Run of Show Template: How to Plan Your Event Timeline
A run of show (also called a show rundown, cue sheet, or production schedule) is the master document that maps out every moment of your live event. It is the single source of truth for your production team, speakers, AV crew, and stage managers. Without one, even well-planned events can descend into chaos.
In this guide, we will break down what a run of show includes, show you a complete example for a half-day conference, and explain how to turn your rundown into a live, synced countdown timer using StageTick.
What Is a Run of Show?
A run of show is a minute-by-minute timeline of everything that happens during your event. It goes far beyond a public-facing agenda. While your attendees see “9:00 AM — Keynote,” your run of show includes who introduces the speaker, when the AV cue happens, what the backup plan is if the speaker runs late, and which stage manager is responsible for the transition.
Think of it as the difference between a menu and a recipe. The menu tells you what is being served. The run of show tells you exactly how to prepare and serve it, step by step, minute by minute.
Key Components
Every effective run of show includes these columns:
- Time — the scheduled start time for each segment, in 24-hour or AM/PM format.
- Segment — the name of the block (Keynote, Break, Panel, etc.).
- Speaker / Owner — who is responsible for this segment.
- Duration — how long the segment should last.
- Notes / Cues — AV requirements, transition instructions, backup plans, and any cue messages to send.
Optional columns might include room assignment (for multi-track events), AV preset number, livestream status (on/off air), and sponsor mentions.
Sample Run of Show: Half-Day Conference
Here is a complete run of show for a half-day conference with approximately 300 attendees:
| Time | Segment | Speaker | Duration | Notes |
|---|---|---|---|---|
| 08:30 | Registration & Coffee | — | 30 min | Lobby open, signage up |
| 09:00 | Opening Remarks | Event Host | 15 min | Welcome, housekeeping, sponsors |
| 09:15 | Keynote | Dr. Sarah Chen | 45 min | Includes 5 min Q&A |
| 10:00 | Break | — | 20 min | Coffee service, sponsor booths |
| 10:20 | Panel Discussion | Moderator + 3 panelists | 40 min | 10 min audience Q&A at end |
| 11:00 | Lightning Talks | 4 speakers x 8 min | 32 min | Auto-advance between speakers |
| 11:32 | Lunch | — | 60 min | Catering in main hall |
| 12:32 | Workshop A | James Okafor | 90 min | Room B, hands-on |
| 14:02 | Break | — | 15 min | Afternoon refreshments |
| 14:17 | Fireside Chat | CEO + Interviewer | 30 min | Informal format, 2 chairs on stage |
| 14:47 | Closing Remarks | Event Host | 15 min | Thank sponsors, preview next event |
Turning Your Rundown Into a Live Timer
A run of show on paper or in a spreadsheet is a great planning tool, but it is static. Once your event starts, you need something that counts down in real time and keeps everyone synchronized. This is where StageTick comes in.
StageTick lets you create a room with individual countdown timers for each segment. You can import your rundown directly, and each row becomes a timer with the correct duration. During the event, your operator starts the first timer and the show runs itself — with auto-advance moving to the next segment automatically, warning colors alerting speakers when time is running low, and cue messages delivering real-time instructions to the stage.
You can also start from one of our pre-built templates for common event formats like conferences, panels, workshops, and award ceremonies. Each template comes with sensible timer durations and preset cue messages. Customize the durations, rename the segments, and you are ready to go live.
Tips for a Great Run of Show
- Build in buffer time. Add 5–10 minutes between sessions to absorb overruns and allow for transitions.
- Include technical cues. Note when lights change, when slides advance, and when music plays.
- Name a single owner for each segment. Even breaks should have someone responsible for getting the next speaker ready.
- Version control. Date each revision and circulate updates to the entire crew. Never let anyone work from an outdated rundown.
- Keep a printed backup. Technology is great, but always have a paper copy at the stage manager's desk.
Get Started
Ready to turn your event plan into a live, synced countdown? Sign up for StageTick at app.stagetick.io, import your run of show, and run your event like a professional.