Conference Run-of-Show Template
A multi-room, multi-day run-of-show that coordinates main stage, breakouts, exhibit hall, and networking events.
Conference run-of-shows are exponentially more complex than single-event run-of-shows. You are coordinating parallel sessions across multiple rooms, exhibit hall activities, networking events, meals, and sponsor activations — all happening simultaneously.
This template uses a multi-track format with synchronized timelines across all venues and activities. It includes cross-references between tracks so the stage manager knows when breakout sessions should release attendees back to the main hall.
Designed for multi-day conferences with 3+ tracks, exhibit halls, and evening networking events.
What's Included
Main Stage Timeline
- Keynote entrance and AV cues
- Panel setup and transition timing
- Award ceremony or special moments
- Emcee scripts and talking points
- Closing ceremony sequence
Breakout Room Coordination
- Room-by-room session schedule
- AV requirements per room
- Room captain responsibilities
- Session transition protocols
- Overflow and room change procedures
Exhibit Hall Operations
- Exhibitor load-in and setup timeline
- Hall opening and closing times
- Sponsored demo schedule
- Lead retrieval system management
- Exhibitor load-out coordination
Evening & Networking Events
- Reception setup and timing
- Entertainment and activity schedule
- Bar service management
- Transportation and shuttle timing
- Security and access control
Tips for Using This Template
Assign a dedicated stage manager for the main stage and a room captain for each breakout room.
Synchronize all room clocks and use a shared countdown timer visible to all speakers.
Build a 10-minute "change-over" period between breakout sessions for room resets and attendee movement.
Create a "nerve center" room where the core team monitors all tracks via radio and video feeds.
Frequently Asked Questions
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