Event Run Of Show

Event Run-of-Show

When to Use This Skill

Use this skill when you need to:

• Create a minute-by-minute run-of-show for a live or virtual event
• Define cues, transitions, and responsibilities for every event moment
• Build contingency plans for technical failures, speaker no-shows, and schedule changes
• Produce a production document that keeps the entire event team synchronized

DO NOT use this skill for event planning, marketing, or budgeting. This is the operational document used during the event to ensure everything runs on time and on cue.

Core Principle

A RUN-OF-SHOW IS THE SINGLE DOCUMENT EVERY TEAM MEMBER LOOKS AT DURING THE EVENT — IF IT IS NOT IN THE RUN-OF-SHOW, IT DOES NOT HAPPEN.

Phase 1: Brief

Required Inputs

GATE: Confirm all details before building the run-of-show.

Phase 2: Structure

Run-of-Show Format

| Time | Duration | What Happens | Who | Cues/Notes |
|------|----------|-------------|-----|-----------|
| 8:00 AM | 60 min | Doors open / registration | Registration team | Music playing, signage up |
| 9:00 AM | 5 min | Welcome + housekeeping | Host | Slides: welcome deck |
| 9:05 AM | 45 min | Keynote: [Title] | [Speaker] | Lapel mic, slides pre-loaded |
| 9:50 AM | 5 min | Transition + sponsor mention | Host | Slide: sponsor logo |
| 9:55 AM | 5 min | Break | — | Music, timer on screen |

Role Assignments

## Production Team

| Role | Person | Responsibilities |
|------|--------|-----------------|
| Stage manager | [Name] | Timing, cues, transitions |
| AV tech | [Name] | Sound, slides, streaming |
| Host/MC | [Name] | Introductions, transitions, energy |
| Speaker liaison | [Name] | Backstage prep, mic check, timing signals |
| Chat/audience moderator | [Name] | Q&A, polls, chat management |
| Registration | [Name] | Check-in, badges, troubleshooting |

GATE: Present the structure and role assignments for approval.

Phase 3: Build

Detailed Run-of-Show

For every moment of the event:

---
### 9:00 AM — Welcome and Housekeeping (5 min)
**Who:** [Host name]
**Audio:** Lapel mic — channel 1
**Visuals:** Welcome slides (deck loaded on laptop A)
**Script notes:**
- Welcome attendees
- Housekeeping: bathrooms, wifi password, emergency exits
- Thank sponsors: [Sponsor A] and [Sponsor B] — show logo slides
- Introduce first speaker

**Transition to next:** "Please welcome [Speaker Name]!" → stage manager cues speaker from backstage
---

### 9:05 AM — Keynote: [Title] (45 min)
**Who:** [Speaker name]
**Audio:** Lapel mic — channel 2 (switched from channel 1)
**Visuals:** Speaker's slides (deck loaded on laptop B)
**Cues:**
- 5-min warning: [Speaker liaison] holds up "5 MIN" card from front row
- Wrap signal: [Speaker liaison] holds up "WRAP" card
**Q&A:** 10 min included in the 45 (speaker manages)
**Backup:** If speaker is late, host does 5-min audience icebreaker

**Transition to next:** Speaker exits → host takes stage → sponsor mention (30 sec) → announce break
---

Transition Scripts

For every transition between sessions:

## Transition Template (30-60 seconds)

"Thank you, [Speaker Name] — [one-sentence recap of their key point].

[Sponsor mention if scheduled: "This next session is brought to you by [Sponsor]"]

Up next, we have [Next Speaker Name], who is going to [one-sentence preview].

[If break: "We'll take a 10-minute break. Be back at [Time]."]
[If no break: "Please welcome [Name]!"]"

Contingency Plans

## If This Happens → Do This

**Speaker is late (5+ min):**
→ Host runs an audience Q&A or icebreaker until speaker arrives
→ If 15+ min late, move to next session and slot the late speaker later

**Tech failure (slides won't load):**
→ Speaker presents without slides (they should be prepared for this)
→ AV tech troubleshoots on backup laptop during the session

**Audio fails:**
→ Switch to backup mic immediately (always have 2 ready)
→ If all audio fails, take a 5-min "tech break" while AV resolves

**Session runs long:**
→ Speaker liaison gives "WRAP NOW" signal
→ Host takes stage at the scheduled end time regardless
→ Shorten next break by the overage amount

**Fire alarm / emergency:**
→ Host directs attendees to exits calmly
→ Stage manager coordinates with venue staff
→ Resume event when cleared, adjust schedule as needed

Phase 4: Polish

1. Pre-Event Distribution

## Who Gets the Run-of-Show
- Stage manager: Full document
- AV tech: Full document + AV-specific notes highlighted
- Host/MC: Full document + transition scripts printed separately
- Speaker liaison: Full document + speaker-specific pages
- Speakers: Their session block only + arrival time + tech check time
- Volunteers: Simplified timeline with their specific assignments

2. Final Checks

## Day-Before Checklist
- [ ] Run-of-show printed for all team members
- [ ] Every speaker confirmed for their time slot
- [ ] All slides and decks loaded and tested
- [ ] Backup mic and laptop available and tested
- [ ] Timing cards printed (15 MIN, 10 MIN, 5 MIN, 2 MIN, WRAP)
- [ ] Contingency plans reviewed with the full team
- [ ] Emergency contact list distributed
- [ ] Venue walkthrough completed

3. Post-Event Notes

Add a notes column to capture real-time adjustments during the event. These become the foundation for the next event's run-of-show.

Example 1: Full-Day Conference Run-of-Show (Excerpt)

| Time | Dur | What | Who | Cues |
|------|-----|------|-----|------|
| 8:00 | 60m | Doors + registration | Reg team | Ambient music |
| 9:00 | 5m | Welcome | MC | Welcome slides |
| 9:05 | 45m | Keynote | Sarah J. | Lapel mic, channel 2 |
| 9:50 | 5m | Sponsor mention + break intro | MC | Sponsor slide |
| 9:55 | 15m | Break | — | Timer on screen |
| 10:10 | 30m | Session A: Email Marketing | Mike R. | Room A, headset mic |
| 10:10 | 30m | Session B: SEO Basics | Lisa T. | Room B, lapel mic |

Example 2: Virtual Event Run-of-Show (Excerpt)

| Time | Dur | What | Who | Cues |
|------|-----|------|-----|------|
| 11:55 | 5m | Speakers join backstage | Producer | Confirm audio/video |
| 12:00 | 3m | Welcome + housekeeping | Host | Share screen: welcome slide |
| 12:03 | 25m | Session 1: [Title] | [Speaker] | Spotlight speaker, enable slides |
| 12:28 | 7m | Q&A | Host + Speaker | Read curated questions from chat |
| 12:35 | 5m | Break | — | BRB slide + music |

Anti-Patterns

• No timing signals for speakers — speakers will always run long without warning cards. Assign someone to signal.
• Missing transitions — dead air between sessions feels unprofessional. Script every transition.
• No contingency plans — something always goes wrong. If the plan does not cover it, the team improvises poorly.
• Too much detail for volunteers — give volunteers a simplified version with only their tasks. The full document overwhelms them.
• Not distributing in advance — the team needs the run-of-show at least 48 hours before the event to prepare.
• Ignoring buffer time — transitions take longer than you think. Build 5-minute buffers between sessions.

Recovery

• Event is tomorrow and no run-of-show exists: Build a simplified version — time, what happens, who. Skip transition scripts and use verbal briefing instead.
• Schedule changes day-of: Update the digital version and announce changes to the team verbally. Printed copies get hand-annotated.
• Speaker cancels last minute: Execute the contingency — extend the previous session Q&A, do an audience activity, or move up the next speaker.
• Team has never used a run-of-show: Walk through it together in the pre-event briefing. Assign one person as the "timekeeper" who calls out the next item 2 minutes before each transition.