run of show template microsoft

Event Production Run of Show Standard Operating Procedure

Document Control

• Document ID: SOP-OPS-[__________]
• Version: 1.0
• Effective Date: [YYYY-MM-DD]
• Review Cycle: Annual

1. Purpose & Scope

This document establishes the standardized protocol for developing, managing, and executing a synchronized minute-by-minute event schedule. This procedure applies to all [Department Name] personnel and external contractors responsible for live production, virtual broadcasts, or hybrid event delivery.

2. Prerequisites

• Software: Microsoft Excel or Microsoft Word (Office 365 or 2021).
• Access: Read/Write permissions to the [Project Management Platform] or [Shared Drive].
• Materials: Finalized event script, technical rider, and vendor contact list.
• Hardware: Dual-monitor workstation recommended for cross-referencing event scripts.

3. Roles & Responsibilities (RACI)

4. Step-by-Step Procedure

Phase 1: Preparation and Data Collection

• Gather all session timings from the [Agenda Document].
• Obtain technical transition requirements (e.g., video roll, lighting cues) from the [Technical Director].
• Define the "Hard Stop" and "Soft Stop" times for each segment.

Phase 2: Drafting the Master Schedule

• Open the [Company Name] standardized document template.
• Input the master start time in cell [__________].
• Populate the "Segment Description" column with specific action items (e.g., "Intro Video," "Keynote Speech," "Q&A Panel").
• Assign a "Point of Contact" (POC) to every line item.

Phase 3: Review and Refinement

• Conduct a "Table Read" with the production crew to verify transition logic.
• Audit all time-stamps against the total allotted event duration.
• Distribute the draft to [Stakeholder Name] for final approval.

Phase 4: Execution and Version Control

• Save the finalized file as: ROS_[EventName]_[Date]_vFinal.
• Print physical copies for the Stage Manager and Technical Director.
• Store the digital master in [Folder Path] for real-time adjustments during the event.

5. Quality Assurance, Pro-Tips, and Pitfalls

• QA: Ensure that the sum of all segment durations equals the total event time.
• Pro-Tip: Use conditional formatting in your spreadsheet to highlight "High Intensity" transitions in red (e.g., live-to-pre-recorded switches).
• Common Pitfall: Failing to account for "Buffer Time" between speakers. Always add a 2-minute padding for microphone swaps or stage resets.

6. FAQs

Q: How do I handle unexpected delays during the live event? A: Identify "Flex Segments" within your document. If behind schedule, truncate these segments to recover time without compromising core content.

Q: Should I share the detailed minute-by-minute schedule with the speakers? A: No. Provide speakers with a simplified version focusing only on their call time, stage entry, and exit cues to prevent unnecessary anxiety.