Hospitality / Free editable template

Event run of show template

A run of show is the minute-by-minute plan the whole team works from on the day. This example lays out a conference and awards dinner from 07:00 to 22:00 in swimlanes for the stage, AV and production, speakers, catering and operations, with a cue sheet for the moments that must happen exactly on time.

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Event run of show example showing hour-by-hour swimlanes for five teams, changeovers and room flip blocks, cue sheet with owner and standby
Everything in this example is editable. Replace the labels, move the shapes and adapt the layout to your work.

How to use this template

  1. Block out the programme

    Put the agenda on the stage lane first: doors, keynotes, breaks, closing and the evening event. Everything else is timed around it.

  2. Add every team's work

    Fill in AV checks, speaker briefings, catering service and the operations crew. Changeovers and room flips are where events most often run late, so give them real time.

  3. Write the cues

    List the exact cues in the table with the time, who calls them and who stands by. Print it for the stage manager and share it before the final briefing.

Questions about this template

What goes in the cue sheet?

Each cue has a time, what happens, who owns it and who is on standby. Edit the rows so they match the blocks in the swimlanes above.

Do I need an account to use it?

No. Open the template and edit it in your browser. Your work saves on this device. An account is optional if you want to sync your workspace.

Can I export the finished diagram?

Yes. Use Export in the editor to save a PNG, SVG or PDF, or download an editable .epicdraw backup.

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