Piecing Together the Run of Show
READY…SET… GO!
READY: You’ve been planning and meeting and lining up all the pieces of your event for months. Your attendees are getting their seats secured, your vendors are finalizing quotes, and you’re down to the final weeks with your event literally breathing down your neck. Now it’s time to compile one of the most important factors to your event’s success: the Run-of-Show. Are you ready for this?
The Run-of-Show document covers every element of your event day from installation all the way to the finish line. Depending on the extent of production, a Run-of-Show should include lighting, audio cues, stage changes, back-of-house details, and more. It effectively becomes the event’s database and walks the entire team through the show in complete synch with each other. If you’ve never created one, think of it like this: it’s a 5000-piece puzzle dropped into a timed spreadsheet down to the minute (in some cases, even seconds). Although it may seem daunting, careful planning and effort can make your event a resounding success!
SET: Where on earth do you start? Take a second look at your in-depth planning sessions and notes you hopefully took and start organizing this information into its event position, task by task. Set all your vendors, their load-in needs, and their responsibility levels in place. Next, match them to the venue’s requirements and the time you have to set everything before the doors open. Label when catering needs to arrive and set up and how that will determine when bars open and the first course is served. Don’t forget how lighting and audio play into every moment; music cues are prompts for your audience, and stage transitions play in tandem with lighting strategies. All these elements must be noted in your Run-of-Show so that the whole event team is seamlessly communicating. When all of your event details begin to position themselves like an elaborate and strategic performance, you’ll see how the Run-of-Show acts like the conductor, knowing every nuance and how all the pieces fit in perfect order. Then you’ll know you’re on the right track.
GO: Now, let’s put that imagination to great use. As you come towards the completion of your Run-of-Show, it’s helpful to visually walk yourself through every portion of your event. Your spreadsheet should now be anticipating every vendor need, every speaker transition, every room layout adjustment, etc. It should process through both the load-in and load-out schedule, allowing you to navigate any obstacles at the venue’s loading dock. River Media also recommends acquiring the input of additional event collaborators so that multiple viewpoints are assisting you in routing through the details. For example, once the producer combs through the document, suggest the venue coordinator do the same. As you diligently pour over this document and review each task and the teams that are affected, you’ll notice, much like that jigsaw puzzle, the little pieces that are missing. Fill in the blank and see the event come to life! It’s Go Time!
To wrap up: while the Run of Show can be overwhelming to orchestrate, it can be done, especially when you have top professionals on your side. At River Media, we strive to Listen, Design, and Deliver the best of the best for your event, right down to the specifics of your Run of Show. If this article has been helpful, connect with our team here and share your feedback; we’ll answer any questions, along with providing our expertise to build success into your event.