In the world of event production, a well-crafted plan can mean the difference between an unforgettable experience and a logistical nightmare. Among the essential tools for ensuring event success is the Run of Show (RoS). This document, often overshadowed by more familiar terms like event schedules or programs, plays a pivotal role in orchestrating the countless moving parts behind the scenes. Let’s delve into what a Run of Show is, why it’s indispensable, and how it differs from other event documents.
Definition & Importance of a Run of Show (RoS)
What is a Run of Show?
A Run of Show (RoS) is a quick reference, one-page sequence of events that outlines every moment of a production, from start to finish. It’s often referred to by alternative names such as a rundown, cue sheet, or show flow. For example, in a corporate conference, the RoS may include entries such as “8:30 AM: Opening Remarks – CEO enters stage, spotlight cue,” specifying not only the timing but also the technical and team actions required.
The purpose of a Run of Show is to guide the actions of all production departments, ensuring everyone from audio-visual technicians to stage managers knows exactly what to do and when. This coordination allows for a smooth execution of even the most complex events.
Role of RoS in Event Success
A meticulously prepared Run of Show is vital for the success of any event. It ensures:
•Seamless coordination between production teams.
•Accurate timing of cues, transitions, and speeches.
•Confidence that every detail has been accounted for, creating a polished experience for attendees.

Photo by: avad3 Event Production, Run of Show set up for crew reference at large non-profit event.
What a Run of Show Is Not
While the Run of Show is central to event production, it’s important to distinguish it from other commonly used documents:
Production Schedule
A production schedule focuses on high-level tasks leading up to the event, such as setup, rehearsal, and teardown times. Unlike a RoS, it doesn’t detail moment-to-moment actions during the live event. Check out our free downloadable Production Schedule template here!
Event Program
An event program is a front-facing document created for attendees, listing the sequence of sessions or performances. While it serves as a general guide for the audience, it lacks the detailed technical cues and responsibilities outlined in a RoS. Learn more here.
By understanding these distinctions, event planners and production teams can leverage the right tools for each stage of event preparation and execution.
Photo by: avad3 Event Production, Speaker presents at a Chamber of Commerce luncheon.
Essential Elements of a Run of Show
A comprehensive Run of Show includes several critical components:
Timeline: Detailed Sequence of Activities
Each entry in the RoS specifies the time, activity, and duration. For example, “9:15 AM: Keynote Presentation Begins – Speaker Mic On” ensures everyone knows when key moments occur.
Roles: Assignment of Responsibilities
The RoS assigns tasks to specific individuals or teams, such as “Lighting Tech: Cue Spotlight on Speaker” or “Stage Manager: Coordinate Presenter Walk-On.”
Creating Your Own Run of Show: A Step-by-Step Guide
1. Crafting an Engaging Narrative
Begin by envisioning the story your event will tell. Identify major milestones, transitions, and moments of impact to weave a cohesive flow.
2. Gathering & Sharing Information
Collaborate with stakeholders to collect the necessary details. Confirm speaker timings, technical requirements, and venue specifications.
3. Implementing Visual Organization
Format your RoS for clarity. Use tables or grids to delineate columns for time, activity, responsible party, and notes. Color coding can highlight critical moments.
4. Adapting to Changes
Events are dynamic. Build flexibility into your RoS by including buffer times and a process for real-time updates.
Photo by: avad3 Event Production, Stage set up for non-profit event.
Technical & Timing Considerations
Audiovisual Checks & Cues
The RoS is instrumental in coordinating audiovisual elements. It ensures cues for microphones, videos, and lighting are executed flawlessly.
Timing for Presenters
Precise timing helps presenters stay on schedule. The RoS includes countdowns and warnings, ensuring seamless transitions between segments.
Stage Cues
The RoS aligns stage activities, from speaker entrances to set changes, with off-stage support to maintain the event’s rhythm.
Maximizing Efficiency of Your Run of Show
Strategies for Organizing and Structuring RoS
Break the RoS into manageable sections, such as pre-event, live event, and post-event. Use concise language to avoid confusion.
Benefits of a Well-Executed RoS
•Seamless Execution: Every team member knows their role and timing.
•Enhanced Attendee Experience: Smooth transitions create a professional atmosphere.
•Clear Communication: Detailed instructions minimize misunderstandings.
Photo by: avad3 Event Production, Teammates reference several computers and documents mid-event.
Tools to Create & Manage Run of Show
Numerous tools can simplify the creation and management of a RoS, including spreadsheets, event planning software, and communication platforms. We have created a Show Flow template that our team uses every single day! It’s super simple, quick, and free to download here!
Conclusion
A Run of Show is the backbone of successful event production. It transforms complex, multi-departmental efforts into a coordinated symphony, ensuring every cue is executed with precision. By distinguishing the RoS from other tools, integrating its essential elements, and adapting to the dynamic nature of events, you can elevate your planning and execution to new heights. Start incorporating a Run of Show into your next event and experience the difference it makes in delivering memorable, flawless experiences for your audience.