What is a run of show and do I need one?
A Run of Show is an indispensable document for event planners overseeing complex performances or presentations. Unlike a standard program, it serves as a comprehensive guide detailing backstage actions, precise timings, presentation flow, and technical aspects. Essentially, it acts as a backstage action plan that creates a seamless flow for the program.
It's important to note that a run of show differs from a run sheet. While a run sheet encompasses the overall event setup and teardown tasks, including stage installation, furniture set-up, signage installation and so on, the run of show focuses on the specific actions for performances or presentations.
What is a run of show?
The run of show is an item-by-item sequence of actions that will happen during an event. This is also different from the published program or agenda that event attendees will receive. While the published public program will identify the order in which people are speaking or performing, the run of show is a more detailed outline that identifies the specific actions of each person or role in the making of the event. Think of the run of show as a master document that explains everything that goes on back stage, from set-up to tear-down.
RACHELLA SAYS
A run of show is an essential roadmap for event planners with details performances or presentations at their event. It’s basically a backstage guide to timings, flow, and technical aspects, ensuring a seamless event program delivery.
5 things to think about when creating a run of show.
There are five main things to think about when creating an event planning run of show. Addressing these considerations ahead of time can give event planners a sense of reassurance and contribute to presenting a flawless show!
Contact list.
Flow.
Timing considerations.
Technical considerations.
Set-up and tear-down considerations.
A run of show is basically an action plan for backstage.
Contact list
Putting together a contact list is one of the initial steps in creating a run of show. This list should have contact numbers for everyone involved - presenters/ performers, AV team (lighting and audio), project manager/technical director, and more. This comes in handy if someone is a no-show; you can quickly reach out to track them down. Also, think about having backup options for both performers and event crew. For instance, if your main speaker is stuck at the airport, who can step in? While not ideal, having a backup plan can salvage tough situations.
You should ALWAYS ask them for:
Full name (and as they would like it pronounced)
Mobile number
Performance details
Technical specifications and requirements of their set-up
Flow
When determining the order of the event program, always think about how it will flow. Ask who’s on first, second, and third? Who will wrap things up at the end in an impactful way? Will there be a breakfast, lunch, or dinner, an intermission, or breaks? If someone isn’t prepared when they’re scheduled to be on, could you rearrange the order of presenters? These are all questions that should be addressed in the run of show flow.
A Run of Show plays a crucial role in giving events a smooth structure. As an example imagine this: you wouldn’t schedule the headline act of a music concert to play immediately before the support act - it doesn’t make sense! We all know the flow of a music concert builds from a small opening act to the peak experience of the headline.
Timing considerations
Timing is of the essence. Ensuring presenters and speakers have clear time allocations is crucial. When each person sticks to their designated timeframe, the event maintains its momentum and audience engagement. It is important that each person understands and follows the timeframe they are given for their portion of the program. If someone gets off-topic or rambles on too long, the audience may lose interest and it can throw the rest of the event off course. This is why events such as the Oscars will “play people off stage,” using a swelling orchestral overture to let award recipients know it’s time to wrap it up.
Technical considerations
The run of show should also include technical elements. This includes timing of audiovisual checks, technical specifications of performers and technical requirements of presenters. Detailed technical specifications will ensure sound and lighting are correct and set before your audience arrive. Technical cues for during the event itself should also be detailed on the run of show agenda. Music, videos, slideshows, and other elements of AV will likely need to be cued up and ready to go at the right time. 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.
Set-up and tear-down considerations
Lastly, remember the setup and packing-up specifics. Though not as detailed as the run sheet, we cover some setup tasks in the run of show. Include crucial actions for stage or performance prep, like arranging lighting, doing sound checks, and rehearsals, plus loading in for the band, and such. Here are some examples:
When will the band arrive?
What time is each sound check and rehearsal on stage?
How long will AV require to set-up?
When will doors open and the audience or guests arrive?
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!
Wrap up.
A Run of Show is an indispensable document for event planners overseeing complex performances or presentations. Unlike a standard program, it serves as a comprehensive guide detailing backstage actions, precise timings, presentation flow, and technical aspects. Essentially, it acts as a backstage action plan that creates a seamless flow for the program.
While not as detailed as the run sheet, the run of show sets the stage for seamless performance. Every detail counts: when the band arrives, sound checks, AV setup, and audience entry—all play a crucial role in the event's smooth execution. The run of show sets you up to deliver a successful event that resonates long after the curtains close.
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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