A conference run of show template is a working document for the people delivering the event. It adds owners, technical cues and fallback actions to the public timetable. An attendee agenda says when a session starts; the run of show explains who makes that start happen.
Build both documents from the same approved timing. The example below covers a short opening segment so the operational detail remains visible. Extend the structure across your event and confirm every cue with the responsible team.
A practical run of show example
| Time | Action | Owner | Cue or check | Fallback |
|---|---|---|---|---|
| 08:45 | Complete opening checks | Stage manager | Confirm microphones, slides and presenter | Use spare microphone; hold doors if needed |
| 08:55 | Seat the audience | Front-of-house lead | Confirm room is ready with stage manager | Keep welcome staff at entrance |
| 09:00 | Begin welcome | Host | Stage manager gives agreed start cue | Host opens without slides if display fails |
| 09:10 | Introduce keynote speaker | Host | Use approved name and title | Use printed introduction |
| 09:12 | Start keynote presentation | AV operator | Speaker at position; opening slide ready | Use backup presentation file |
| 09:42 | Begin final questions | Moderator | Five-minute warning already delivered | Use prepared question if none offered |
| 09:50 | Close and direct attendees to break | Host | Confirm next session location | Announce room update if required |
What the template needs
Include time, action, accountable owner, cue, required material and fallback. Not every row needs a long explanation. A short instruction with a named owner is more useful during delivery than several paragraphs of background.
Distinguish fixed-time cues from cues triggered by an event. “At 09:10” and “when the host finishes the introduction” are different instructions. If a cue depends on the previous action, name that dependency so staff do not guess.
Agree one way to call cues
Decide who coordinates the stage and how they communicate with AV, the host and front-of-house staff. Confirm the actual communication method available in the venue. A cue system that only exists in the document will not help the team on the day.
Use consistent language and confirm that the person responsible has received the cue. Avoid assigning the same decision independently to several people. One coordinator can ask others to act without requiring one person to perform every task.
Keep backstage information separate
The public agenda should not include private telephone numbers, equipment notes or internal contingency discussions. Keep the operational document in the agreed staff channel. Publish only the timing and information attendees need.
Use stable session names or IDs in both views. When a speaker or room changes, update the master record and check every affected cue. A room change may affect microphones, seating, wayfinding and catering arrangements as well as the public row.
Rehearse the risky handovers
Test the opening, live demonstrations, remote contributions and any unusual stage change. Record what the team actually needs to do. Include preparation that occurs before the public session start, rather than treating setup as instant.
Fallback actions should be practical and approved. “Fix the problem” is not an instruction. “Host continues the welcome while the AV operator loads the backup file” assigns work and explains what the audience experiences.
Control the final version
Add an issue date and version identifier, then distribute the approved copy to delivery owners. Identify who can change it during the event and how the team will hear about a revision. Replace superseded copies where possible.
After the event, note where the cue sheet differed from delivery. Those observations can improve the next run of show without changing the public programme into an operational manual.
Put the plan into practice
Build the attendee sequence first, then add production owners and cues in a separate working document using the same times. Open Agenda Creator to draft the sequence and test the timing.