The Best Run of Show Template: Your Blueprint for Flawless Event Execution

What is an Event Run of Show?

An event run of show is a detailed timeline that outlines every aspect of your event from start to finish. It’s the master plan that keeps everyone involved—from organizers to speakers to technical staff.

In other words, imagine you’re the conductor of a symphony. Each musician needs to know exactly when to play their part, how long to play, and when to stop. A run of show is like the conductor’s score, guiding every element of your event with precision.

Why You Need a Run of Show Template

Stress Reduction: A well-crafted run of show alleviates anxiety by providing a clear roadmap for all involved parties. By having a detailed plan, you can significantly reduce this burden on yourself and your team.
Time Management: It helps keep your event on schedule, respecting everyone’s time and ensuring an uninterrupted experience for attendees.
Problem Prevention: It helps identify potential issues before they arise, allowing for proactive solutions. By visualizing your event flow, you can spot potential bottlenecks or conflicts early on.
Team Alignment: It ensures all team members understand their roles and timing, promoting smooth coordination. This is especially crucial for large-scale events where multiple teams need to work in harmony.
Professionalism: Secondarily to its core purpose, a ROS demonstrates your organizational skills and attention to detail, which could impress attendees and stakeholders. A polished run of show can be a powerful tool in your client presentations.
Resource Optimization: By clearly outlining when and where resources are needed, you can maximize efficiency and minimize waste.

How Does A Run of Show Differ from an Event Schedule?

You may wonder what’s different about a ROS compared to a regular schedule. Overall, a run of show template is more detailed and comprehensive than a simple schedule.

Here are a few key differences between the two:

Level of detail:

A schedule typically just lists the main events/sessions with times.
A run of show includes minute-by-minute details of everything happening to keep your event on plan and on schedule.

Audience:

A schedule is often shared with attendees.
A run of show is an internal document for event staff and production teams.

Technical information:

A schedule doesn’t include technical details.
A run of show specifies AV cues, equipment needs, stage directions, etc.

Roles and responsibilities:

A schedule doesn’t assign tasks.
A run of show clearly outlines who is responsible for each element.

Contingency plans:

A schedule doesn’t address potential issues.
A run of show often includes backup plans and troubleshooting notes.

Pre and post-event tasks:

A schedule focuses only on the main event time frame.
A run of show may include setup, teardown, and other logistics.

Flexibility:

An event schedule used to be static once it was published, demanding extra printing costs if you needed to change something. (However, when you use an event mobile app, schedule changes are flexible and cost-free, allowing you to make changes in the app that attendees can see instantly.)
A run of show is a living document that can be updated in real-time during the event.

Comprehensiveness:

A schedule covers main agenda items.
A run of show includes every single element, no matter how big or small.

How to Create a Run of Show Template: A Step-by-Step Guide

MobileUp has taken the liberty of creating an editable Run of Show Template for you. However, please reference these instructions if you’d like to craft your own from scratch.

1. Gather Event Details:

Compile all essential information about your event, including date, venue, and key contacts.
Create a master list of all participants, from speakers to technical staff.
Outline your event objectives to ensure every element in your run of show supports these goals.

2. List All Activities:

Brainstorm every element of your event, from pre-event setup to post-event breakdown.
Include often-overlooked details like registration periods, breaks, and transition times between sessions.

3. Establish a Timeline:

Arrange activities chronologically, assigning specific time slots to each.
Be realistic about timing—allow buffer time for unexpected delays or technical issues.
Make timing adjustments as you refine your schedule.

4. Add Specifics:

For each activity, include details such as responsible parties, equipment needs, and any special instructions.
Note any dependencies between activities to ensure smooth transitions.
Include cues for lighting, sound, or visual changes to create a cohesive experience.

5. Review and Refine:

Go through your template with stakeholders, making adjustments as necessary.
Conduct a “mental walkthrough” of the event to identify any gaps or potential issues.
Consider a dry run with key team members to test the flow and timing.

Essential Elements of Your Run of Show Template

Event Name and Date
Venue Information (including room layouts if applicable)
Hotels (attendee discount blocks and convenience to conference hall if detached)
Contact List for Key Personnel (with roles clearly defined)
Detailed Timeline of Activities
Speaker Schedule
Exhibitors (Floor Plan)
Sponsor Feature Opportunities
Technical Requirements for Each Segment
Contingency Plans for Potential Issues
Transition Notes Between Segments
Audiovisual Elements
Communication plan with attendees during event (This includes reminder emails prior to event, as well as pre-scheduled notifications to attendees, exhibitors, etc. during the event, and any other notifications that may be used to communicate sudden/last-minute changes.)
Security Protocols
Emergency Procedures
Post-Event Checklist

Customizing for Different Event Types

Whether you’re planning a virtual conference, a hybrid seminar, or an in-person gala, your run of show template should be tailored to fit. Here’s how to adapt your template for different event formats:

In-Person Events

Include venue setup and breakdown schedules
Detail crowd management strategies
Specify security and safety protocols
Include parking and transportation logistics

Hybrid Events

Clearly differentiate between in-person and virtual components of the event
Specify how virtual attendees will interact with in-person activities
Detail equipment needs for streaming in-person segments

Virtual Events

Include platform navigation instructions for attendees
Detail technical checks and backup plans for each segment
Incorporate engagement strategies like polls or breakout sessions
Specify roles for moderators and technical support staff

Post-Event Analysis

After your event, use your run of show as a reference point for debriefing:

Timeline Accuracy: Compare the planned schedule with what actually occurred.
Issue Identification: Pinpoint where unexpected challenges arose and how they were handled.
Success Metrics: Evaluate which elements contributed most to achieving event objectives.
Team Performance: Assess how well different teams coordinated based on the run of show.
Improvement Areas: Identify aspects of the run of show that could be enhanced for future events.

Don’t forget to send out a post-event survey on your event mobile app before attendees leave to get invaluable feedback.

Preview A Run of Show Template in Action

Let’s imagine how a well-crafted run of show could potentially save the day: What if a keynote speaker’s internet connection failed 10 minutes before going live? If you have a detailed run of show, the event team could quickly:

Refer to their contingency plan, which may include a pre-recorded backup of the keynote.
Communicate the change to all relevant team members.
Seamlessly transition to the backup content while tech support assists the speaker.
Adjusted the subsequent schedule to push back the live Q&A until the speaker was back online.

A Run of Show Template Is Your Path to Event Success

Remember, the key to a great event lies in the details, and your run of show template ensures no detail is overlooked. Start implementing this crucial tool in your event planning process, and watch as your events transform into seamlessly executed masterpieces.

FAQs

1. How far in advance should I create my run of show?
Start your run of show as soon as you have the basic event structure in place, typically 6 – 9 months before the event. Refine it as you get closer to the event date.

2. Should I share the entire run of show with speakers, sponsors, and exhibitors?
It’s often best to provide speakers, sponsors, and exhibitors with a simplified version that focuses on their specific involvement and content, avoid overwhelming them with unnecessary details.

3. Can a run of show be too detailed?
While detail is important, clarity is key. Ensure your run of show is easily scannable and focuses on the most critical information for smooth execution.

4. How do I train my team to effectively use the run of show?
Conduct a pre-event briefing to walk through the run of show, explaining its structure and how to use it during the event. Consider a mock event or dry run for complex productions.