What is a run of show?
A run of show is one schedule that everyone working the event uses. It lists what happens, when, where and who’s responsible, down to the minute. The venue, the caterer, the AV company and the photographer all read the same page.
What columns should it have?
- Time. Start and end, in the same format everywhere.
- What’s happening. One line, plain words.
- Where. Room, stage or area.
- Who’s in charge. A name and a phone number.
- Who’s on stage or involved. Speakers, hosts, VIPs.
- AV and tech cues. Slides, music, lights, video.
- Food and service. Course timing, coffee breaks.
- Notes. Anything someone could get wrong.
What does a filled-in hour look like?
Here’s a sample hour. Change the names, the rooms and the times to match your event.
| Time | What’s happening | Where | Who | Cues | Notes |
|---|---|---|---|---|---|
| 9:00 to 9:05 | Welcome | Main stage | Emcee | Walk-in music off, house lights down | Photographer shoots the room first |
| 9:05 to 9:35 | Keynote | Main stage | Speaker | Slides, one clicker | Confirm slides with AV the day before |
| 9:35 to 9:45 | Q&A | Main stage | Emcee and speaker | Two floor mics | Runners stand at the aisles |
| 9:45 to 10:00 | Break | Foyer | Venue and caterer | Coffee, tea, water | Doors open at 9:40 |
How do you share it with every vendor?
- Keep one master. If two people edit two copies, the day will go wrong.
- Put a version number and a date at the top, and send the new one when anything changes.
- Send it to every vendor a week ahead, and again the day before.
- Print a copy for the day-of lead, and keep a phone version for everyone else.
- Ask every vendor to read it and tell you what’s missing.
What do photographers need from it?
A photographer wants the schedule, the VIP list and the moments that matter most: the keynote, an award, a toast. Add a note on any moment that’s hard to repeat, and the name of the person who can introduce the photographer to someone. The photographer’s own list is in the event planner photo toolkit.
Should you double-check this?
Treat this as a sample and adjust it to your own event. Check the times and load-in details with your venue and vendors before you send it around.
Planning the photos?
Photographers use their own version. See the event planner photo toolkit and the event photography timeline.
