Run of Show Template: Keep Your Event Running Smoothly

Whether you're running a 50-person pop-up or a 1,000-cap venue show, a Run of Show is essential. You’ll need one any time you're juggling multiple vendors, performers, staff, or time-sensitive programming. It’s especially crucial when you're not able to be everywhere at once—but still need everything running on time.

What a Run of Show Really Does

A Run of Show (RoS) is your event’s minute-by-minute game plan and single source of truth.

When things get chaotic (and they will), this document keeps your team aligned. It’s your operational map, vibe-preserver, and problem-solving tool all in one. Use it to:

• Keep your entire crew in sync (from door staff to DJs)
• Spot and fix timing gaps before they happen
• Prepare for emergencies without panic
• Deliver a guest experience that feels seamless and intentional

✅ Use our Google Sheets Template to plan out your event. But first let’s understand what a RoS is really all about.

Roles & Crew Assignments

Assigning clear roles means fewer dropped balls and less micro-managing—which becomes even more important as the pace picks up. When roles are defined ahead of time, it reduces confusion, keeps things efficient, and builds confidence across your crew. Everyone knows what they’re responsible for and, just as importantly, who to turn to when something goes sideways.

Common Event Roles to Consider:

Every event is different, but here are some roles you might want to define and delegate:

• Lead Organizer – Oversees all operations, final decision-maker
• Check-In Lead – Manages guest list, ticketing, line flow
• Sound/AV Tech – Runs DJ gear, microphones, and visuals
• Lighting Operator – Manages ambiance, show cues, house lights
• Bar Manager – Oversees bar setup, stock, staff, and last call
• Floor Manager – Keeps event flow tight, supports volunteers
• VIP Host – Welcomes key guests, ensures smooth bottle service
• Security Lead – Coordinates entry points, manages incidents
• Social Content Lead – Captures footage, manages stories and live posts

Things to Keep in Mind:

• Rotate door staff to keep them alert—fatigue leads to mistakes
• Staff up bars during peak times—nothing kills vibes like long lines
• Spread security out smartly—visible but not intimidating
• Keep a tech support person close during all major transitions

The more clearly you define roles, the smoother your night will run—and the more your team will feel confident and empowered.

RoS for Every Step of the Way

Your Run of Show shouldn't just cover the main event hours. To truly keep your experience tight from start to finish, you need to think in three stages:

1. Pre-Event Run of Show

Covers load-in, vendor arrival, sound/lighting setup, bar prep, team huddles, and walkthroughs. This ensures everything is locked before doors open and minimizes last-minute chaos.

2. Day-Of Event Run of Show

Covers the public-facing schedule: doors open, DJ sets, special moments, last call, closing DJ, and key vibe shifts. This is what most people think of—but it's just one piece of the puzzle.

3. Post-Event Run of Show

Outlines your breakdown plan: bar shutoff, vendor load-out, equipment pack-up, trash sweep, lost-and-found, and final walkthroughs. It also includes your team debrief and inventory check.

📎 Use our Google Sheets Template to plan across all three stages.

Pro tip: Treat each phase like its own mini-event—with its own timing, lead contacts, and clear responsibilities.

Emergency Preparedness in Your RoS

Every event needs a plan for "what if." Your Run of Show should double as your emergency playbook—not just for worst-case scenarios, but for peace of mind and team clarity.

Build it into your flow:

• Have a list of key contacts: venue manager, security lead, EMS, and A/V support.
• Map out basic protocols for fire, injuries, power loss, or unexpected weather.
• Make sure every lead knows the chain of command and how to quickly reach the right people.

You don’t need to overdo it, but you do need to be ready. When things go sideways, a clear plan turns stress into smooth action.

Tech can take your RoS game to the next level:

1. Real-Time Collaboration: Put your entire team in a groupchat, ideally text. When chaos strikes, you'll be glad everyone's just a message away.

2. Mobile Access: Make sure your RoS is accessible on everyone's phones. In the middle of a packed event, no one's running to check a laptop.

3. Automated Alerts: Set up notifications for key moments or potential issues. Don't rely on memory when the party's in full swing.

Remember, tech should make your life easier, not more complicated. Choose tools that mesh well with how you work and act.

Final Thought:

Your RoS isn’t just a checklist. It’s your event’s control center. Make it collaborative, keep it updated, and refer back to it in your post-event review. The more seriously you take it, the more effortlessly the night will flow.

Get the Google Sheets Template here!