Event Run of Show
A minute-by-minute timeline that outlines every element of an event from setup to breakdown, serving as the master schedule for all vendors and staff.
Definition
An event run of show (ROS) is the comprehensive, timestamped blueprint that coordinates every activity during an event. It details what happens when, who's responsible, and what resources are needed for each element. A professional ROS includes setup times, speaker cues, AV transitions, catering service windows, entertainment segments, and breakdown procedures.
The document serves as the single source of truth for all event stakeholders—venue staff, AV technicians, caterers, speakers, entertainers, and event managers. It typically includes columns for time, activity description, responsible party, location, and notes or special instructions.
Why It Matters
A detailed run of show transforms a complex event with dozens of moving parts into a coordinated production where everyone knows their role and timing. Without it, events feel chaotic and disjointed, with awkward transitions, missed cues, and vendor confusion that damages the attendee experience.
The ROS becomes especially critical when things don't go as planned. When a speaker runs long or a technical issue occurs, having a detailed timeline allows the event team to quickly assess impacts and adjust subsequent elements. It's the difference between gracefully adapting and scrambling in crisis mode.
Examples in Practice
A corporate conference run of show might detail: 7:00 AM venue access and setup begins, 8:30 AM registration desk opens with coffee service, 9:00 AM welcome remarks (8 minutes), 9:08 AM keynote speaker introduction (2 minutes), 9:10 AM keynote presentation (45 minutes), with similar precision through the entire day.
A gala dinner ROS coordinates: 6:00 PM doors open with cocktail reception and passed appetizers, 7:15 PM transition announcement to dinner, 7:20 PM guests seated, 7:25 PM welcome speech (5 minutes), 7:30 PM first course served, with entertainment, speeches, and auction segments precisely timed.
A music festival ROS manages multiple stages: Stage A: 2:00-2:45 PM Artist 1, 2:45-3:00 PM changeover, 3:00-3:45 PM Artist 2, while simultaneously managing Stage B programming, vendor operations, and security rotations.