What Is a Run of Show?
The Run of Show (ROS) is the minute-by-minute timeline for a live event. It coordinates all technical cues (video, audio, lighting), talent, staffing, and catering across every segment. If the Production Schedule tells you what happens each day, the ROS tells you what happens each minute during the live event.
When to Create It
- Draft version: 2 weeks before the event
- Final version: 3 days before the event
- Distribute to all crew, AV team, talent, and venue contacts
Structure
Header: Event name, date, open hours
Columns:
- TIME OF DAY: Exact time (e.g., 7:00 PM)
- SEGMENT: Named segment (e.g., "SEGMENT A", "Cocktail Hour", "Fireside Chat")
- ACTION: What happens during this time
- VIDEO: What's on screens
- AUDIO: Music, announcements, mic cues
- LIGHTING: Lighting state or cue reference (link to lighting plot)
- HOST: What the host/emcee is doing
- GUESTS: Guest flow or VIP movements
- CATERING/LABOR: F&B service cues
- BAs + ACTORS: Brand ambassador and performer positions
How to Fill It Out
- Start with the big blocks: Doors open, segments, intermissions, doors close
- Break each segment into time slots: 15-30 minute increments minimum, 5-minute increments for programmed moments
- Fill in every column for every row: Even if a column is empty for a time slot, leave it blank intentionally (shows the team nothing is happening in that department at that time)
- Include pre-show and post-show: Crew call, sound check, doors, strike
- Add duration rows: Between time slots, add a row showing the duration (e.g., "0:30:00") so everyone can see how long each segment runs
Best Practices
- Color-code segments for quick scanning
- Include a "NOTES" column for special instructions
- Print copies for the AV booth, stage manager, and production lead
- Walk through the entire ROS with the full crew during the pre-event briefing
- Have one person (usually the Technical Producer or Stage Manager) call the show from the ROS