What is a Run of Show? An AV Pro's Guide to a Successful Event
A professional event that runs smoothly—with perfect timing, instant video cues, and clear audio—doesn't happen by accident. It's the result of a single, critical document: the Run of Show (ROS).
While an agenda tells attendees what's happening, a Run of Show tells the production team how it's happening, down to the second. At Plato Media Co., this document is the bible for every event we produce.
Here’s a breakdown of what a run of show is, how we use it, and why it's the most important tool for guaranteeing a successful event.
What is a "Run of Show" (ROS)?
A Run of Show (ROS) is the master script for the entire event. It's a detailed, minute-by-minute timeline of every single segment, from the moment the doors open to the final goodbye.
This document is the "single source of truth" shared by the client, the event planners, and the entire AV production team. It lists every speaker, every presentation, every video clip, every music cue, and every transition.
The AV Team's Secret: The "Show-Flow" or "Cue-to-Cue"
The client's ROS is the "what." From that, our production team builds an even more detailed internal document called a Show-Flow or Cue-to-Cue.
This is our internal playbook. It translates the client's vision into specific technical commands.
Here’s how they differ:
The Client's ROS lists the "what" and "when"—for example, it will simply note
10:05 AM: CEO Welcome Speech.Our Internal Show-Flow lists the "how"—it translates that single line into a series of technical commands for our crew, like
CUE 4: CEO (Lapel 1) mic LIVE,CUE 5: "CEO_Deck_v2.pptx" (Slide 1) on all screens, andCUE 6: Stage wash up. Spot on CEO.
This detailed translation is what allows our on-site technical team to be proactive, not reactive.
How We Help You Build the Run of Show
You don't need to be a technical expert to work with us. The ROS is a collaborative document we build with you.
It starts with our initial communication. We take your event agenda and start asking the detailed questions that build the Show-Flow. For example:
"What music should be playing as guests walk in?"
"What's on the screens right before the CEO's deck?"
"Do you want a graphic for the Q&A, or just the speaker's name?"
"Will the presenter have any video clips or audio embedded in their presentation?"
This process is a key part of our planning. It helps you think through your event's flow and uncovers potential gaps or problems long before we're on-site.
Why This Document is MISSION-CRITICAL
A detailed Run of Show is the foundation for every other part of production.
It's how we coordinate complex General Sessions.
It's what allows for perfectly timed lighting cues.
It's the ultimate tool for avoiding last-minute AV issues.
Final Thoughts
A great event experience feels effortless, but that feeling is the result of meticulous, detailed planning. The Run of Show and the AV Show-Flow are the tools that make that effortless experience possible.
At Plato Media Co., our process is built around this kind of detailed preparation. Contact us today to start planning the flow of your next event.
