Run of Show Template for Live Events (With Examples)

A run of show (ROS) is the master document that keeps every person on your production team coordinated from the first load-in to the final wrap. It's the single source of truth for what happens, when it happens, who is responsible, and what the technical requirements are.

Done well, a run of show eliminates the need for constant radio check-ins. Done poorly — or done on a static spreadsheet — it creates the coordination problems it was supposed to solve.

What Is a Run of Show?

A run of show is a chronological breakdown of every element in an event. Unlike a simple agenda handed to attendees, the ROS is an internal operations document — it includes technical cues, responsible parties, room assignments, AV requirements, and timing down to the minute.

It answers:

What is happening right now?

What is happening next?

Who needs to be where?

What does AV need to do at each transition?

What changes if something runs long?

What to Include in a Run of Show

Session Information

Session title — the name as it appears on the schedule

Room / stage — which space it's in

Planned start time — when it's supposed to begin

Planned end time — when it's supposed to finish

Duration — how long it runs

Speaker & Talent

Speaker name(s)

Speaker handler / escort — who is responsible for getting them to the right place

Language — especially important for multilingual events with interpretation

Technical Requirements

AV notes — microphone type, presentation format, video playback, lighting cue

Slides — whether slides are loaded, format, filename

Recording — yes/no, which cameras, ISO or mixed

Status Tracking

Status — PLANNED, READY, LIVE, ENDED (or your equivalent)

Notes — last-minute changes, confirmed/unconfirmed, dependencies

Run of Show Template (Single Room)

| Time | Session | Speaker | Duration | AV Notes | Handler | Status |

|------|---------|---------|----------|----------|---------|--------|

| 09:00 | Opening Remarks | CEO | 15 min | Lav mic, no slides | Sarah | READY |

| 09:15 | Keynote | Dr. Martens | 45 min | Handheld mic, deck loaded | James | PLANNED |

| 10:00 | Coffee Break | — | 30 min | Music playlist, sponsor loop | — | PLANNED |

| 10:30 | Panel: Future of Work | 4 panellists | 60 min | 4x lav mics, moderator handheld | Emma | PLANNED |

| 11:30 | Networking Lunch | — | 90 min | Background music | — | PLANNED |

For multi-room events, you'll need a separate view per room, plus a master view that shows all rooms by time slot.

Run of Show Template (Multi-Room)

Multi-room events require a grid format — time on one axis, rooms on the other.

| Time | Main Stage | Room A | Room B | Lobby |

|------|-----------|--------|--------|-------|

| 09:00 | Opening (CEO) | — | — | Registration |

| 09:30 | Keynote (Dr. Martens) | Workshop A | Workshop B | — |

| 10:30 | Break | Break | Break | Sponsor Showcase |

| 11:00 | Panel | Breakout C | Breakout D | — |

The Problem with Static Run of Show Documents

Version control. When the director updates the ROS at 7am, does everyone have the new version?

Delay propagation. When a session runs 15 minutes long, every downstream session time needs to be manually recalculated and re-communicated.

Role filtering. A stage manager doesn't need to see the AV tech notes. A static spreadsheet gives everyone everything.

Real-time status. A spreadsheet can't show you that Room B is currently LIVE, Room A is in OVERRUN, and the keynote speaker is waiting to be called.

How Teams Are Making the Run of Show Live

A live run of show means:

Every operator sees the current status of every session in real time

When a delay is applied, it cascades automatically to all downstream sessions

Role-specific views filter the information each person sees

Signage updates automatically when the schedule changes

This is what CueDeck was built to do. Directors manage the run of show from a central console. Stage managers see their room's sessions. AV operators see their tech notes and cues. The lobby displays update when the schedule shifts.

What to Do Before the Event

1. Lock the schedule 48 hours out

2. Confirm all speakers

3. Load all AV assets

4. Brief every role

5. Plan for delays

Try a Live Run of Show

If you're still managing your ROS in a spreadsheet, the jump to a live system is smaller than it looks. CueDeck imports your existing session structure, and your team is operational in under 10 minutes.

Start a free trial — no credit card required.

Related reading: How to Set Up Your First Event in CueDeck · How to Manage Delays at Live Events · The Director's Workflow