet
Copy this into your stage plan and add one line for each group.
- Group
- Wait point
- Entry side
- Position on stage
- Exit side
- Escort
- Needs checked with venue or stage supplier
| Group | Wait point | Enters | Position | Exits | Escort | Check with venue |
|---|---|---|---|---|---|---|
Handle it in-house, or bring in help?
Your team can usually handle this when
- A simple stage with one entry on each side and few groups.
- The venue gives you a stage plan and a named contact.
- The programme has few changeovers.
Outside planning help earns its fee when
- Awards, panels, VIPs and performers share the stage and the wings are tight.
- Some guests need specific arrangements that must be confirmed in advance.
- You want one person to build the map, run the walkthrough and brief the escorts.
Need the stage movements mapped and briefed?
A conference project lead can draw up the map with your stage supplier, collect guest needs, brief the escorts and walk the groups through at rehearsal. Physical safety, access and structures stay with the venue and the qualified suppliers.
Questions organisers ask
Who produces the stage plan?
Usually the venue or the stage supplier. Ask them for a plan with dimensions, and mark up your map from it.
How do we handle guests who need assistance?
Ask each guest in advance what they need, and put the question to the venue and the stage supplier. Do not decide for the guest.
Do we need a map for a small event?
A simple one still helps when more than two groups use the stage. Keep it to one page.
Related resources
Content record: Draft. Written from the cited sources and checked by automated rules; not yet independently reviewed.