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Ultimate Event Run of Show Template: Plan and Execute Your Event with Ease

Planning an event can be a daunting task, but with the right tools and strategies in place, it can be a smooth and enjoyable experience. One of the most important tools for event planners is...

Planning an event can be a daunting task, but with the right tools and strategies in place, it can be a smooth and enjoyable experience. One of the most important tools for event planners is the event run of show template. In this article, we will explore the benefits of using a run of show, how to create one, what to include, and provide practical examples.

Why Use an Event Run of Show Template?

Event planning is a high-stress job, with last-minute changes and uncertainties often causing chaos. But imagine having a clear roadmap that outlines every detail of your event. This is where an event run of show template comes in handy. It allows you to plan every aspect of your event, ensuring everyone involved knows exactly what, when, where, and how everything will happen. And if any unexpected hiccups arise, you can easily adapt and make necessary adjustments.

Event run of show meaning and importance Image: Event run of show meaning and importance

What is a Run of Show?

A run of show is a simple guide that outlines the order and schedule of everything that will happen at an event. It provides details on the who, what, where, when, and how of each aspect. From start to finish, it breaks down every minute of an event and lists the cues that everyone behind the scenes needs to know. It is not shared with attendees to preserve the magic of the event.

An event run of show template is usually in a clearly structured Excel or Google sheet format that is easy to follow for event planners, production teams, hosts, moderators, and speakers.

The Benefits of Using an Event Run of Show Template

#1 Reduces stress and anxiety before and during an event

Walking into an event feeling unprepared can be nerve-wracking. By having a run of show in place, everyone involved knows exactly what they need to do and when. This minimizes stress and chaos, creating a more enjoyable experience for everyone, including attendees.

#2 Highlights any problems before your event

Filling out your event run of show template allows you to identify any discrepancies or issues. By rehearsing the run of show, you can iron out any last-minute details and reduce the risk of problems occurring on the day of the event. This ensures that your event runs smoothly and according to plan.

#3 Ensures you keep your audience top of mind

To create an engaging event, it is crucial to think about every detail from the perspective of your audience. The event run of show helps you consider each moment from their point of view, resulting in a customer-centric experience that builds strong relationships.

#4 Helps the whole team stay aligned

On the day of the event, it is important that everyone is on the same page and aware of each other's roles. A run of show template keeps all the activities and timings organized in one place. Using a digital template allows easy access for everyone involved, preventing confusion and potential conflicts.

#5 Allows you to make adjustments as you go

Events are dynamic, and unexpected things can happen. Having a digital run of show template enables you to make small changes discreetly. Only those behind the scenes will know about the adjustments, ensuring a seamless experience for attendees.

#6 Brings you credit for running awesome events

A well-executed event increases your chances of reaching your goals and receiving recognition for running incredible events. By using a run of show template, you set yourself up for success and enhance your event's overall impact.

#7 Saves you tons of time and effort

Creating a run of show from scratch can be time-consuming and requires careful consideration. Downloading a ready-made event run of show template and example saves you effort and provides you with a solid foundation. Fill it out with your event details, and it's ready to use. Additionally, you can reuse the template for future events, saving valuable time.

Event run of show example Google sheets Image: Event run of show example Google sheets

How to Create a Run of Show: 5 Steps

Creating an event run of show doesn't have to be overwhelming. By following these simple steps, you can create an effective and well-structured plan:

  1. Enter the important details about your event at the top of your event run of show template, including the name, date, and links to key materials.
  2. Brainstorm all the activities that will take place, considering sessions, topics, speakers, polls, and Q&A. Utilize visual collaboration platforms like Miro for efficient brainstorming.
  3. Organize the activities in the best-flowing order and note the duration of each activity.
  4. Slot the activities into your event run of show template, ensuring you number them and include necessary timings and notes.
  5. Share the event run of show with your team well in advance, allowing time for feedback and suggestions. Conduct a call to go through the run of show together, ensuring everyone is aligned.

What to Include in Your Event Run of Show Template: 21 Things

To run your event smoothly and ensure everything goes according to plan, include the following details in your event run of show template:

  1. Event name
  2. Event date
  3. Event type
  4. Event location (if applicable)
  5. Event organizer contact
  6. Event platform support
  7. Customer support contact
  8. Event platform link
  9. Event brief link
  10. Event script link
  11. Event content link
  12. A numbered list of activities happening at the event
  13. Name of each activity
  14. Virtual or in-person designation (hybrid events)
  15. Start time, end time, and duration of each activity
  16. Speaker(s) for each activity
  17. Scene description (virtual events or online part of hybrid events)
  18. Content details for each activity
  19. Q&A or poll content
  20. Notes
  21. Preparation status

Tailor the template according to the specifics of your event, and keep all your event run of show templates in the same Excel or Google sheet for easy access by everyone involved.

Troubleshooting Tips for Your Event Run of Show

Even with detailed planning, unexpected challenges can arise during events. However, there are steps you can take to troubleshoot effectively:

  1. Review your event run of show template and identify any issues or conflicts. Adjust the timeline accordingly if a vendor or speaker is running late, and find quick and efficient solutions to any unforeseen problems.
  2. Maintain regular communication with your team, ensuring everyone is aware of any changes to the run of show. A digital event run of show template allows for seamless updates and ensures everyone has access to the latest information.

Event run of show example Image: Event run of show example

Plan Your Next Event with the Ultimate Event Run of Show Template

The event run of show is the backbone of your event planning. It keeps everything organized and ensures a smooth execution. Our customizable event run of show template provides an easy-to-use framework that will keep you organized and on track for success. Download it now and pair it with an engaging event platform like SpotMe to create memorable events that audiences will love.

Other Templates to Help You Run Engaging Events

In addition to the event run of show template, we offer a range of other useful templates to assist you in running engaging events:

  • The best event RFP template
  • The global event request form template
  • The ultimate event brief template
  • The essential event budget template
  • The best 18 free event email templates
  • The ultimate event debrief template

Conclusion

Event planning can be a challenging task, but with the right tools and strategies, it can become more manageable. By using an event run of show template, you can reduce stress, ensure a seamless event experience, and save time and effort. Download our comprehensive event run of show template now, plan your next event with ease, and impress your attendees with a well-executed and engaging event.

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