Planning and executing a live event requires precision, timing, and clear communication. A well-organized “Run of Show” document is essential to keep your team on track, ensuring that every part of the event flows seamlessly. This guide will walk you through creating an effective “Run of Show” document to help make your event a success.
What is a Run of Show?
A “Run of Show” document is a detailed, minute-by-minute event plan that outlines what should happen and when, for every stage of an event. It serves as a blueprint, coordinating everyone involved in real-time so that all elements are executed smoothly.
Essential Elements of a Run of Show Document
- Title and Date
Start with the event name, date, and location details. These basics set the context and make the document easy to reference. - Key Contacts
List essential contact information for event organizers, stage managers, and any other key personnel. This helps the team quickly find contact details in case of urgent needs. - Timing and Segments
Break down the entire event into time segments. For each segment, specify:
- Time: Start and end times for each part of the event.
- Activity or Segment Name: A brief title like “Opening Remarks” or “Award Presentation.”
- Duration: Keep track of how long each segment should take to avoid running overtime.
- Content Description
Detail what should happen during each segment. Describe key actions, transitions, and any speaking or performance notes. This level of detail keeps everyone aligned and ensures no one is left guessing what comes next. - Cue Points
For each segment, add cues for lights, sound, and video. Clear cues provide stage, audio, and lighting teams with the information they need to manage transitions smoothly. Use simple, actionable instructions, like “Begin walk-on music” or “Dim lights for video intro.” - Personnel and Assignments
Include who’s responsible for each part of the event, from on-stage speakers to tech support. Knowing roles and responsibilities helps everyone understand where they need to be and when. - Special Notes or Contingencies
Add any special instructions or contingency plans. This might include alternate plans for timing changes, speaker delays, or unexpected technical issues.
How to Format a Run of Show Document
1. Use a Table Format for Clarity
A table format is ideal, with columns for each key element (Time, Segment, Content, Cues, Personnel). A clean layout makes the document easy to read and follow under time pressure.
2. Use Color Coding Sparingly
Use color coding to mark key moments (like breaks or critical cues) but don’t overdo it, as this can distract from essential information. Use consistent colors to designate things like audience-facing moments versus behind-the-scenes actions.
3. Create a Digital and Printed Version
Having both digital and printed copies ensures accessibility. Distribute the digital version in advance, and bring a few printed copies for stage managers, event coordinators, and technicians who may need quick reference.
Sample Run of Show Structure
| Time | Segment | Duration | Description | Cues | Personnel |
|---|---|---|---|---|---|
| 9:00 AM | Doors Open | 15 min | Guests arrive, music playing | Start house music | Event Coordinator |
| 9:15 AM | Opening Remarks | 10 min | Welcome by host, brief agenda | Spotlight on host | Host, AV Team |
| 9:25 AM | Keynote Speaker | 20 min | Introduction and main speech | Dimming lights | AV Team |
| 9:50 AM | Break | 10 min | Coffee and networking | Reset stage | All staff |
| 10:00 AM | Panel Discussion | 30 min | Panelists discuss key topics | Fade up lights | Panelists, AV Team |
Tips for an Effective Run of Show
- Double-check with all departments (AV, lighting, catering, etc.) to confirm alignment with cues.
- Keep it concise. Long descriptions slow people down in high-pressure moments.
- Review and revise as the event approaches for any last-minute changes or updated cues.
- Communicate the final version with all stakeholders to avoid confusion and ensure everyone is up to speed.
The Bottom Line
A well-crafted “Run of Show” document is a game-changer for live events. By organizing every detail and ensuring that your team knows the exact timing, cues, and responsibilities, you’re setting your event up for success. It’s all about preparation and clarity—so when the big day arrives, everyone can focus on creating an unforgettable experience.
This guide is designed to make the “Run of Show” document both effective and easy to follow, helping every member of your team keep the event flowing smoothly.