Short answer: a run of show is the minute-by-minute script your production crew follows. An agenda tells attendees what happens; a run of show tells the crew exactly what to do at each moment: which mic is live, which slide or video plays, which lighting look is up, which camera is on screen and who calls the cue. Most event problems happen in transitions, and a good run of show is how you prevent them.
Run of show vs. agenda
An agenda says “10:15 – CEO keynote.” A run of show says the CEO walks on to music from stage left at 10:14:30, wears headset mic 2, starts on slide 1 of deck 3, the walk-on light look changes to presenter look when she reaches center, the wide camera goes to screen until she speaks, then the tight shot. Every one of those details is a place a show can stumble.
The columns to include
- Time (planned start and duration)
- Segment (welcome, keynote, panel, break, awards)
- On stage (who, where they enter, where they stand)
- Audio (mic numbers, music in/out, video audio)
- Screens (deck and slide, video file, camera, remote feed)
- Lighting (look name: walk-in, presenter, panel, awards, video mode)
- Stream (live, holding slide, off) if you are streaming
- Notes and who calls it
Example cue sheet
| Time | Segment | Audio | Screens | Lighting | Notes |
|---|---|---|---|---|---|
| 8:30 | Doors | Walk-in music | Logo loop | Walk-in | Stream on holding slide |
| 8:58 | 5-minute call | Voice of God announcement | Countdown | Walk-in | Speakers backstage |
| 9:00 | Welcome | Music out, handheld 1 | Deck 1 | Presenter | Stream live |
| 9:08 | Opening video | Video audio | Video 1 full screen | Video mode | Host stays side stage |
| 9:12 | Keynote | Headset 2 | Deck 2, IMAG on sides | Presenter | Clicker handed off |
| 9:45 | Panel | Handhelds 3–5 | Panel title, then cameras | Panel | Mic runners for Q&A |
| 10:30 | Break | Music | Break slide with timer | Walk-in | Stream to holding slide |
Copy those columns into a spreadsheet and you have a working template. Share it with your production company at least a week before the show so they can add their own cue numbers.
Who calls the show
On anything bigger than a single-room meeting, one person should call every cue over headset to the audio, video and lighting operators. That person is the show caller. Without one, operators guess at timing and every transition gets a little slower and a little less sure. Show calling is part of our live event production service.
Rehearse transitions, not speeches
Speeches rarely break a show. Transitions do: a video that rolls with no audio, a panelist without a mic, a remote speaker who joins late. In rehearsal, walk every transition in order. If time is short, skip the middle of each talk and only run the starts and ends.
Plan for changes
Agendas change during multi-day events. At the three-day DCPA Conference in Las Vegas, our crew updated the technical plan each day as sessions moved. A shared run of show that one person owns, and that everyone works from, is what makes those changes safe.
Common run of show mistakes
- No buffer between segments. Walk-ons and mic swaps take time.
- Slides arriving the morning of the show in mixed formats.
- Panel seating not written down, so the wrong mic goes to the wrong person.
- No plan for what the stream shows during breaks.
- Two people giving the crew different instructions.
FAQ
What is the difference between a run of show and a cue sheet?
Many teams use the terms interchangeably. Strictly, the run of show is the timeline and the cue sheet is the list of technical actions for each moment. A good template combines both.
When should the run of show be final?
About a week out for the structure, with final slides and videos two to three days before. Expect small changes on show day.
Who writes it, the planner or the AV company?
The planner owns the content and timing. The production company adds the technical cues. On our shows we build it together. See our AV planning timeline for what to send when.
Get a quote
Need a crew that runs from a real run of show? Send us the date, venue and headcount and we will come back with a plan and an itemized quote, same day on most events. Request a proposal or call John at 248-949-1141.