What is a Run of Show?

A run of show (often shortened to ROS) is a detailed, minute-by-minute plan of an event, listing every segment, technical cue and responsibility so the whole team can deliver the show the same way. It is the master document for conferences, award shows, broadcasts and live productions.

How a run of show works

A run of show is built and used in stages:

  1. Outline: the producer lists every segment, from walk-in to close.
  2. Detail: each segment gets timings, people, scripts and technical cues for lighting, sound, video and stage.
  3. Review: the client, host and heads of department check it and agree changes.
  4. Rehearse: the team runs through it in rehearsals and updates it.
  5. Run: on the day, the show caller calls the show from it, tracking real times against the plan.

Keeping one live version for the whole team is easier on a shared timeline in Crescat.

Run of show vs running order

A running order lists the order and times of acts or segments. A run of show adds everything else needed to deliver them: cues, scripts, people and notes for each department. An event rundown sits between the two.

Example run of show segment

  • 19:30 (5 min) Welcome
  • People: host from stage left
  • Lighting: house to half, stage wash up
  • Sound: walk-on music out, host radio mic 1 live
  • Video: event logo on main screens
  • Notes: host reads welcome script, page 1

Frequently asked questions

Who writes the run of show?

Usually the event producer or production manager, with input from the client, host and technical heads. The stage manager or show caller then runs it on the day.

When should the run of show be shared?

A first version should go out a few weeks before the event, with a final version after rehearsals. Anyone who receives it must work from the latest version. It is often printed for the show caller's desk.

What format is a run of show in?

Most are spreadsheets or tables, with a row per segment and columns for time, duration, people and each department's cues. Many teams now use event software instead of spreadsheets. Whatever the format, everyone must know where to find the latest version.

Related terms