Ever feel like planning an event is like putting together a big puzzle? You’re not alone. Sometimes, pieces don’t fit right away, and things can feel chaotic or out of order. 

It’s easy to miss small details, leading to big headaches on the day of the event. But having a run of show template can be your guiding star, making sure every piece of your event fits just right.

At Eventbrite, we do more than just sell tickets. We’ve helped countless people make their events shine and know what it takes to create a community. 

In this article, we’ll demystify the “run of show” and guide you on crafting one so your next event, big or small, goes off without a hitch. To make things even easier, we’ve included a downloadable run of show template, followed by a ton of templates and resources to get you on your way to your next big event.

What is a run of show template in event planning? 

Imagine orchestrating a symphony: each instrument plays a part, and the timing needs to be perfect for the music to sound right.

Just like a symphony, a run of show (aka a “run sheet”) operates like a conductor’s score for an event. It’s a detailed outline that specifies what needs to happen when, and how it needs to happen.

At its core, the run of show template helps execute your event smoothly by ensuring every tiny detail is accounted for.

For example, if you’re hosting a gala dinner, the run of show would detail when the first course is served, followed by entertainment acts, speeches, etc. Each segment seamlessly flows from one to the next, helping your event pop off without a hitch while delivering a stellar experience for your attendees.

What’s the difference between a run of show and a production schedule?

Think of planning an event like making a movie. The run of show is like the movie’s story; it tells you what happens and when, similar to when a speaker or a band is in action. It’s about what the audience sees and feels. 

The production schedule is like the movie crew’s to-do list. It’s about the set-up behind the scenes. For example, in a magic show, the run of show says when the magician will pull a rabbit out of a hat. The production schedule makes sure the rabbit and the hat are ready to go. 

A large conference room with a slideshow playing
(Image source)

Why do you need a run of show?

Planning an event, whether small or grand, is no small feat.

With event planners holding the third most stressful job on the planet, any tool that helps things run smoothly is a gift from the event planning gods.

Here are the top three ways a run of the show can make your job easier:

  • Stop the chaos before it starts: Ever been to a party where games start late or two songs play at once? A run of show stops mix-ups like these. It’s like having clear party game rules, so everyone knows what’s next.
  • Make things crystal clear: Imagine having a treasure map for your event. The run of show is that map. If someone’s lost or forgets their part, they can quickly check the map and know where to go.
  • Save time and avoid wasting money: Hosting an event costs money. So if you don’t know exactly when and what you need, you waste precious minutes and dollars. A run of show helps you plan perfectly, so every move is calculated and every moment maximized.

The bottom line is that a run of show directs the heart and soul of your event so every act, speech, or performance goes just as you imagined. Incorporating a run of show allows you to capture the essence of your vision so you can deliver a memorable experience.

An audience at a live performance
(Image source)

How to make a run of show in 7 easy steps

If you want your event to run smoothly, a run of show is your game plan. Here’s your simple guide to creating one.

1. Determine your event’s highlights

Ask yourself, what are the main parts of your event? Maybe it’s a keynote speaker or a special performance. Whatever the answer, jot down these big moments, and think of them as milestones in your event’s timeline

2. Break down each highlight into tasks

For every highlight, there’s stuff that needs to get done. If you have a speaker, set up a microphone, maybe a projector, and make sure their presentation is ready. Jotting these action items down means you won’t forget the small but important stuff.

3. Sequence your tasks

Decide the order of tasks. Like making a to-do list for your event — lay out what comes first, second, and so on. Knowing the sequence means there’s less scrambling and more smooth sailing.

4. Assign roles

For every job, there’s someone best suited for it. So beside each task, note the name or the role of the person responsible. This makes sure everyone knows their place.

5. Gather necessary tools and resources

For every task, there might be different things you need. This could include big stuff like a stage, or maybe you need to hire security. Make a checklist of these items, and check if you have them ready for the event.

6. Hold a team meeting

Get your team together. Go over the plan, make sure everyone knows what they’re doing, and answer any questions. These chats build confidence and squash any confusion.

7. Rehearse

Before the main event, have a full run-through with your event team. When everyone knows the flow, the real thing feels like a dance everyone’s practiced.

Member of a band's legs and boots on stage

What else to include in your run of show

You now have a solid understanding about a run of show and are feeling confident that you can create one (with our template, of course!). 

But, before you get cracking, there are a few must-have elements you’ll need to include in every run of show to cover every corner of your event.

Event timeline 

Mapping out your day from start to finish is essential. For example, if your event kicks off with a meet and greet at 10 am and wraps up with a closing ceremony at 5 pm, detail every activity, break, and transition in between. This way, every moment is accounted for.

Operations & logistics

A savvy event creator knows that success is in the details. Imagine setting up a stage and realizing you’ve no clue where the microphones are. Or the main performer is clueless about their green room location. 

Pinpoint locations, equipment, specific instructions, or whatever thing or thought you need for your event. It might seem like overkill, but more information can minimize event planning frustrations.

Contact information

If something can go wrong, it might just. If the lights go off or the sound fails, who are you going to call? Having a list of phone numbers or emails for vital team members or vendors can be a real lifesaver.

Backup plans

Even the best-laid plans can fall apart. The guest speaker missed their flight? Have a video session or a backup speaker ready. This foresight counterattacks unexpected surprises that might derail all of your hard work. 

Now we’ve nailed down all you need for your run of show, let’s look at some other resources that can help you get organized and reduce stress, while delivering the best experience ever to your attendees.

20 Pro-level event templates and resources for any scenario 

Liked how it felt to have a template for run of show? Well, that’s not the only template we’ve created for you.

Below, you’ll find our collection of top-notch templates and guides for event creators. Whether you’re planning, promoting, or managing an event, these resources equip you for event success.

Event marketing templates & guides

Step up your event’s buzz with these killer marketing templates and guides. Make every ad, email, and post work harder for you. Let’s get people talking!

Template: Plan Your Event Marketing and Advertising Activities

Download this handy template, which will help you plot your marketing and advertising activities into a sample 16-week promotional calendar that you can adapt to your specific needs.

51 Social Media Ad Copy Templates to Sell Out Your Event

To stand out in a Facebook or Instagram feed, your event ads need to be concise and compelling. Here are 51 expert-written social media ad copy templates to make the most of your social marketing.

Template: Gain Valuable Insights Through Surveys to Send to Your Event Attendees

Surveys are a great way to learn what your attendees want. This template will help you to gain knowledge from your attendees about your online events.

17 Event Email Copy Templates to Engage Attendees

Email is a great way to send out custom invitations to your attendees. Get the word out with these 17 email copy templates. 

How to Create an Insightful Post-Event Survey in 7 Steps

Post-event surveys can tell you exactly what attendees, sponsors, and stakeholders loved about your virtual event and what you can do to make it even better next time. 

The Perfect Event RSVP Email Templates

Learn how to write the perfect RSVP email for your events and get more responses faster with these tested templates.

How to Write the Perfect Save-the-Date Email + Template

For event creators, save-the-date emails offer an effective way to inform and excite potential attendees about upcoming events. Learn how to write catchy subject lines and personalized content with this trusty guide.

21 Party Invitation Email Templates to Kickstart Ticket Sales

Boost your event’s success with an eye-catching invitation email. Our guide offers expert tips and 21 customizable templates to engage and excite potential attendees.

Business Event Invitation Emails: 12 Examples and Strategies

Learn how to capture the attention of busy professionals and entice them to attend your next business event with these 12 business invitation email strategies.

Close up of a guitarist

Event planning templates & guides

Your ultimate toolkit to plan like a pro. From budgets to speaker outreach, these resources ensure your event’s backbone is strong and ready to impress.

The Ultimate Free Event Registration Form Template (+ Tips)

A sign-up form is a great way to get crucial information from your attendees, and it’s critical you choose the right event registration form template. Find out how you can best use a registration form template.

Event Budgeting: How To Master Your Event Budget

Budgeting is a critical element of creating any event. Here is a step-by-step guide to creating and managing your own budgeting template. 

Find and Secure Event Speakers That Draw a Crowd With This Free Template

Your ability to find and secure event speakers is crucial to the success of your event. Use this free speaker outreach template to create your wishlist of speakers, evaluate their potential fit, and prioritize your outreach.

How to Make an Event Program Quickly (Free Template)

A printed event program is a nice touch to any in-person event. These event program templates are free, easy to use, and beautifully designed.

8 Templates to Write the Perfect Event Sponsorship Email

Event sponsorship is a team effort. Event creators get money and help, while sponsors get their brand shown to more people. Both sides win with more attention and support. Use the eight templates to score your next sponsorship.

Outreach Cheat Sheet: How to Ask for Sponsorship for an Event 

Event sponsorship has changed. And to do well, event creators need to understand their audience, align with sponsors that match your event’s feel, and build genuine, beneficial connections. Learn how to plan the game and attract sponsors with our outreach cheatsheet.

The Ultimate Event Planning Checklist for Planners

Whether you’re an event planning newbie or a seasoned pro, event planning is a high stress, high stakes job. To ease that stress and help you pull off another memorable experience, we’ve compiled the ultimate event planning checklist.

Point of view from the audience

Event management templates & guides

Managing an event is like directing a play, and here’s your script. Dive into tools that help you control the show and handle curveballs with grace.

Create a Foolproof Event Strategy Plan With This Template

By documenting your event strategy on a single sheet of paper, you will help your team to stay on track and focused on what really matters. Use this free template to develop a foolproof strategic plan for your event.

How to Measure Event ROI: Your 5-Step Guide & Template

Knowing the success of your event compared to what you spent is essential for planning smarter and saving money. This five-step guide shows how to easily measure your event’s ROI so you can see how well your event did and find ways to do even better next time. 

Control the Chaos: Planning and Managing Multiple Events

Planning and managing multiple events? You’re a brave creator and we salute you. Let us help you tame the chaos with our template for planning and promoting multiple events at once.

Email Templates for Postponing Your Event

Postponing your event can be tricky, but keeping your attendees’ trust is key. Use these templates to communicate the delay clearly without squashing excitement for your event.

Elevate your next event with Eventbrite

Hosting the perfect event is a symphony of meticulous planning, smooth execution, and a sprinkle of spontaneous magic. With our run of show template and our treasure trove of resources and guides, you’re now equipped to take center stage and make your next event a big hit.

Remember, every detail counts — from the sparkle of your marketing efforts to the rhythm of your run of show. So enlist all the help you can to ensure you never miss a beat.

Eventbrite offers a comprehensive all-in-one event planning and marketing solution to help busy event creators use their time effectively, sell tickets smoothly, and provide unforgettable experiences.