What makes a good run sheet (rundown) as a PDF?

A rundown is the show's minute-by-minute plan — segments, timings, who does what, music and ad breaks — and in the studio it has to be read at a glance under live pressure, so keep it clean, clearly timed, single-page where possible, and unmistakably the current version. Hosts and operators should be able to find "what's next and when" instantly. Distribute it as a PDF so it looks identical on every screen and prints cleanly for the desk. The cardinal sins are clutter and stale versions — a confusing or out-of-date rundown causes exactly the on-air fumbles it exists to prevent, so prioritise clarity and rigorous version control.

How should ad-spot logs be handled?

Commercials are revenue and often contractual (spots must run as sold), so the ad log needs accurate scheduled times and, importantly, an as-run record showing what actually aired — this is what you reconcile against for billing and to confirm contractual obligations were met. Keep the log clean and the as-run record dated and retained. As PDFs, these are the documents you can produce to show an advertiser their spot ran as agreed. Accuracy matters here the way it does in any billing document: a spot that did not run, or ran wrong, is a revenue and relationship problem, and the log is your record of what happened.

How do I make scripts easy to read live?

On-air reading has its own typography: large, clean type, generous line spacing, short lines, and clear marking of emphasis, pauses, and pronunciation, so a host can read smoothly without stumbling. Keep scripts and ad copy in a consistent, readable format and distribute as PDFs that render identically on the studio screen or print crisply. Avoid dense paragraphs and tiny fonts that cause fluffs. The goal is copy a host can deliver naturally on the first read; the formatting is part of the performance. A well-formatted script is invisible to the listener and a relief to the talent.

What goes in show notes, and how do I keep them organised?

Show notes capture what the episode covered — segment topics, timings, guest details, links and references, and anything for publishing (especially for podcasts, where notes become the episode description) — and they double as prep and as the record. Keep a consistent template so each episode's notes are quick to produce and the archive is uniform, and file them per episode with the rundown and any scripts. For a podcast, the notes feed directly into the published episode page, so accuracy (correct links, names, timings) matters. Organised show notes also make it easy to find "what did we cover in that episode" months later.

How do I get the whole show packet to the team in the studio?

Merge the pieces — rundown, scripts/copy, ad log, guest briefs — into one current show packet, page-numbered and mobile-friendly, so everyone (host, producer, operator) is working from the same document on the studio screen or a tablet. Distribute it ahead of the show and re-issue if it changes, with the version unmistakable so no one runs an old rundown. A single, current, navigable packet beats a scatter of files when the clock is running. Keep it light so it opens instantly. The discipline is the same as any live-operations document: one source of truth, clearly versioned, easy to read fast.

What about audio — can I put it in these PDFs?

Keep audio separate and reference it. Radio/podcast production is audio-first, but the PDFs are the planning and text documents; do not try to embed audio in them (it does not play reliably in most readers anyway). Instead, reference audio by filename, cart number, or a link in the rundown and notes, so the team knows what to play and when without depending on a PDF to play it. For show notes that publish with linked audio, link to the hosted episode. The PDF organises and times the show; the audio lives in your playout system or host, linked or referenced, not embedded.

Is it safe to build these with an online tool?

Most radio production documents are low-sensitivity, but unaired content, guest information, and ad contracts warrant care, so prefer a tool that processes files locally for those. ScoutMyTool merges show packets, builds forms, compresses, and adds page numbers entirely in your browser tab, so your documents never leave your machine. For anything with confidential guest, advertiser, or pre-broadcast content, confirm the tool does not upload before using it.

6 min read

PDF for radio producers: run sheets, ad spots, and show notes

By ScoutMyTool Editorial Team · Last updated: 2026-05-22

Live radio runs on the rundown: a clean, timed sheet that tells the host and operator what is next and when, read at a glance while the clock ticks. Around it sit the ad logs that protect revenue, the scripts hosts read on air, and the show notes that prep the team and publish the episode. When those documents are clean, current, and in everyone’s hands, the show flows; when a rundown is cluttered or stale, you get on-air fumbles. This guide is the radio (and podcast) producer’s PDF workflow — building scannable run sheets, accurate ad logs, readable scripts, and organised show notes, assembled into one current packet the studio can actually use.

The documents a show runs on

Document	Use	Key trait
Run sheet (rundown)	Run the show	Timed, scannable, current version
Ad-spot log	Track commercials	Accurate times; as-run record
Script / copy	Hosts & reads	Clean, large type, easy to read live
Show notes	Prep + publishing	Links, timings, references
Guest brief	Interview prep	Bio, questions, logistics
Daily / show packet	The whole team	Merged, current, on a tablet

Step by step — a show document workflow

Build a scannable run sheet. Clean, clearly timed, single-page where possible, unmistakably the current version — clarity over decoration.
Keep an accurate ad log. Scheduled times plus an as-run record, dated and retained, to reconcile against billing and contracts.
Format scripts for live reading. Large, clean type and generous spacing so hosts read smoothly — the readability principles in content-creator documents apply.
Template show notes. Consistent notes (topics, timings, guests, links) filed per episode; for podcasts they feed the published description.
Reference audio, do not embed. Cite carts/filenames or link hosted audio — embedding does not play reliably (see why to link rather than embed audio).
Assemble one current show packet. Merge rundown, scripts, ad log, and briefs with Merge PDF, page-number it (Add Page Numbers), and keep it mobile-friendly for the studio tablet.
Keep it light and current. Compress so it opens instantly; re-issue with a clear version if anything changes.

PDF for content creators: scripts and publishing.
PDF for film/TV producers: a comparable live-ops workflow.
Narration & linked audio: referencing audio, not embedding.
Mobile-friendly PDFs: packets on the studio tablet.
Merge PDFs: assembling the show packet.
Merge PDF tool: build show packets in your browser.
All ScoutMyTool PDF tools: the full toolkit.

FAQ

What makes a good run sheet (rundown) as a PDF?: A rundown is the show's minute-by-minute plan — segments, timings, who does what, music and ad breaks — and in the studio it has to be read at a glance under live pressure, so keep it clean, clearly timed, single-page where possible, and unmistakably the current version. Hosts and operators should be able to find "what's next and when" instantly. Distribute it as a PDF so it looks identical on every screen and prints cleanly for the desk. The cardinal sins are clutter and stale versions — a confusing or out-of-date rundown causes exactly the on-air fumbles it exists to prevent, so prioritise clarity and rigorous version control.
How should ad-spot logs be handled?: Commercials are revenue and often contractual (spots must run as sold), so the ad log needs accurate scheduled times and, importantly, an as-run record showing what actually aired — this is what you reconcile against for billing and to confirm contractual obligations were met. Keep the log clean and the as-run record dated and retained. As PDFs, these are the documents you can produce to show an advertiser their spot ran as agreed. Accuracy matters here the way it does in any billing document: a spot that did not run, or ran wrong, is a revenue and relationship problem, and the log is your record of what happened.
How do I make scripts easy to read live?: On-air reading has its own typography: large, clean type, generous line spacing, short lines, and clear marking of emphasis, pauses, and pronunciation, so a host can read smoothly without stumbling. Keep scripts and ad copy in a consistent, readable format and distribute as PDFs that render identically on the studio screen or print crisply. Avoid dense paragraphs and tiny fonts that cause fluffs. The goal is copy a host can deliver naturally on the first read; the formatting is part of the performance. A well-formatted script is invisible to the listener and a relief to the talent.
What goes in show notes, and how do I keep them organised?: Show notes capture what the episode covered — segment topics, timings, guest details, links and references, and anything for publishing (especially for podcasts, where notes become the episode description) — and they double as prep and as the record. Keep a consistent template so each episode's notes are quick to produce and the archive is uniform, and file them per episode with the rundown and any scripts. For a podcast, the notes feed directly into the published episode page, so accuracy (correct links, names, timings) matters. Organised show notes also make it easy to find "what did we cover in that episode" months later.
How do I get the whole show packet to the team in the studio?: Merge the pieces — rundown, scripts/copy, ad log, guest briefs — into one current show packet, page-numbered and mobile-friendly, so everyone (host, producer, operator) is working from the same document on the studio screen or a tablet. Distribute it ahead of the show and re-issue if it changes, with the version unmistakable so no one runs an old rundown. A single, current, navigable packet beats a scatter of files when the clock is running. Keep it light so it opens instantly. The discipline is the same as any live-operations document: one source of truth, clearly versioned, easy to read fast.
What about audio — can I put it in these PDFs?: Keep audio separate and reference it. Radio/podcast production is audio-first, but the PDFs are the planning and text documents; do not try to embed audio in them (it does not play reliably in most readers anyway). Instead, reference audio by filename, cart number, or a link in the rundown and notes, so the team knows what to play and when without depending on a PDF to play it. For show notes that publish with linked audio, link to the hosted episode. The PDF organises and times the show; the audio lives in your playout system or host, linked or referenced, not embedded.
Is it safe to build these with an online tool?: Most radio production documents are low-sensitivity, but unaired content, guest information, and ad contracts warrant care, so prefer a tool that processes files locally for those. ScoutMyTool merges show packets, builds forms, compresses, and adds page numbers entirely in your browser tab, so your documents never leave your machine. For anything with confidential guest, advertiser, or pre-broadcast content, confirm the tool does not upload before using it.

Citations

Wikipedia — “Radio broadcasting,” the production context. en.wikipedia.org/wiki/Radio_broadcasting
Wikipedia — “Rundown,” the run sheet that structures a show. en.wikipedia.org/wiki/Rundown
Wikipedia — “Radio advertisement,” the spots an ad log tracks. en.wikipedia.org/wiki/Radio_advertisement

One current packet, the whole show

Build rundowns, ad logs, and show packets with ScoutMyTool’s in-browser tools — your production documents never leave your machine.

Open Merge PDF →