Run-of-Show — Flagship / In-person / Hybrid TEMPLATE¶
Copy this file to a per-event location (e.g., events/2025-flagship/run-of-show.md). The Producer / RoS Owner maintains this document from T-45 through T+0. The AV / Tech Lead reviews and signs off at T-7. Any change after T-7 requires both the Producer and AV Lead to initial the Notes column. Times use 24h local time.
Column reference per ../../programs/events/README.md §6: Time | Duration | Segment | Owner | Backup | Cue | Notes.
Pre-Event: T-1 Setup¶
The Producer and AV / Tech Lead run this table on-site the day before T-0. All rows must be checked before the team leaves for the night. Add the Volunteer Coordinator to load-in rows where crew is needed.
| Time | Duration (min) | Task | Owner | Backup | Cue | Notes |
|---|---|---|---|---|---|---|
| TODO:08:00 | 120 | Load-in: furniture, AV equipment, staging | AV / Tech Lead | TODO | Venue access confirmed by Event Director | TODO: dock access code, elevator reservation |
| TODO:10:00 | 60 | AV walkthrough: mics, screens, stream test, slide advance | AV / Tech Lead | TODO | Load-in complete | TODO: streaming platform credentials |
| TODO:11:00 | 30 | Signage placement: wayfinding, sponsor recognition, session rooms | Volunteer Coordinator | TODO | AV walkthrough in progress | TODO: signage kit location, layout map |
| TODO:11:30 | 30 | Registration desk setup: badge stock, lanyards, check-in device | Volunteer Coordinator | TODO | Signage underway | TODO: badge printer IP, comp list |
| TODO:12:00 | 60 | Green room prep: speaker AV check, water, bios posted | Producer / RoS Owner | TODO | Registration desk live | TODO: speaker arrival schedule |
| TODO:13:00 | 60 | Full rehearsal: opening segment, keynote mic handoff, transitions | Producer / RoS Owner | TODO | All leads on-site | TODO: flag any slide or mic issues to AV Lead immediately |
| TODO:14:00 | 30 | Volunteer briefing: roles, radio channels, emergency exits, CoC officer intro | Volunteer Coordinator | TODO | Rehearsal complete | TODO: radio channel assignments |
Day 1 Run-of-Show¶
Producer calls each segment from the stage or green room. Owner is the on-site person responsible for starting and ending the segment. Cue is the signal the Owner watches for.
| Time | Duration (min) | Segment | Owner | Backup | Cue | Notes |
|---|---|---|---|---|---|---|
| TODO:07:30 | 30 | Registration opens — badge pickup and wayfinding | Volunteer Coordinator | TODO | Doors unlocked by venue | TODO: badge pick-up table location; flag VIPs for Producer |
| TODO:08:00 | 60 | Exhibitor and sponsor setup window | Sponsor Lead | TODO | Registration desk staffed | TODO: booth assignments confirmed in advance |
| TODO:09:00 | 15 | General session opens — attendees seated, pre-roll slides | AV / Tech Lead | TODO | Producer gives "go" | TODO: pre-roll deck path; music cued |
| TODO:09:15 | 30 | Opening: welcome, housekeeping, sponsor acknowledgment | Event Director | Producer / RoS Owner | Producer cue via radio | TODO: slide 1 on screen; streaming start confirmed |
| TODO:09:45 | 60 | Opening keynote | TODO: Speaker name | TODO | Event Director handoff on stage | TODO: slide deck loaded; lapel mic; recording running |
| TODO:10:45 | 15 | Networking break — sponsor activation window | Sponsor Lead | TODO | Keynote ends | TODO: refreshment station sponsor signage live |
| TODO:11:00 | 75 | Concurrent breakouts — Sessions A, B, C | TODO: Room leads | TODO | Break ends; Producer radio cue | TODO: each room lead has own mic and slide remote |
| TODO:12:15 | 60 | Lunch — catered; sponsor table presence | Sponsor Lead | TODO | Breakouts end | TODO: dietary table labels; CE session not awarded during lunch |
| TODO:13:15 | 75 | Concurrent breakouts — Sessions D, E, F | TODO: Room leads | TODO | Lunch cleared; Producer cue | TODO: attendance sign-in sheets active; attestation QR posted |
| TODO:14:30 | 15 | Afternoon break | Volunteer Coordinator | TODO | Breakouts end | TODO: refreshment station restocked |
| TODO:14:45 | 60 | General session — panel or featured talk | Producer / RoS Owner | TODO | Break ends; attendees recalled | TODO: panel mics set; moderator briefed |
| TODO:15:45 | 30 | Day 1 close: recap, Day 2 preview, housekeeping | Event Director | TODO | Panel ends | TODO: slide with Day 2 agenda on screen |
| TODO:16:15 | 90 | Evening reception — sponsor-named if applicable | Sponsor Lead | TODO | General session ends | TODO: reception room open; catering confirmed; badge required |
Day 2 Run-of-Show¶
Attendance is typically lighter on Day 2. CE-awarding sessions scheduled here require the same sign-in and attestation flow as Day 1.
| Time | Duration (min) | Segment | Owner | Backup | Cue | Notes |
|---|---|---|---|---|---|---|
| TODO:08:30 | 30 | Registration re-opens — Day 2 check-in | Volunteer Coordinator | TODO | Doors unlocked | TODO: Day 2-only badges if applicable |
| TODO:09:00 | 15 | General session opens — pre-roll slides | AV / Tech Lead | TODO | Producer "go" | TODO: Day 2 pre-roll deck path |
| TODO:09:15 | 45 | Morning talk or workshop | TODO: Speaker name | TODO | Producer cue | TODO: slide deck; mic check before doors open |
| TODO:10:00 | 75 | Concurrent breakouts — Sessions G, H | TODO: Room leads | TODO | Morning talk ends | TODO: CE sign-in sheets; attestation QR posted |
| TODO:11:15 | 15 | Break | Volunteer Coordinator | TODO | Breakouts end | TODO: refreshment restocked |
| TODO:11:30 | 45 | Member-led session or town hall | Producer / RoS Owner | TODO | Break ends | TODO: open-mic setup; Volunteer on crowd mic |
| TODO:12:15 | 45 | Lunch — abbreviated | Volunteer Coordinator | TODO | Session ends | TODO: boxed lunch if venue permits early departure |
| TODO:13:00 | 60 | Closing general session: recognition, year-ahead preview, call to action | Event Director | TODO | Lunch ends | TODO: award items at podium; CE Lead present for CE close |
| TODO:14:00 | 15 | Official close — photo, final housekeeping | Event Director | TODO | Recognition complete | TODO: group photo logistics confirmed with AV Lead |
Tear-Down¶
Producer and AV Lead run this table immediately after official close. Volunteer Coordinator retains lost-and-found until handoff.
| Time | Duration (min) | Task | Owner | Backup | Cue | Notes |
|---|---|---|---|---|---|---|
| TODO:14:30 | 60 | AV strike: disconnect, pack, label equipment cases | AV / Tech Lead | TODO | Official close complete | TODO: venue dock hours; carrier pickup confirmed |
| TODO:14:30 | 60 | Exhibitor and sponsor load-out | Sponsor Lead | TODO | Official close | TODO: provide hand trucks; confirm sponsor booth count |
| TODO:15:30 | 30 | Signage removal and pack | Volunteer Coordinator | TODO | AV strike underway | TODO: return venue signage if any; dispose of single-use materials |
| TODO:16:00 | 30 | Lost-and-found handoff to venue manager | Volunteer Coordinator | TODO | Signage packed | TODO: photograph items before handoff; log in close-out report |
| TODO:16:30 | 30 | Final venue walk-through with venue manager | Event Director | Producer / RoS Owner | Load-out complete | TODO: check for damage; get venue sign-off sheet |
Hybrid Track Notes¶
When the event is hybrid, add two sub-columns under each time row — one for the in-room track and one for the virtual track — sharing a single Time column. The AV / Tech Lead owns the stream and must be reachable by both the in-room Producer and the virtual platform moderator at all times. The Marketing Lead confirms the Zoom / StreamYard session link is live and shared with registrants before T-0.
Mini-example of a hybrid row:
| Time | Duration (min) | Segment | In-room Owner | Virtual Owner | Backup | Cue | Notes |
|---|---|---|---|---|---|---|---|
| 09:15 | 30 | Opening welcome | Event Director (on stage) | Marketing Lead (on platform) | Producer / RoS Owner | Producer radio + Slack DM to virtual host | Stream live indicator confirmed; slide deck shared to both rooms |
For a fully hybrid event, replace the single Owner column in the Day 1 and Day 2 tables with separate In-room Owner and Virtual Owner columns following this pattern.
Backup Plans¶
The Producer / RoS Owner is responsible for activating the appropriate backup plan. All backup plans are communicated to the full team at the T-1 briefing.
- Speaker no-show: Producer contacts speaker via phone at T-30 min. If no response by T-15 min, pull the standby speaker or extend the preceding break and announce a schedule change. Notify attendees from the stage; do not speculate on reason.
- AV failure: AV / Tech Lead has a pre-identified fallback: laptop-to-projector direct connect, backup microphone in the green room, and hotspot for streaming. If streaming cannot be restored within 15 minutes, Producer announces the session will be recorded and distributed; in-room attendees continue.
- Attendee medical emergency: Volunteer Coordinator calls venue emergency line and 911 immediately. Safety / CoC Officer clears a path. Producer continues or pauses program at their discretion based on severity; do not announce medical details over PA. Document in close-out report under Incidents.
- Weather or venue issue: Event Director makes the go/no-go call. If the venue is evacuated, Producer directs attendees to the pre-designated rally point communicated during morning housekeeping. Reassemble when venue gives all-clear.
- Virtual platform outage: AV / Tech Lead switches to backup platform (pre-configured credentials held by AV Lead and Marketing Lead). Marketing Lead sends attendee notification within 5 minutes. Session may be delayed up to 20 minutes before Producer calls a reschedule.
- Fire alarm: All staff treat as real until venue confirms otherwise. Volunteer Coordinator leads attendees to exits. Do not retrieve equipment. Document in close-out report.
- Late VIP or keynote speaker: Producer fills time with a Q&A or facilitated discussion. Do not announce the delay as a problem; frame as an extended networking or discussion period. Notify Event Director immediately.
AV Lead Sign-Off (T-7)¶
| Field | Value |
|---|---|
| AV Lead name | TODO |
| Sign-off date | TODO: (must be at or before T-7) |
| Outstanding items at sign-off | TODO: (list any; "None" if clean) |
Cross-References¶
- Operating doc and role definitions:
../../programs/events/README.md - Event brief (source-of-truth for roles, budget, CE sessions):
./event-brief.md - Webinar run-of-show:
./run-of-show-webinar.md - Close-out report:
./close-out.md