what is a run of show for an event

Event Production Scripting and Execution Protocol

Document ID: SOP-OPS-[]
Version: 1.0
Effective Date: []
Review Cycle: Annual

1. Purpose & Scope

This document defines the standard methodology for architecting a minute-by-minute technical and creative schedule for live or hybrid events. It applies to all internal and external productions managed by [Company Name] to ensure synchronization between technical crew, speakers, and stakeholders.

2. Prerequisites

• Access: Read/Write access to [Project Management Tool/Shared Drive].
• Tools: [Event Production Software/Spreadsheet Application].
• Materials: Finalized speaker roster, technical requirements (AV/Lighting/Staging), and facility floor plans.
• Communication: Dedicated communication channel (e.g., [Slack/Teams/Radio Channel]).

3. Roles & Responsibilities

4. Step-by-Step Procedure

Phase I: Structural Definition

• Establish the total event duration from [Start Time] to [End Time].
• Define "Hard Stops" (e.g., keynote hard-outs, venue curfew).
• Segment the event into logical blocks (e.g., Pre-show, Main Content, Networking).

Phase II: Scripting and Timing

• Populate the master grid with columns: [Time], [Segment Title], [Audio/Visual Cues], [Speaker Name], [Notes].
• Assign specific durations to each segment, including transition buffers of [__________] minutes.
• Document specific technical triggers (e.g., "Fade to black," "Play Intro Video," "Mic live").

Phase III: Validation and Distribution

• Conduct a "Table Read" with the production team to identify timing gaps.
• Distribute the finalized document to all stakeholders via [Communication Platform].
• Secure sign-off from [Department Head] by [Date/Time].

Phase IV: Execution and Real-Time Adjustment

• Print physical copies for the Stage Manager and AV booth.
• Appoint a "Timekeeper" to track actual vs. planned duration.
• Log all deviations from the schedule in the [Incident/Adjustment Log].

5. Quality Assurance, Pro-Tips, and Pitfalls

• Quality Assurance: Ensure all timestamps are hyperlinked to corresponding media files in the production drive.
• Pro-Tip: Always build in a "float" of 5-10 minutes in the middle of the event to absorb unexpected technical delays.
• Common Pitfall: Failing to account for transitions (walk-on/walk-off time). A speaker walking from their seat to the podium takes [__________] seconds; ensure this is scripted.

6. FAQs

Q: How do I handle a segment that runs over its allotted time? A: The Stage Manager must identify the next "cushion" or non-essential segment to truncate. Never cut the primary keynote or sponsor recognition without approval from the Event Lead.

Q: Should the speaker have access to this document? A: Provide speakers with a "Speaker Version" that contains only their segment and cues, omitting technical jargon and internal production notes.