Build a Business Event Run of Show That Actually Works
An agenda tells guests what is happening. A run of show tells the team how it is going to happen.
A run of show is the behind-the-scenes operating plan: what happens, when, where and who owns it.
Core columns
- Time
- Activity
- Location
- Owner
- Vendor/Contact
- Equipment or Materials
- Notes/Contingency
Include what guests never see
- Venue access
- Vendor arrivals
- Setup
- AV testing
- Registration setup
- Staff briefing
- Catering arrival
- Speaker arrival
- Doors open
- Program
- Recognition
- Breaks
- Giveaways
- Photography
- Cleanup
- Vendor pickup
- Venue exit
Did You Think of This?
Who owns each line? “Marketing handles registration” is less useful than “Registration Lead – Jenna – Lobby – 4:30 PM.” Specific ownership reduces uncertainty.
Build in breathing room for late arrivals, speaker transitions, food service, room resets, technology issues and guests moving between spaces.
Make It Easier
If one five-minute delay would break the entire schedule, the schedule needs more breathing room.
Before doors open, hold a brief team huddle. Everyone should know the purpose, major timing points, their responsibilities, who makes decisions, who handles problems and where supplies are located.