When it comes to putting on successful events, proper planning half the battle, which is why creating a Run of Show is essential for any event planner. Also known as a show flow, cue sheet, or a cue-to-cue (Q2Q), a Run of Show is an item-by-item sequence of actions that will happen during an event. This is different than a published program or agenda that event attendees may be privy to; while the program will identify the order in which people are speaking or performing, the Run of Show is a more detailed outline that identifies what each department, and each person involved in the event, should be doing and at what time. Think of it as a master document that explains everything that goes on behind-the-scenes, from set-up to tear-down.
Creating a Run of Show
There are five main things to think about when creating an event planning Run of Show. Taking care of these considerations in advance can provide event planning peace of mind and help you put on a flawless show!
Contact List
One of the first things you want to do when creating a Run of Show is to make a contact list. This should include the phone numbers of everyone involved: the presenters/speakers, the audiovisual company and members of the AV crew (especially the project manager/technical director), the catering company, etc. This way, if someone fails to show up, you can start making calls to find out where they are.
You may also want to consider a list of backups; for example, say your keynote speaker gets delayed at the airport; who can go on in his or her place? It’s not an ideal scenario, but preparation with a Run of Show can help make the best of a bad situation.
Flow
A Run of Show helps event planners establish a cohesive order to the proceedings. For example, at a corporate meeting, you don’t want sales talking about the results of a marketing campaign, and then have marketing come on to present the components of the campaign. Or, if one presenter is delivering a downbeat message, you probably don’t want to follow it up with a comedian; you always want a good segue from one person to the next.
When determining the flow, always 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 up, could you rearrange the order of presenters? These are all questions that should be addressed in the Run of Show flow.
Timing Considerations
Timing for presenters and speakers should also be recorded and shared with them. It is important that each person understands and follows the timeframe they are given for their portion of the event. If someone gets off-topic or rambles on too long, the audience will lose interest and it can throw the rest of the event off, forcing follow-up speakers to cut their presentation short. 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 (confidence monitors with a speaker timer that only the presenter can see can also be employed to keep them on track).
Technical Considerations
The Run of Show should also include technical elements, such as audiovisual checks to ensure sound and lighting are all set before the guests arrive. Technical cues 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 (I still remember watching in horror as the wrong track came on during a lip-syncing Ashlee Simpson’s Saturday Night Live performance years ago; the mortified singer hoedowned her way off stage due to the snafu).
Set-Up & Tear-Down Considerations
Specifying times for set-up and tear-down, and everything they entail, should also be included. A Few examples:
- What time should the tables and chairs be set up, and when should they be broken down?
- What time should valet parking employees be standing by outside?
- What time should the bar be set-up and stocked by, and when does it close?
- What time should the photographer set up?
These are just a few considerations to get you thinking. And remember, going over allotted time frame could result in the venue charging you more for the space, with additional penalties if you’re working with union labor and fail to comply with their very strict work hour timeframes.
Need Help Creating a Run of Show?
Event management for conferences, presentations, concerts, conferences, weddings—anything, really— needs to be a priority. A properly drawn-up Run of Show can be an event planner’s best friend, helping ensure every event goes off without hitch! If you’re going to be hosting an event and need help, contact the experts at One Way Event Productions. We can set you up with the best audiovisual equipment, help you put together a flawless Run of Show, and much more. And, be sure to subscribe to our blog—we’ll be highlighting some Run of Show software and providing a Run of Show template soon!