Event run of show template
Without a thorough run of show, things can easily go haywire! Our recent blog post, 'What is a run of show and do I need one?' emphasised the significance of having a run of show for any event, whether it's a small business gathering or a grand outdoor concert.
The run of show is an important document for event planners with performances or presentations. Unlike a standard event program, it serves as a detailed action plan for backstage with precise program timings, presentation flow, and technical aspects. Essentially, it acts as a backstage and onstage schedule that creates a seamless flow for the program.
To gain a better understanding of how one works, we’ve created a sample run of show. Let’s look at it now.
Run of show template
If you’re developing an event run of show for the first time, you might be unsure of where to start; and if you’ve developed one in the past and the event still encountered issues, you may be looking for some expert help! That’s because without a highly-detailed run of show, things can easily go off the rails.
Let's consider a scenario. Your event has a dynamic panel discussion followed by breakout sessions. Without a solid run of show, chaos could creep in. Attendees might be left waiting while panelists scramble to get situated, tech glitches might hamper the presentations, and breakout sessions start late due to disorganisation of your team. In contract, a well-planned run of show would mean panelists are prepped ahead of time, AV checks are in place, and breakout sessions kick off seamlessly, keeping attendees engaged and the event on track.
Sample run of show
Now, rather than go into detail about each element of a run of show template, we thought it’d be easier to simply provide a sample run of show in an excel spreadsheet that you can use as the basis for creating your own and understanding what they may consist of.
Sample run of show template from our Event Run Sheet Template Bundle.
Depending on the type of event you’re hosting, your run of show won’t need some of these elements, or it may need additional elements added. Be sure to include setup and teardown details, and a notes section to the right of your spreadsheet. However, along with a page that includes the contact information with all parties involved, almost all show flows should include:
Start Time
Duration
Element/Activity
Cue
Presenter
Visuals
Audio
Lighting
Remember to allocate a section for detailed notes. Additionally, make sure to incorporate any specific setup and tear-down instructions both before and after the event.
RACHELLA SAYS
One of the most uncomfortable things for a presenter is to take the stage only to discover that the supporting audiovisual they were expecting is not ready, or worse, is incorrect! A run of show will keep your attendees engaged and the event on track.
Need help creating a run of show?
Whether it's conferences, presentations, weddings, or concerts, quality event management is key. At Event Kit, we're your trusted partner in event planning. We offer top-notch templates, expert guidance for creating a seamless run of show, and more. Don't forget to subscribe to our blog for additional scheduling templates and insights!
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