Why Every Event Needs a Run-of-Show—And How to Build One Like a Pro

“Most events run an average of 20 minutes behind schedule when they don’t have a clear run-of-show.” — EventMB Global Event Report

If you’ve ever been part of an event that felt chaotic, chances are there wasn’t a solid run-of-show. A run-of-show is like the blueprint for your event — it’s the minute-by-minute, behind-the-scenes guide that keeps everyone on the same page.

Here’s why it’s non-negotiable and how to make one:

Why You Need a Run-of-Show

• Prevents Chaos: Everyone knows where they’re supposed to be and when.

• Keeps Timing Tight: Events run smoothly when transitions are planned.

• Helps Teams Work Together: From AV techs to volunteers, everyone gets the same playbook.

• Reduces Stress: When the unexpected happens (and it always does), you have a structure to fall back on.

How to Build One Like a Pro

1. List Every Segment of the Event

   From check-in to closing remarks, break the event into blocks of time.

2. Assign Roles

   Note who is responsible for each segment. Example: “7:15 PM — Awards Presentation: MC introduces winners (John), slides advance (Maria).”

3. Include Tech & Logistics

   Add details like mic cues, video roll times, or when lights should dim.

4. Build in Buffer Time

   Don’t schedule back-to-back segments without 2–3 minutes of flex. It’s a lifesaver.

5. Share It Early

   Send the run-of-show to your team at least a week in advance so everyone can prepare.

Pro Tip: Use a simple spreadsheet or Google Doc so it’s easy to edit and share. Fancy software isn’t necessary unless you’re managing huge productions.

👉🏽 Call to Action: At NextPhase, we specialize in creating professional run-of-shows that keep events running seamlessly. Let’s talk if you want your next event to feel effortless for you and unforgettable for your guests.