The Ultimate Run of Show Template for Your Events
Have you ever wondered what keeps an event running smoothly, minute by minute? Enter the Run of Show, a detailed plan that outlines every aspect of an event's timeline. While it might sound similar to an event agenda, the Run of Show dives much deeper, covering all the behind-the-scenes details that ensure a flawless experience for attendees. If you’re new to this concept, don’t worry—this guide will walk you through everything you need to know to create one like a pro.
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What is a Run of Show?
A Run of Show is your ultimate roadmap to event success. Event planning is full of twists and turns, and without a clear guide, you risk getting lost in the chaos. Think of the Run of Show as your lifeline: a detailed guide that outlines the what, when, who, and where of your event.
This minute-by-minute document covers every second from start to finish, ensuring everything stays on track and runs smoothly behind the scenes. It’s designed specifically for event organizers. Not to be confused with an event agenda!
Picture this: You’re organizing a birthday extravaganza. The event Run of Show would include when each activity happens, when the food is served, and when the cake is cut. Every detail is meticulously documented to eliminate confusion and create a seamless experience.
Importance of a Run of Show
Planning an event—whether virtual or in-person—is no easy feat. Event organizers juggle countless details, and sticky notes just won’t cut it when chaos looms. Enter the Run of Show: your essential tool to tame the event planning storm.
With a well-structured Run of Show document, you can:
- Coordinate effectively with your team by ensuring everyone is aligned.
- Provide a clear timeline and structure for the event.
- Proactively handle potential risks before they become problems.
- Deliver a seamless experience that attendees will appreciate.
In short, it’s your ticket to stop wasting time, energy, and money scrambling for solutions. Instead, you’ll have a clear, actionable plan to guide every step of your event.
How to Create a Run of Show
Now that you know what Run of Show is, let’s get into how you can create a Run of Show document.
1. Identify Your Event’s Key Highlights
Begin by outlining the major moments of your event—the milestones that define its success. These could include keynote speeches, product launches, or special performances. Think about what makes your event memorable and list these “wow” moments. For each highlight, identify:
- The goal of the activity.
- What resources or tools are needed (e.g., AV equipment, props, or slides).
- Specific team members responsible for its execution.
2. Set Task Priorities
With your key highlights in mind, focus on sequencing tasks logically. Trying to tackle everything simultaneously leads to confusion. Instead:
- Break down larger tasks into smaller, actionable steps.
- Determine dependencies (e.g., the stage needs to be set before rehearsals).
- Use a timeline to map out when each task must be completed.
For example, if you’re hosting a virtual panel discussion, preparing speaker bios and slides may need to happen before tech setup.
3. Assign Roles and Responsibilities
Every task in the Run of Show needs an owner. Assign clear roles to team members, and ensure they know:
- Their responsibilities.
- Deadlines for their tasks.
- Who to communicate with if they face challenges.
Pro Tip: Use a collaborative tool, like Google Sheets or a project management app, to track responsibilities and updates in real-time.
4. Gather Your Team for Collaboration
Once your initial Run of Show document is ready, host a team meeting to review it. Share the document with everyone involved, and discuss:
- Potential challenges or conflicts in the timeline.
- Suggestions for improvement from team members.
- Contingency plans for unforeseen circumstances.
This step ensures everyone is aligned and prepared to execute their part without any hassle.
5. Conduct a Test Run
A dry run is critical for spotting issues before the event. During your test run:
- Walk through the entire Run of Show, minute by minute.
- Test all technical equipment and platforms (e.g., microphones, projectors, or virtual event tools).
- Simulate key activities, like transitions between speakers or performances.
Address any gaps or concerns that arise, and update your Run of Show format accordingly.
Best Practices for a Flawless Run of Show
You’ve got the basics of creating a Run of Show—amazing! But let’s kick it up a notch. These tips will help you craft a seamless, foolproof plan that has your event running so smoothly, it’ll feel like you’re orchestrating a symphony.
1. Teamwork Makes the Dream Work
The first rule of a flawless Run of Show? Collaboration. Get your key stakeholders involved from the start, your tech wizards, food catering champs, and anyone else who plays a critical role. Not only will this give you a clearer picture of what needs to be done, but it’ll also help you spot potential hiccups before they become full-blown headaches.
Pro Tip: Schedule a brainstorming session early to outline the big moments and assign initial tasks.
2. Color-Coding Is Your New Best Friend
Nobody wants to scroll through endless rows of text when the pressure is on. Add a splash of color and make your Run of Show visually intuitive.
- Green: Breaks or downtime (a.k.a. relax and reset).
- Red: Critical tasks (don’t miss these!).
- Yellow: Transitions or moments where extra caution is needed.
Throw in some fun icons or symbols to keep things lively and super easy to scan. It’s like giving your team a cheat sheet they’ll actually want to use!
3. Plan for Extra Time Buffers
No matter how well you plan, the unexpected will happen, someone’s mic will cut out, or a speaker might go over time. Add buffer zones between activities to absorb these delays without derailing your schedule. For example, if a session is planned for 30 minutes, block off 40. It’s not wasted time; it’s your safety net.
Pro Tip: Use these extra minutes to reset the stage, grab a quick coffee, or breathe!
4. Keep It Fresh and Updated
A static Run of Show can limit your event’s potential. To keep everything on track and adaptable, assign someone to update it in real-time during the event. They’ll handle real-time adjustments, like timing changes or last-minute speaker swaps, and ensure the whole team is in the loop.
Bonus: Use tools like cloud-based docs (hello, Google Sheets!) so updates sync instantly for everyone.
5. Use Tech to Work Smarter, Not Harder
Sure, you can build a Run of Show from scratch, but why reinvent the wheel? Tools like Google Sheets work well for collaboration, but if you want to save even more time, you’ve got to try Remo’s AI Run of Show Generator.
- It’s fast.
- It’s intuitive.
- It gives you a professional, polished Run of Show document in minutes.
Imagine starting with a ready-to-go framework that you just tweak to fit your event because honestly, you’ve got bigger things to focus on. Let Remo’s tool be the Robin to your Batman, the macaroni to your cheese, the...you get it.
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By following these best practices, you’re not just creating a Run of Show, you’re building the backbone of an unforgettable event. With a little teamwork, planning, and the right tools (hint: Remo’s generator), your event is set to run like clockwork.
Your Free Run of Show Template
To help you kick-start your event planning journey, we’re offering a free, ready-to-use Run of Show template. Here’s what makes it awesome:
What’s Included in the Template?
- Pre-Built Columns: Everything you need is already set up—time slots, activity details, roles, location, technical needs, and even a space for contingency plans.
- Fully Customizable: Whether you’re organizing a virtual event, a conference, or a birthday party, this template can be tailored to your specific needs. Add, remove, or edit columns to make it your own.
Get the Run of Show Template Now!
👉 Download the Free Run of Show Template
Click the link to open the run of show template for events in Google Sheets, where you can save a copy to your own Google Drive or download it as an Excel file for offline use.
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Bonus: Converting Figma Templates to Google Sheets
Already have a Run of Show design in Figma but need the flexibility of Google Sheets? Here’s how to do it:
- Export the Data from Figma: If your Figma template includes tables, export the data or manually copy the fields into a spreadsheet format.
- Import into Google Sheets: Open Google Sheets, and paste the data into a blank sheet.
- Format to Match Your Needs: Adjust the columns, add colors, and style it to match your original design.
- Share and Collaborate: Google Sheets makes it easy to share with your team and update in real-time during your event.
With this template and a little know-how, you’ll have a Run of Show document that’s not only professional but also practical.
Want to Know More About Remo’s AI Run of Show Generator?
We all know that Remo is a trailblazer in the virtual events space, offering everything you need to create spectacular online experiences. And now, with the power of AI, things just got even better!
Say hello to Remo’s AI Run of Show Generator, your ultimate sidekick for creating flawless event schedules. This tool takes the guesswork out of planning by delivering a fully customized Run of Show template in seconds.
How Does It Work?
All you need to do is provide a few details, like:
- Event Location (virtual, hybrid, or in-person).
- Event Type (conference, webinar, networking session, etc.).
- Your Main Target Audience (e.g., tech professionals, educators).
- The Event’s Main Goal (product launch, knowledge sharing, etc.).
- Attendee and Speaker Details (names, roles, time slots).
Once you input these, voila!—the AI gets to work. In just a few seconds, you’ll have a polished, professional Run of Show document tailored to your specific event.
Why You’ll Love It
- Saves hours of planning time.
- Reduces stress by automating complex scheduling.
- Keeps everything organized and on track.
- Ensures your event looks and feels professional from start to finish.
With Remo’s AI Run of Show Generator, planning virtual events is no longer a chore, it’s a breeze. So, why not give it a try and see the magic for yourself?
Ready to Create Your Custom Run of Show Template?
Run of Show templates are the secret ingredient that keeps event planners organized and stress-free. Think of them as your roadmap—no one wants to feel like a ship lost at sea, right? A clear plan is what keeps everything sailing smoothly.
Download your free Run of Show template today and try out Remo’s AI Run of Show Generator for a truly custom experience. If you’re curious about all the other amazing features Remo has to offer, book a demo with our team, and they’ll guide you through it all!
Frequently Asked Questions About Run of Show
- What is a Run of Show?
A Run of Show is a detailed timeline that outlines every activity, task, and responsibility for an event. It serves as a roadmap to ensure the event runs smoothly, from start to finish. Think of it as your backstage pass to flawless event coordination.
- How to Create a Run of Show
To create a Run of Show, first list all the key activities and events in your schedule. Then, assign times, responsible individuals, and specific locations or platforms. Make sure to include contingency plans for unexpected changes and keep it flexible for real-time updates.
- What is a Run of Show Template?
A Run of Show template is a pre-structured document designed to help organize event schedules. It includes sections like time, activity, roles, and technical needs, allowing event planners to quickly customize and streamline their planning process.
Zainab Asad
Zainab Asad is a Content Writer at Remo, contributing to the platform's mission of fostering authentic virtual connections. With a keen eye for detail and a passion for effective communication, she crafts engaging content that empowers event professionals to create memorable virtual experiences.
