A run of show template is the delivery team's timed instruction sheet. Each row states what happens, when it starts, how long it lasts, who owns it and what cues or dependencies make it work. The example below includes preparation and transitions as well as sessions, so the people running a corporate event can work from one operational schedule.
An attendee agenda says “leadership update at 10:00”. A run of show also says who brings the speaker on, which slides are ready and who decides what happens if the session overruns.
Copy this run of show template
This is an illustrative half-day meeting. Replace the timings after walking through the actual venue and programme.
| Time | Duration | Action | Owner | Cue or dependency |
|---|---|---|---|---|
| 08:00 | 30 min | Venue and supplier access | Event lead | Venue confirms access; AV team starts checks |
| 08:30 | 20 min | Speaker and slide check | Producer | Correct deck version; backup laptop available |
| 08:50 | 10 min | Team briefing | Event lead | Confirm contacts, changes and escalation owner |
| 09:00 | 30 min | Guest arrival | Guest lead | Check-in team in position; refreshments ready |
| 09:30 | 10 min | Welcome and practical information | Host | Producer confirms microphone and screen ready |
| 09:40 | 40 min | Business update and questions | Session owner | Host introduces speaker; timekeeper gives agreed cues |
| 10:20 | 15 min | Break and room transition | Floor lead | Catering ready; breakout rooms checked |
| 10:35 | 50 min | Workstream discussions | Facilitators | Groups know rooms; note takers have decision format |
| 11:25 | 10 min | Regroup | Floor lead | Facilitators release groups together |
| 11:35 | 35 min | Decisions and ownership | Meeting chair | Capture action, owner and deadline |
| 12:10 | 20 min | Close and departures | Host and guest lead | Share next steps; transport arrangements confirmed |
For a larger production, add location, technical channel, asset filename and a fallback column. Keep the version date and the person authorised to issue changes at the top.
Write cues as actions
“AV ready” is hard to act on. “Producer confirms deck v3 on the presentation laptop before doors open” identifies a person, an object and a deadline.
Use the same approach for room changes. The catering lead needs the service time and a signal when delegates are released; the host needs to know whether a late session changes the break. A schedule becomes useful when each dependency has an owner.
Keep the agenda and run of show connected
The team offsite agenda template helps decide what belongs in the programme. Once that is agreed, translate each session into operational steps: room setup, arrival, introduction, content, questions, transition and reset.
Do not put internal supplier phone numbers or technical notes in the attendee version. Publish a simpler agenda for guests while keeping the delivery instructions with the team who need them.
Agree the overrun rule before the first session
Identify which items can shorten and which must stay fixed. A departure transfer, venue access limit or meal service may constrain everything around it. Name the person who can change the order and explain how the team receives an update.
For example, if a presentation runs ten minutes late, the meeting chair might shorten the following discussion while preserving the agreed break and departure time. That is a planning choice for this event, not a universal rule to apply automatically.
Record the decision once. Sending different revisions to the host, AV operator and floor lead creates a schedule that no longer exists in any single place.
Rehearse the handovers
Walk the schedule with the host, venue contact and relevant suppliers. Check room names, travel time between spaces, deck filenames and who covers an absent colleague. Test the communication route the team will actually use on the day.
Keep service disruption actions in an event contingency plan. That plan supports the run of show; the venue's safety procedures still govern emergencies.
Comtev includes a Run of show workspace alongside Tasks, Guests and Budget. Explore the corporate event workflow to see how the delivery schedule fits with the wider planning work.
FAQs
What is the difference between an agenda and a run of show?
An agenda describes the programme for attendees. A run of show adds operational timings, owners, cues, transitions and dependencies for the people delivering it.
Who owns the run of show?
Name one event lead or producer as the owner of the current version. Session and supplier leads contribute details, but changes should be issued through that owner.
Does a run of show need exact timings?
Use scheduled start times and durations, then agree which items can move. Timings are a coordination tool; the team also needs a clear process for dealing with overruns.