Event Run-of-Show Template
A minute-by-minute execution plan that coordinates every cue, transition, and responsibility on event day.
The run-of-show is the most detailed operational document you will create. It accounts for every minute of event day: when doors open, when AV cues fire, when speakers take the stage, when meals are served, and who is responsible for each action.
This template provides a time-stamped action list with columns for time, action, responsible person, location, and notes. It covers the full day from load-in through teardown.
The run-of-show is the document that turns your event plan into an executable reality. Every vendor, staff member, and volunteer should have a copy relevant to their role.
What's Included
Pre-Event Setup
- Load-in timeline and assignments
- AV and technology setup sequence
- Registration desk configuration
- Signage and wayfinding placement
- Final walk-through checklist
Main Program
- Doors open and attendee arrival
- Opening remarks and welcome
- Session transitions and break times
- Meal service coordination
- Closing remarks and wrap-up
Behind-the-Scenes
- Speaker green room management
- AV cue sheet and transitions
- Catering service timing
- Photography and videography schedule
- VIP and sponsor coordination
Post-Event
- Attendee departure management
- Lost and found collection
- Vendor load-out schedule
- Teardown assignments and timeline
- Post-event team debrief
Tips for Using This Template
Build 5-10 minute buffers between sessions — everything runs longer than planned.
Create role-specific run-of-show extracts so each person sees only their responsibilities.
Conduct a table-top rehearsal of the run-of-show with key team members 2-3 days before the event.
Include a "Plan B" column for critical moments — what happens if a speaker is late or AV fails.
Frequently Asked Questions
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