Run of show template: how to plan an event programme minute by minute
Last updated: 3 October 2026 · Written by the Cue Card Converter team at EventProgrammer, event production professionals
A run of show is the single document that tells everyone working on an event what happens, when, and who is responsible. Here is how production teams build one, with an example table you can copy and advice on keeping it in sync with the MC script.
What a run of show is for
A run of show (often shortened to ROS, and sometimes called a show flow or event program flow) is a time-based schedule of every item in the live programme. It goes to the producer, stage manager, sound and lighting operators, video playback, the host, catering leads and the client. Everyone works from the same version, so a single change is communicated once.
It is different from an agenda. The agenda is what guests see: "10:00 Keynote". The run of show is what the crew needs: who walks on from which side, which microphone they use, which video plays, and what the host says to bridge into it.
Essential columns in a run of show template
Keep the template simple enough to read on a tablet at the side of the stage. These columns cover most events:
- Time: planned start time of each item, in 24-hour format.
- Duration: in minutes, so the running total can be checked.
- Item: a short label such as "Welcome" or "Panel 1".
- Who: the person on stage.
- Audio / visual: microphones, slides, video, walk-on music.
- Lighting / stage: lighting state, set changes, lectern in or out.
- Notes: anything the crew must not miss, such as a sponsor mention or a pronunciation.
Some teams add a column for the script reference (for example "Host card 4") so the host and the gallery can find the same moment quickly.
Sample run of show with times
Here is a short example for a fictional evening product launch:
| Time | Dur. | Item | Who | AV / Stage | Notes |
|---|---|---|---|---|---|
| 18:30 | 30 | Doors and welcome drinks | Front of house | Ambient music, holding slide | Registration open |
| 19:00 | 2 | VOG: take your seats | Off-stage voice | Music fades | Repeat at 19:03 if needed |
| 19:05 | 5 | Host opening | Alex Placeholder | Handheld mic 1, lights up | Host card 1 |
| 19:10 | 12 | CEO keynote | Jordan Sample | Lectern mic, slides | Walk-on music |
| 19:22 | 3 | Launch video | Playback | Lights down, video full screen | Cue from host |
| 19:25 | 20 | Product panel | Host + 3 guests | 4 handhelds, stools set | Moderator cards |
| 19:45 | 5 | Close and thanks | Alex Placeholder | Logo slide | Sponsor mention |
| 19:50 | 70 | Dinner and networking | Catering | DJ set | Stage clear |
How the run of show connects to the host script
The MC script should be written directly from the run of show. Each row that involves the host becomes a block in the script, headed with the same time and item name. When the producer calls "standby host card 4", the host should be holding the card that matches row 4.
A practical habit: when a time changes in the run of show, change the matching heading in the script at the same moment. Cue cards that start each segment with a time such as 19:25 Product panel make it obvious when something is out of order. For panels, prepare separate moderator cue cards from the same row.
Building in buffers and contingencies
Live events overrun. Speakers go long, video playback stalls and award winners take their time reaching the stage. A realistic event program flow includes:
- A few minutes of buffer before fixed points such as a dinner service or a live broadcast slot.
- An optional item the host can cut if the show runs late, marked as "drop if late".
- A short filler line the host can use if a video fails or a speaker is not ready.
- A named person who decides on cuts, usually the producer, so the host is not left to improvise.
Version control and sharing
Put a version number and time stamp in the header of every run of show, such as "v7, 14:20". Print copies for the stage manager and host only when the document is locked, and collect the old copies when you hand out new ones. If you share a live spreadsheet, freeze the header row and protect the time column so it cannot be edited by accident.
The same discipline applies to cue cards. See the guide on editing cue cards after last-minute changes for a show-day routine, and the event planning checklist for when the run of show should be locked.
Spreadsheet or document?
Most production teams build the run of show in a spreadsheet because times and durations can be totalled automatically and columns can be filtered by department. A sound operator, for example, can hide everything except time, item and audio. A document version is easier to print and read on the stage manager's desk. A practical compromise is to work in a spreadsheet and export a locked PDF for each version you circulate, with the version number in the file name.
Turn the host lines into cards
When the run of show is final, export the host column or write the script in Word with each segment starting on its own time line. Then drop it into the cue card generator: timed segments like "19:25" automatically start a new card, and names, times and stage cues are highlighted in deep red. Print A5 or two A5 cards on an A4 sheet with a cut line, free and without signing up.
Frequently asked questions
What is the difference between a run of show and an agenda?
An agenda is the public programme guests see. A run of show is the internal production schedule with timings, technical cues, people responsible and notes for the crew.
Who writes the run of show?
Usually the event producer or production manager, with input from the client, stage manager and technical teams. The host script is then written to match it.
Should a run of show use clock times or durations?
Use both. Clock times tell the crew when things happen, and durations let you check quickly that the totals add up when an item moves.
How far in advance should the run of show be finished?
Aim for a near-final version a week before the event, a locked version after the final rehearsal, and expect small changes on the day.
More guides
- How to make cue cards for a speech or event
- How to write an MC script that keeps your event on time
- What is a cue card and when should you use one?
- Cue card template guide: sizes, fonts, margins and printing
- Moderator cue cards: how to run a panel discussion from your cards
- How to write an award ceremony script and winner reveal cards
- Event planning checklist: what to do and when, from one month out to show day
- How to edit cue cards when the script changes at the last minute
- Opening speech examples and a simple structure for welcome remarks
- MC script examples: ready-to-use host lines from doors to closing