How to Create a Run of Show: Step-by-Step Guide for Event Planners

A run of show is a detailed, minute-by-minute document that maps out every element of a live event, from the first door opening to the final lights-down. It serves as the master reference for your entire production team, listing each segment's timing, responsible person, AV cues, and notes so that everyone operates from a single source of truth.

What Is a Run of Show?

Sometimes called an event rundown or show flow, a run of show goes far beyond a simple agenda. While an agenda tells attendees what happens and when, a run of show tells your production team how it happens. It includes technical cues, transition details, backup plans, and the specific person responsible for every action.

Think of it as the difference between a movie script and a behind-the-scenes production schedule. Your audience sees the polished result; your crew needs the full picture.

Step 1: List Every Segment of Your Event

Start by writing down every block of time in your event, no matter how small:

Pre-show activities: Doors open, registration, background music, house lights.
Opening: Welcome remarks, housekeeping announcements, sponsor acknowledgments.
Main content: Keynotes, panels, breakout sessions, workshops.
Transitions: Stage changes, speaker introductions, video playback between segments.
Breaks: Coffee breaks, lunch, networking time.
Closing: Final remarks, calls to action, outro music, house lights up.

Do not skip the small moments. Transitions and breaks are where events most often fall apart.

Step 2: Add Timing to Each Segment

For every segment, record the following:

Start time: The exact clock time this segment begins (e.g., 09:00 AM).
Duration: How long this segment lasts (e.g., 15 minutes).
End time: When this segment must be finished.

Be realistic with your timing. A common mistake is scheduling back-to-back segments with no buffer. Build in at least 5 minutes of transition time between major blocks, and add a 10-15 minute buffer every two hours for schedule recovery.

Step 3: Assign Roles and Responsibilities

Each line in your run of show should identify who is responsible:

On-stage talent: The speaker, moderator, or performer for this segment.
Stage manager: Who is cueing the start and managing timing.
AV technician: Who is handling slides, video, audio, and lighting changes.
Timekeeper: Who is running the countdown timer and signaling the speaker.

When everyone sees their name next to a specific task, there is no ambiguity about who does what.

Step 4: Include Technical Cues

For each segment, note the technical requirements:

Audio: Microphone type (handheld, lapel, headset), music cues, sound effects.
Video: Slide deck source (speaker laptop, house computer), video playback files, camera switches.
Lighting: Stage lighting presets, house light levels, spotlight cues.
Props and staging: Podium placement, chair setup for panels, demo equipment.

Write these cues in the order they happen. Your AV team should be able to read the run of show top to bottom and know exactly what to do without asking questions.

Step 5: Add Notes and Contingencies

The notes column is where your run of show becomes truly useful:

Backup plans: "If speaker is late, extend networking by 10 minutes."
Special instructions: "Do not start countdown until speaker finishes the demo."
Dependencies: "This segment cannot start until the live stream is confirmed."
Contact information: Direct phone numbers for key people, not just names.

Common Mistakes to Avoid

Many event planners learn these lessons the hard way:

Too vague: "Morning sessions" is not a run of show entry. Every segment needs a specific start time and owner.
No buffer time: Scheduling every minute with zero slack guarantees you will fall behind.
Outdated versions: If you update the run of show, make sure every team member gets the latest version. Version-control your document.
Ignoring rehearsal: Walk through the run of show with your full team at least once before the event. Reading it aloud reveals gaps that look fine on paper.
Single point of failure: If only one person has the run of show, you are one lost phone away from chaos. Share it widely.

Digital vs. Paper Rundowns

Both formats have their place:

Paper rundowns work well for small events where the stage manager wants a quick physical reference. Print on colored paper so it stands out in a stack of documents.

Digital rundowns are better for larger events and distributed teams. Spreadsheets, shared documents, and dedicated tools like XTimer.app let multiple team members view the schedule in real time. Digital tools also make it easy to update timing on the fly and sync countdown timers directly to your rundown.

The best approach for most events is both: a digital master document that everyone can access, plus printed copies at key positions like the stage manager desk and AV booth.

Tips for Live Event Execution

Once your run of show is built, follow these practices on event day:

Hold a production meeting 30-60 minutes before doors open. Walk through the entire run of show with all crew.
Designate a timekeeper who tracks schedule drift and communicates adjustments to the stage manager.
Use visible timers so speakers can self-manage their time without relying on hand signals.
Mark the current segment on your run of show as the event progresses so anyone glancing at the document knows where you are.
Debrief after the event. Compare your planned run of show to what actually happened and use the data to improve next time.

Conclusion

A well-crafted run of show is the backbone of any successful event. It transforms a loose agenda into an actionable production plan that keeps your team aligned and your event running smoothly. Start with your segment list, layer in timing and responsibilities, add technical cues, and rehearse the whole thing before showtime.

The time you invest in building a thorough run of show pays back many times over when your event runs without a hitch.