012 Run of Show (why you need one if you don’t already have one)

Let’s be honest: corporate meetings aren’t exactly known for their spontaneity—and that’s a good thing. When you’re managing executives, speakers, AV crews, and a ballroom full of attendees, you need one thing above all: control.

That’s why you need to consider using a Run of Show (ROS).

This essential document is more than just a schedule—it’s your session’s GPS. It tells everyone involved what’s happening, when it’s happening, and who’s making it happen.

What Is a Run of Show?

A Run of Show is a detailed, minute-by-minute guide that maps out every element of a general session, breakout session, or any kind of meeting. From the moment doors open to the final “thank you,” it outlines timing, transitions, cues, and roles.

Think of it as the master script for your general session or all-hands meeting. While it generally is created and managed by your production team, you can use the concept of a ROS for any session, meeting, or other event where you need control and clear direction on what happens when.

Why a Run of Show Matters

1. It Keeps Everyone on the Same Page: No more “Wait, are we starting now?” or “Who’s introducing the keynote?” The ROS keeps your AV team, execs, speakers, and floor staff aligned and confident.

2. It Reduces Onsite Chaos: With so many moving parts—lighting cues, slide transitions, microphone handoffs—a Run of Show eliminates guesswork. When everyone knows what’s next, you minimize last-minute scrambles and awkward silences.

3. It Builds Trust with Stakeholders: When your executives see that you’ve timed out every minute of their precious agenda, they know they’re in good hands. A polished ROS is one of the most visible signs of professional planning.

What to Include in a Run of Show

Your ROS should include:

• Time – Start time of each segment

• Duration – How long each piece lasts

• Segment – What’s happening (e.g., “Keynote: The Future of Tech”)

• Presenter – Name of who is presenting

• Cue – the VOG cue or “voice of God” announcements to the audience

• Owner – Who’s in charge of this segment

• AV/Tech Cues – Notes for lights, sound, video, slides, etc.

Pro Tips from Meetings Academy

• Always build in buffer time—someone will run long.

• Color-code roles (e.g., blue for speaker segments, green for AV cues).

• Share a versioned PDF with stakeholders and a working version with your team.

• Keep a printed copy and a digital copy handy—batteries die, printers jam.

Final Thought

A Run of Show doesn’t just make your meeting look more professional—it makes it run that way. For professional planners, it’s the difference between “good enough” and flawless.

Need a template? Check out the downloadable ROS file in our resource library when you subscribe to Meetings Academy. Click this link to subscribe now!