What is an Event Rundown?

An event rundown is a segment-by-segment list of a hosted event, such as an awards show, gala dinner or broadcast, giving each item's start time, duration, people involved and cues. The host, stage manager and production team all work from it, so every segment starts and ends on time.

How an event rundown works

A rundown is built and run in four stages:

  1. List the segments: every speech, award, performance, video and break in order.
  2. Set durations: give each segment a planned length, and add the running total.
  3. Back-time: work backwards from the fixed end time so the team knows when each segment must start.
  4. Run it live: the show caller or stage manager tracks actual times against the plan and trims later segments if the show runs over.

Keeping the rundown and live timings in one place is easier with a running order in Crescat, where changes reach the whole team at once.

Event rundown vs run of show

The two terms are often used for the same document. Where they differ, a rundown focuses on segments, timings and who is on stage, and is common in broadcast and hosted events. A run of show usually adds every technical cue and backstage instruction.

Example awards dinner rundown

  • 19:00 (30 min) Guests seated, walk-in music
  • 19:30 (5 min) Host welcome
  • 19:35 (45 min) Starter and main course
  • 20:20 (30 min) Awards part 1: six categories, video for each
  • 20:50 (25 min) Dessert, band set
  • 21:15 (30 min) Awards part 2 and closing speech
  • 21:45 DJ and bar until close

Frequently asked questions

Is a rundown the same as a run of show?

Often, yes. Many teams use the words interchangeably. When both exist, the rundown is the simpler timing list for hosts and presenters, and the run of show is the detailed version for the technical crew.

What is back-timing a rundown?

Back-timing means calculating each segment's start time backwards from a fixed finish, such as a broadcast slot or venue curfew. It shows how much time is left at every point, so the team knows when to cut or speed up.

Who prepares the event rundown?

Usually the event producer or production manager writes it, working with the client, host and technical team. The stage manager or show caller then runs it on the day.

Related terms