A well-executed event relies on thorough planning, and one of the most crucial tools in event production is the run of show. This document serves as a detailed timeline and guide for everyone involved in the event, outlining each element, from start to finish, to ensure seamless execution. Whether you're planning a corporate conference, product launch, or virtual experience, creating an effective run of show is essential to keeping everything on track.
At LSAV Powerhouse, we understand the importance of precise timing and coordination. In this blog, we’ll break down the steps to create an effective run of show that will keep your event organized, smooth, and successful.
Understand the Purpose of the Run of Show
Before jumping into the specifics, it’s essential to understand what a run of show is and why it matters. A run of show is a detailed event script that outlines every element of your event, from the moment attendees enter the venue or log into the platform, to the final thank-you message. It includes cues for speakers, lighting, audio, video, and any transitions that need to occur.
The run of show is a critical tool for event producers, technical teams, speakers, and moderators, ensuring that everyone is on the same page and understands their roles and timing.
Start with the Big Picture: Define the Event Structure
Before you begin drafting the detailed timeline, start by outlining the major segments of your event. This high-level view will give you a framework to organize the finer details.
Questions to Consider:
- What are the main segments of the event? For example, does your event have an opening ceremony, keynote speech, breakout sessions, or entertainment segments? Map out the major blocks first.
- How long should each segment last? Determine how much time is needed for each part of the event, allowing for flexibility in case any portion runs longer than expected.
- What transitions are needed between segments? Consider what needs to happen between each segment—whether it’s setting up for the next speaker, transitioning from one room to another, or queuing up a video.
By starting with the high-level structure, you can build a roadmap that helps break the event into manageable pieces and ensures that no major segment is overlooked.
Break It Down by Minute: Create a Detailed Timeline
Once the main segments are defined, the next step is to break down the event into specific time slots. The key to an effective run of show is its precision. Every single element of the event, from the start time of a speaker’s presentation to the moment a video should play, needs to be timed to the minute (or even second).
Key Elements to Include in the Timeline:
- Start and end times: For each segment of the event, clearly outline the start and end time. This includes not just the main parts of the event, but also transitions, breaks, and any additional elements (like introductions or closing remarks).
- Speaker cues: Specify exactly when each speaker or presenter should begin, including the timing of introductions, transitions, and the length of their presentation. Detail any additional instructions, such as when to advance slides or adjust microphones.
- Audio-visual cues: Timing is crucial for technical elements, especially when coordinating audio-visual effects. Include cues for when music should play, videos should start, lighting should change, and microphones should be turned on or off.
- Transitions and housekeeping: Allow time for transitions between segments. For example, if a panel discussion is followed by a keynote speech, include a transition time to introduce the next speaker and make any necessary technical adjustments.
- Breaks and downtime: Don’t forget to schedule breaks for attendees and staff, whether it’s a short networking break, lunch, or a technical reset. Make sure these breaks are clearly indicated so the team can plan accordingly.
For example, your run of show might look like this:
```
9:00 AM – Doors Open
9:30 AM – Opening Remarks
9:40 AM – Keynote Speaker
10:10 AM – Transition to Breakout Sessions
10:20 AM – Breakout Session 1
10:50 AM – Breakout Session 2
11:20 AM – Networking Break
11:40 AM – Panel Discussion
12:30 PM – Lunch Break
```
By breaking down the event in this detailed manner, you ensure that every moment is accounted for and that the event runs like a well-oiled machine.
Assign Roles and Responsibilities
An effective run of show doesn’t just outline the timing of the event; it also specifies who is responsible for executing each element. Assigning roles ensures that every person involved in the production knows exactly what they need to do and when.
Key Roles to Include:
- Event producer: The producer oversees the entire event, ensuring that everything stays on schedule. They are responsible for communicating with all departments and troubleshooting any issues that arise.
- Stage manager: The stage manager ensures that speakers are ready and that transitions between segments are seamless. They cue presenters, manage the timing of transitions, and communicate with the technical team.
- Technical director: The technical director is responsible for managing the audio-visual elements, including sound, lighting, and video production. They work closely with the stage manager to ensure that all technical cues are executed on time.
- Speaker or moderator: Speakers and moderators need to know exactly when they are scheduled to take the stage, how long they have, and any specific instructions they need to follow (such as handling Q&A sessions or advancing slides).
- Support staff: Any additional support staff, including event coordinators, volunteers, or catering teams, should have clearly defined roles and understand their place in the overall schedule.
At LSAV Powerhouse, we make sure every role is clearly outlined in the run of show, allowing for seamless communication and coordination between all teams involved.
Build in Flexibility and Contingencies
Even with the most detailed run of show, live events are unpredictable. Speakers may run over time, technical issues may arise, or unforeseen circumstances could require changes to the schedule. It’s essential to build flexibility into your run of show and plan for contingencies.
Key Considerations for Flexibility:
- Buffer time: Build small buffer periods between segments to account for any delays or overruns. This ensures that one delay doesn’t cascade into a larger issue and gives the team time to adjust.
- Plan B for technical issues: Have backup options in place for technical elements. For example, if a live video feed fails, be ready to switch to pre-recorded content. If audio issues arise, have backup microphones or equipment ready to deploy.
- Flexible speaker cues: If a speaker is running overtime, ensure there’s a plan in place to communicate with them discreetly. This could involve signaling a countdown or having a stage manager step in to move things along.
By building in flexibility, you can adapt quickly to any issues and ensure that the overall flow of the event remains smooth.
Rehearse and Review the Run of Show
An effective run of show is not something you create at the last minute. It requires multiple reviews and rehearsals to ensure everything is in place.
Rehearsal Best Practices:
- Full run-through: Conduct a full run-through with all key participants, including speakers, technical staff, and moderators. This allows everyone to familiarize themselves with the timeline and address any potential issues before the event day.
- Technical tests: Test all audio-visual equipment, including microphones, projectors, lighting, and video playback. Ensure that everything works as expected and troubleshoot any problems during the rehearsal.
- Speaker preparation: Allow speakers time to rehearse their presentations and review their cues in the run of show. This helps them feel more comfortable and ensures that they stay on schedule.
At LSAV Powerhouse, we prioritize rehearsals and run-throughs to guarantee that all elements are well-coordinated and that everyone understands their role in the event’s success.
Distribute the Run of Show to Key Stakeholders
Once the run of show is finalized, it’s important to distribute it to all key stakeholders well in advance of the event. This ensures that everyone involved has ample time to review the timeline and ask any questions or request clarifications.
Key Stakeholders to Include:
- Event production team: Ensure that the event producers, technical directors, and stage managers all have copies of the run of show and understand their responsibilities.
- Speakers and moderators: Share the run of show with all speakers and moderators so they are clear on when they are expected to present and any specific cues they need to follow.
- Venue staff and vendors: If you’re working with venue staff, catering teams, or external vendors, ensure that they have a copy of the run of show to coordinate their services with the overall event flow.
By distributing the run of show ahead of time, you give all participants the opportunity to prepare and ensure that everyone is aligned on the event’s structure and timing.
Adapt for Virtual or Hybrid Events
If you’re planning a virtual or hybrid event, many of the same principles apply, but there are additional considerations to keep in mind when creating a run of show.
Key Virtual Event Considerations:
- Platform-specific cues: Ensure that your run of show includes technical cues specific to the virtual platform you are using, such as when to open breakout rooms, launch polls, or start live streams.
- Engagement timing: Plan engagement points like Q&A sessions, polls, or live chats within your run of show. This helps keep virtual attendees engaged and ensures that these interactions are well-timed.
- Technical checks: Include time in your run of show for technical checks and troubleshooting, as virtual events are more dependent on stable internet connections, software, and equipment.
At LSAV Powerhouse, we specialize in creating detailed run-of-show documents tailored for virtual and hybrid events, ensuring that every element is accounted for in both physical and digital spaces.
Crafting a Seamless Event Experience
An effective run of show is the backbone of any successful event, providing the structure and coordination needed to ensure everything runs smoothly. By taking the time to create a detailed timeline, assign roles, build in flexibility, and rehearse the event, you can ensure a seamless experience for both your team and your attendees.
At LSAV Powerhouse, our team of expert event producers is dedicated to helping you create flawless, professional events. From corporate conferences to virtual experiences, we have the experience and tools to bring your vision to life with precision and expertise.
With a strong run of show in hand, your next event is sure to be a resounding success.