create-an-event-run-of-show

name	create-an-event-run-of-show
category	media
description	Convert an event program into a timed cue sheet with owners, dependencies, and fallbacks. Use when hosts, speakers, production, venue, and support teams need one executable sequence.

create-an-event-run-of-show

Procedure

1. Confirm the approved program, venue schedule, time zone, audience journey, and operating window.
2. Build rows for doors, checks, sessions, transitions, breaks, announcements, closing, and clear-out.
3. Add planned and hard times, duration, stage action, content, audio, video, lighting, caption, stream, and room cues.
4. Assign a caller, owner, backup, communication channel, and readiness condition to each critical cue.
5. Mark dependencies, handoffs, decision points, hold limits, skip options, and recovery paths.
6. Include speaker names, pronunciation, access instructions, safety messages, and approved links.
7. Reconcile the sheet with production, venue, front-of-house, speakers, moderators, and accessibility teams.
8. Rehearse, version, distribute, and freeze the live copy through controlled updates.

Guardrails

• Do not let a cue sheet override emergency, safety, safeguarding, or access authority.
• Never publish private phone numbers or sensitive incident details in a broad copy.
• Keep one identified live version to prevent conflicting instructions.

Done

• A versioned run-of-show document names times, cues, owners, dependencies, and fallbacks
• Rehearsal evidence resolves critical timing and handoff conflicts
• The live version, distribution, caller, and change route are confirmed