Run of Show Template for Events

CONFERENCE RUN OF SHOW
Event:
Day / date:                 Venue:
Version:                    Last updated:           By:
Show caller:                Radio / phone channel:

KEY TIMES
Crew call:
Doors open:
First session:
Last session:
Venue curfew / load-out:

TIME | LENGTH | SEGMENT | ROOM | OWNER | SPEAKER / HOST | AV CUES | NOTES
     |        |         |      |       |                |         |
     |        |         |      |       |                |         |
     |        |         |      |       |                |         |
     |        |         |      |       |                |         |

SESSION CHANGE CHECKLIST (each room, each change)
[ ] Previous speaker off, slides closed
[ ] Next speaker mic checked
[ ] Room reset (chairs, signage, water)
[ ] Room host in place
[ ] Schedule change sent to attendees, if any

CONTACTS
Producer:
Stage manager:
AV lead:
Room hosts:
Registration lead:
Catering contact:
Venue contact:

CONTINGENCIES
If a speaker is late:
If a session overruns:
If a room is full:
If the projector or sound fails:
Segments that can be shortened or cut (in order):

GALA / AWARDS RUN OF SHOW
Event:
Date:                       Venue:
Version:                    Last updated:           By:
Show caller:                Radio / phone channel:
Host / emcee:

KEY TIMES
Crew call:
Rehearsal:
Doors open:
Seating call:
Dinner served:
Awards start:
Close:
Venue curfew:

TIME | LENGTH | SEGMENT | OWNER | ON STAGE | AWARD / ITEM | MUSIC / SLIDE / LIGHTING | NOTES
     |        |         |       |          |              |                          |
     |        |         |       |          |              |                          |
     |        |         |       |          |              |                          |
     |        |         |       |          |              |                          |

AWARD LIST (one line each)
Award name | Presenter | Winner (sealed until the moment) | Slide no. | Walk-up music

SPEAKING NOTES
Sponsor thanks to include:
Names to pronounce (phonetic spelling):
Housekeeping announcements:

CONTACTS
Producer:
Stage manager:
AV lead:
Catering lead:
Venue contact:
Photographer / video:

CONTINGENCIES
If a winner is not in the room:
If a presenter is missing:
If dinner service runs late:
Segments that can be shortened or cut (in order):

TRADE SHOW RUN OF SHOW
Event:
Dates:                      Venue / hall:
Version:                    Last updated:           By:
Show manager:               Radio / phone channel:

EXHIBITOR MOVE-IN
Move-in window:
Loading dock opens / closes:
Early-access passes (who):
Booth inspection time:

SHOW DAYS (one copy per day)
Date:
Exhibitor access from:
Visitor doors open:
Show floor closes:

TIME | LENGTH | ITEM | LOCATION | OWNER | CHECKS / CUES | NOTES
     |        |      |          |       |               |
     |        |      |          |       |               |
     |        |      |          |       |               |
     |        |      |          |       |               |

FLOOR CHECKPOINTS
Time | Who walks the floor | What they check
     |                     |

ON-FLOOR PROGRAM (stage talks, demos, receptions)
Time | Session | Stage / area | Host | Cues
     |         |              |      |

EXHIBITOR MOVE-OUT
Show closes:
Move-out starts:
Hall must be clear by:

CONTACTS
Show manager:
Registration lead:
Exhibitor services:
Venue contact:
Security:
Freight / drayage:

CONTINGENCIES
If doors open late:
If a power or network outage affects booths:
If a stage talk runs over:
If a speaker or demo is missing:

HYBRID EVENT RUN OF SHOW
Event:
Date:                       Venue:
Version:                    Last updated:           By:
Show caller:                Stream producer:
Radio / phone channel:      Producer chat channel:

KEY TIMES
Crew call:
Stream test:
Virtual doors open:
Venue doors open:
Start:
End:

TIME | LENGTH | SEGMENT | OWNER | IN-ROOM CUES | STREAM CUES (camera, graphics, audio) | REMOTE AUDIENCE ACTION | NOTES
     |        |         |       |              |                                       |                        |
     |        |         |       |              |                                       |                        |
     |        |         |       |              |                                       |                        |
     |        |         |       |              |                                       |                        |

REMOTE AUDIENCE BLOCK
Who monitors chat / questions:
When questions from remote viewers go to the host:
Polls: when opened, who launches:
Holding slide for breaks:

CONTACTS
Producer:
Stage manager:
Stream producer:
AV lead:
Remote moderator:
Venue contact:

CONTINGENCIES
If the stream drops:
If audio to remote viewers fails:
If a remote speaker cannot connect:
Backup recording:
Segments that can be shortened or cut (in order):