What exactly is a “run of show,” and do you really need one?
If you’re planning or producing an event and feeling unsure about how to keep everything on track, I get it.
I’ve been in that spot, scrambling between cues, wondering what’s next, and wishing I had a clearer roadmap.
That’s when I learned the power of a solid run of show. It’s not just a schedule, it’s the spine of any smooth event.
I’ve created and followed dozens of these for live events, virtual productions, and everything in between.
In this blog, I’ll break it down simply: what a run of show is, why it matters, and how to build one that actually works.
If you’re looking for something real, helpful, and easy to follow, you’re in the right place.
What Is a Run of Show?
A Run of Show (ROS) is a detailed, minute-by-minute plan for how an event will unfold. It tells you what’s happening, when it’s happening, and who’s in charge of each part.
Think of it like a behind-the-scenes script or timeline that helps everyone stay on track, whether it’s for a live event, a conference, a performance, or a livestream.
It usually looks like a spreadsheet or table. Every row shows exact times and actions, like when the lights go up, when a speaker starts, or when a video plays. For example:
- 9:00 AM – Lights up
- 9:03 AM – Host walks on stage
- 9:10 AM – Keynote begins
Unlike an agenda that’s made for the audience, a Run of Show is made for your crew.
It includes cues, transitions, equipment needs, and tasks so the event runs smoothly, with no surprises. It’s the glue that holds everything together.
Why You Need a Run of Show
A Run of Show keeps your event running smoothly, from the first cue to the final wrap-up.
It acts like a step-by-step guide, helping every person on your team know exactly what to do and when to do it. With an ROS, everyone stays on the same page, tech crews, speakers, stage managers, and more.
It helps you:
- Spot problems early while planning
- Avoid confusion and last-minute chaos
- Make fast decisions if things change during the event
Without a Run of Show, it’s easy to miss cues, double-book segments, or forget key tasks, leading to stress, missteps, and a disjointed experience.
But with a solid ROS in place, your team feels confident and your event flows the way it should: clear, organized, and professional. It’s one of the most useful tools you can have on event day.
Key Elements to Include in a Run of Show
A strong Run of Show brings clarity, timing, and structure to your event. Here’s what you should include to make sure every detail, onstage and behind the scenes, is fully covered and easy to follow:
1. Event Information
Include the event name, date, time, and venue to set the context. Clearly state the event’s purpose or theme so everyone aligns with the vision.
Add contact details for the event manager and key team members. This makes it easy to resolve issues quickly during setup or showtime.
2. Precise Timeline
Break down the event in a minute-by-minute format. List exact start times and how long each segment should last.
This structure helps keep everything on track and avoids overruns. Add small buffer windows to handle natural delays without stress.
3. Segments and Activities
List each activity, like speeches, videos, performances, and breaks. Give a short description so everyone knows what’s happening and why.
Call out transitions between segments to keep the energy smooth. This helps your team stay one step ahead.
4. Roles and Responsibilities
Clearly identify who’s doing what, from speakers and emcees to AV crew and stagehands. Assign tasks to individuals or teams, so there’s no overlap or confusion.
Share contact info or headset channels for easy check-ins. Clear roles equal smoother flow.
5. Technical Details
List all audio and visual needs: lighting changes, mic setups, video cues, screen displays, and more. Match these with exact timings so the tech team knows when to act.
Flag any special gear or backup systems you’re using. These details help prevent last-minute tech problems.
6. Logistics
Describe the setup: stage layout, seating, green rooms, backstage flow, etc. Note how and when presenters move on and off stage.
Include equipment setup, load-in/load-out times, and crew access. Solid logistics planning keeps the day running without bumps.
7. Communication Cues
Add any scripts, intro lines, or transition prompts for hosts and announcers. Include visual or verbal signals for timing, like cue cards, light changes, or headset calls.
These help everyone stay in sync. When cues are clear, the event feels polished and professional.
8. Contingency Plans
Prepare for things that might go wrong, AV glitches, delayed speakers, power issues, or weather changes. Note your backup plans, such as alternate segments or emergency contacts.
Make sure your team knows the drill. This helps reduce panic and keeps the event moving.
9. Sponsor, Partner, and VIP Details
List any sponsors, partners, or VIP guests who are part of the event. Include when and how they’ll be mentioned, what branding needs to show, or if they’re speaking.
Flag any special needs like reserved seating or photo moments. This ensures they’re honored and things run smoothly.
How to Create a Run of Show (Step-by-Step)
Creating a Run of Show doesn’t have to be complicated. Follow these clear steps to build a timeline that keeps your event organized, on time, and stress-free.
1. Identify Your Event’s Key Highlights
Start by outlining the most important moments, like a keynote, product demo, performance, or award segment.
For each one, clarify its purpose, the person in charge, and the tools or equipment it needs. These highlights will shape the overall flow of your event.
2. Set Priorities and Build a Timeline
Break your event into manageable segments and map them on a clear, detailed timeline. Assign exact start and end times, using minute-by-minute precision.
Don’t forget to add buffer time for transitions or minor delays; this keeps things moving without pressure.
3. Assign Roles and Responsibilities
Assign each task or segment to a specific person or team.
Make sure everyone knows what they’re responsible for and how to reach one another during the event. Clear ownership helps avoid confusion and delays.
4. Add Technical Cues and Detailed Instructions
Include all AV needs, lighting changes, mic setups, screen switches, and backup plans.
Add clear notes on who triggers each cue and when. Well-documented instructions are key to smooth technical execution.
5. Collaborate with Your Team and Refine the Draft
Share your draft Run of Show with the full team and walk through it together. Invite honest feedback to catch anything you may have missed.
Open communication early on helps fix problems before they become real issues. Update the ROS as needed until everyone is on the same page.
6. Conduct a Rehearsal or Full Walkthrough
Run a complete mock event using your ROS, tech, speakers, transitions, everything. This lets you test timing, fix unclear steps, and identify potential hiccups.
Collect input from everyone involved and make changes where needed. A solid rehearsal builds trust and momentum for the real day.
7. Finalize and Distribute the Run of Show
Once complete, share the final version with everyone who needs it. Use a digital format (like Google Sheets or an app) for live edits during the event.
Make sure your team knows where to find it and how to use it. Having it handy keeps everyone focused and reduces day-of confusion.
Sample Run of Show Template
Let’s see what a simple example of a Run of Show (ROS) might look like. This type of template is usually laid out in a spreadsheet or table format to track timing, roles, cues, and logistics, all in one place.
| Time | Segment/Activity | Description | Lead Person | Technical Cues | Location / Notes |
|---|---|---|---|---|---|
| 9:00 AM | Venue Opens | Guests arrive, registration begins | Event Coordinator | Lobby lights on | Lobby entrance |
| 9:30 AM | Welcome & Opening | Host welcomes audience, shares agenda | Host | House lights fade to 70% | Main stage |
| 9:35 AM | Keynote Speech | CEO delivers opening keynote | CEO | Mic on, spotlight on speaker | Main stage |
| 10:00 AM | Video Presentation | Corporate video plays | AV Technician | Play video, dim lights | Main stage |
| 10:10 AM | Panel Discussion | Industry panel discussion | Moderator | Mic check, lights steady | Main stage |
| 11:00 AM | Break | Refreshments and informal networking | Catering Manager | Lights up | Break area |
| 11:15 AM | Workshop Session 1 | Breakout sessions in small groups | Workshop Facilitators | Audio setup in each room | Assigned breakout rooms |
| 12:00 PM | Networking Lunch | Open lunch and networking | Event Staff | Dining lights on | Dining area |
| 1:00 PM | Closing Remarks | Host wraps up event and gives thanks | Host | Mic on | Main stage |
| 1:15 PM | Event Ends | Guests depart, tear-down begins | Event Coordinator | Lights up, music fades in | Entire venue |
This template keeps your entire team aligned in real time. You can add more columns, like duration, backup plans, or contact info, depending on your event’s complexity.
Free Run of Show Templates and Tools
If you’re looking for ready-made tools to build your Run of Show, there are some great free options to help you plan, organize, and execute your event with confidence.
- Edit.org: Offers free, editable run-of-show templates you can customize online with times, roles, and technical cues. You can export your file as JPG, PNG, or PDF for digital or print use. Ideal for visual planners who want clean, branded layouts.
- Elev8.la: Provides a free Google Sheets ROS template commonly used for weddings, conferences, and festivals. Includes color-coding suggestions and communication tips to keep teams in sync.
- SpotMe.com: Offers a robust template for Excel and Google Sheets, with columns for activities, timing, speakers, AV cues, and notes. Great for virtual, hybrid, or in-person events.
- TemplateArchive.com: Features downloadable Word and Excel templates designed for production-heavy events. Most layouts use a landscape format with columns for time, item number, cues, and assigned roles.
- Eventbrite.com: Includes a downloadable Run of Show template along with helpful planning guides and checklists. A solid starting point for first-time planners.
- Hopin.com: Provides a flexible, editable ROS template ideal for virtual and hybrid events. Helps teams stay coordinated behind the scenes in real time.
- ClickUp.com: Lists several templates for Excel and within the ClickUp platform. Includes minute-by-minute breakdowns, best suited for planners managing complex events digitally.
- Canva.com: While not a ROS tool specifically, Canva offers professionally designed event program templates. These can serve as polished, attendee-facing versions of your schedule.
Most of these tools are easy to edit, download, and share with your team. Pick one that matches your event type and planning style, whether that’s a spreadsheet, checklist, or visual format.
Run of Show vs Event Agenda vs Production Schedule
Not all event planning documents serve the same purpose. Let’s see a simple table comparing the Run of Show, Event Agenda, and Production Schedule, so you can understand when and how to use each one:
| Aspect | Run of Show (ROS) | Event Agenda | Production Schedule |
|---|---|---|---|
| Purpose | Detailed plan for event flow, cues, and responsibilities | High-level timeline for attendees | Breakdown of crew tasks and setup timelines |
| Audience | Internal: staff, crew, and technical teams | External: guests, attendees, and stakeholders | Internal: production and technical teams |
| Level of Detail | Very detailed: timing, tech cues, roles, transitions | Basic: sessions, speakers, and general timings | Task-specific: who does what, and when |
| Content Focus | Tech needs, roles, transitions, backup plans | Event highlights and main segments | Crew instructions, setup steps, and backstage timing |
| Format | Spreadsheet or timeline with multiple columns | Simple list or PDF with blocks of time | Checklist or schedule showing hourly tasks |
| Timing | Minute-by-minute or cue-based | Broad time blocks (e.g., 10:00 AM – 11:00 AM keynote) | Hourly or by specific task/event phase |
| Use Case | Used live to coordinate the entire production | Shared to inform attendees of what to expect | Used by the crew to set up, execute, and strike the event |
In short, the Run of Show is your real-time internal script, the Event Agenda is what your audience sees, and the Production Schedule is your crew’s to-do list before and during the event.
Conclusion
Planning an event without a clear structure can lead to missed cues, stressed teams, and disorganized execution.
That’s why you searched for a better way to keep everything on track, and I hope this guide gave you exactly that.
Now you know what a Run of Show is, how to build one, and where to find free tools and templates to help.
I’ve seen firsthand how much smoother things run with a solid ROS in place. It keeps everyone aligned, reduces last-minute chaos, and gives your team confidence from start to finish.
I built this guide to make the process feel less overwhelming and more doable. Use what makes sense for your event, adapt it as you go, and keep it simple.
