Webinar Run of Show Template Examples: A Comprehensive Guide to Flawless Execution

Do you want to reach a wider audience, build credibility, educate your customers, and drive engagement and conversions? Webinars, events held in the virtual world where participants can interact and share information online, offer a cost-effective strategy for boosting conversions and strengthening your brand’s online presence. However, planning and hosting a digital webinar can be challenging. A well-structured webinar requires careful planning and execution, and a "Run of Show" (ROS) template is an essential tool to ensure everything runs smoothly. This article explores the concept of a webinar run of show, its importance, and provides examples and templates to help you create effective and engaging online events.

What is a Run of Show?

A Run of Show (ROS) is a detailed event schedule that lists every segment of an event in chronological order. It serves as a master schedule that outlines every cue, technical instruction, and role assignment in precise chronological order. A conference run of show template typically includes time slots, activity descriptions, assigned roles, and technical or logistical notes. It’s a detailed event plan outlining every cue, task, and responsibility to keep your event running smoothly.

Run of Show vs. Event Agenda/Schedule

While the run of show and event schedule might sound like the same thing, they each play a unique role in event planning. An event agenda or schedule provides a program outline for an event and is often shared with attendees, vendors, and staff. The run of show (ROS) is a detailed and operational document used internally by event management and production teams.

The event agenda is for attendees, whereas the run of show is for your event team to manage behind-the-scenes timing and flow.

To summarize:

Run of Show: A behind-the-scenes plan that synchronizes all teams -production, audiovisual, speakers, and logistics-to ensure flawless execution.
Event agenda: Created for attendees, it outlines topics, speakers, session times, and descriptions. It guides the audience through the event’s purpose and content, but excludes any technical or behind-the-scenes details.
Event schedule: A logistical tool for staff and vendors. It includes setup times, catering breaks, equipment checks, and other internal milestones to keep the event running on time.

Why is a Run of Show Important?

A clear run of show format helps you outline every detail of your event from start to finish. Each section of the document plays an important role in keeping everything organized and running on time. Without it, things can get chaotic. People might not know when it’s their turn, the tech stuff could go wrong, and the whole event might feel like a puzzle missing some pieces.

Here are three key reasons why a Run of Show is important for event planners:

Provides flow to your event: Every digital event is a storytelling session of some kind. Whether you're looking to inform, educate, or sell to your audience, you want to take people on a journey. Putting together the Run of Show helps you brainstorm the best possible way to organize that story. You can also decide when to engage the audience to prevent fatigue. And, you can use your Run of Show to decide when quotes, anecdotes, and other messages make the most sense.
Helps the team collaborate better: The Run of Show document acts as the single source of truth for your digital events. This allows stakeholders and contributors to get both micro and macro views of the event, as well as plan for segment transitions, pre-recorded videos, and other event elements. Because the Run of Show is collaborative, team members can also go back in and make changes as they brainstorm or come up with new ideas. The end result is an event timeline that everyone is on board with.
Allows on-the-fly troubleshooting: Every event marketer is aware that the clock is running as soon as your session starts. You want to respect people's time and adhere to your schedule, but we all know that sometimes, things don't quite run on schedule! The Run of Show can help everyone plan for their part and stay on track-and if one segment goes over, you can quickly glance at the document to know where you can trim back in other sessions to stay on time.

Key Elements of a Run of Show

A clear run of show format helps you outline every detail of your event from start to finish. Each section of the document plays an important role in keeping everything organized and running on time.

Include basic event details such as the event name, date, and venue. Provide a concise overview of the event’s purpose and the desired outcomes.
While planning an event, outline a detailed timeline covering the entire duration of the event. Break it down into specific time blocks for the run of show document, indicating when each segment or activity is scheduled to begin and end.
List and describe the main activities and segments planned for the event. This could include presentations, performances, panel discussions, or any other noteworthy elements.
Clearly communicate instructions to all participants, including speakers, performers, and staff members. Specify arrival times, roles, and any pertinent information they need to know.
Provide details about sponsors, partners, and VIPs involved in the running sheet for the event. Include information such as their roles, scheduled appearances, or any special acknowledgments.
Document technical requirements for audiovisual equipment, lighting, and any other technical elements. Ensure that the necessary arrangements are in place for a flawless event production.
Account for transitions between activities and incorporate breaks into the schedule. Clearly define how these transitions will occur and how long breaks will last.
Anticipate potential challenges and develop contingency plans. Consider scenarios such as unexpected delays, technical issues, or last-minute changes.

Essential Details to Include

To keep your team and your documents organized, always put a few general details at the top of a run of show. The majority of your run of show document will consist of a table-style schedule for each session. These columns should be as detailed as possible to keep the event running smoothly.

The name of your event
When the event will be hosted
Who it's for (the audience)
What you'll be talking about
Speakers and panelists
Estimated timestamps for pacing

Depending on your event’s structure, you might include a few extra elements in your run of show template to fine-tune its execution.

Speaker magic link: The go-to link for your speakers to join the event
Deck link: This is the link to the presentation file for reference
Assets link: Include links to the script, buffer video, or any assets you would need during the event
Resources: Any resources or helpful links you may share in the docs tab for attendees to refer to later
Post-event survey link: You can drop this link in the public chat section after the event to gather audience feedback

Show Notes: The Heartbeat of the Run of Show

Show notes are the heartbeat of the Run of Show document.

Our approach to online event planning follows the three-act structure (setup, confrontation, and resolution), but we replace the confrontation with discussion. We also break down the allotted minutes for each act in the show notes.

Act I: Introductions & Icebreakers - xx mins: It helps to have an introduction script ready to go to kick off the event. The introduction usually includes a glimpse of the subject matter, a speaker profile, and some more info on what to expect. Add your icebreakers and any introductory poll questions here as well.
Act II: Discussion - xx mins: This is the main event part, and it’s best to keep it as simple as possible in your notes. You can mention the topic and points under it for reference, like the below example.

Topic/QuestionPoint 1Point 2Point 3

You could also try adding allotted times for each topic or point to add more detail to your schedule.

Act III: Q&A - xx mins: In the last leg of the event, you'll probably want to invite audience questions. Since this segment can attract crickets in the beginning, make sure to keep a few seed questions handy!

Common Mistakes to Avoid

Contingency planning is often underestimated but plays a crucial role in the success of an event. Overlooking this aspect can lead to chaos when unforeseen circumstances arise.
Clear and comprehensive participant instructions are the backbone of a well-executed event. Incomplete instructions can result in confusion, delays, or participants being ill-prepared for their roles. Include detailed information on arrival times, specific duties, and any essential details participants need to know.
Overlooking the technical requirements of an event can lead to disruptions and technical glitches that impact the overall experience. It’s crucial to thoroughly document and address the technical aspects, including audiovisual equipment, lighting, and any other technical necessities. Ignoring these requirements may result in malfunctions during the event, affecting presentations, performances, or the general flow.
While a detailed schedule is essential for event organization, adopting a rigid approach can be counterproductive. A schedule that is too inflexible may not account for unexpected delays or changes. It’s important to strike a balance between structure and adaptability. An excessively rigid schedule may lead to stress and discoordination if any element deviates from the plan.
For large conferences or corporate events, rehearsals offer a chance to spot and fix any issues before the big day. They let speakers, performers, and tech teams get used to the venue, equipment, and each other, making sure everyone is on the same page.

Best Practices for Preparing a Powerful Run of Show

Use the Shisa Kanko technique: Shisa Kanko is an occupational safety technique used by Japanese railways to avoid accidents. The term simply means "pointing and calling" and involves physical gestures and verbal call-outs to keep operators focused. Try adding verbal call-outs to your Run of Show document for important steps. For example, if you've conducted a poll, add "Broadcast poll results on stage and discuss" in the document. Then, when it's time to do that, say, "Time to check out those poll results!" as a cue to yourself and the audience.
Color code tasks: The Run of Show contains a lot of information. It can confuse your host, speaker, and other crew if you don't delineate who's responsible for what. Try assigning tasks between different people or departments using color codes. That way, someone can easily glance at the sheet and know when they're up next. If you do this, don't forget to include an index or legend explaining what each color means!
Share it with everyone on the team: Share the document when anyone new (and relevant to the event) is onboarded or confirmed. Making the process collaborative early on means you'll face fewer hiccups and field fewer questions leading up to the event. Also, ask speakers and panelists to share their talking points or outlines with you. Incorporate any necessary information into the Run of Show so that things can be moved around if necessary.
Start your run of show as soon as you have the basic event structure in place, typically 6 - 9 months before the event.
While detail is important, clarity is key.
Conduct a pre-event briefing to walk through the run of show, explaining its structure and how to use it during the event.

Webinar Roles and Responsibilities

Whether you’re a team of one or 10, it’s important to have designated roles for each webinar. Can one person have more than one role? Of course, especially if you work solo. 😅‍‍

Read also: Host Engaging Webinars

Host: The webinar host is responsible for kicking off the webinar and introducing the topic and speaker(s). They facilitate the Q&A session and provide the final wrap-up.
Producer: The webinar producer is often the webinar software expert responsible for setting up the virtual event and managing the webinar process from start to finish. A producer builds the webinar in the virtual event platform, develops the run of show, supports speaker prep, and manages the tech during the event.
Marketing manager: Depending on the size of a team, the marketing manager may also be the host, producer, moderator, and even presenter! They understand the strategic vision behind the webinar, utilizing this tool to interact with their audience and hit business objectives. The marketing manager takes the lead in developing webinar content, creates targeting and promotional strategies, and manages the webinar follow-up and sales handoff.
Moderator: A webinar moderator is a subject matter expert who leads the conversation during a webinar. They come prepared with thoughtful questions that keep audiences educated and engaged throughout the event.
Presenter: A webinar presenter is responsible for sharing content that empowers audiences and helps them be even better at what they do. Whether a webinar is 15 minutes or an hour, presenters need to be dynamic and present information in a way that keeps people engaged throughout the entire event.
Guest: A webinar guest joins the webinar to offer their expertise and insight as a panelist or interviewee.

Webinar Formats and Sample Run-Throughs

Marketing managers don’t need to recreate the wheel when choosing the format of their upcoming webinars. Find a webinar structure or two that works for your target audience and makes sense for hitting your webinar goals, then start planning! Below are a few webinar formats to consider for future events (with accompanying sample run-throughs).

Subject Matter Expert (SME) Presentation

This can take the form of a thought leadership webinar, a customer case study, or even a product announcement. SME presentations are a great way to showcase expertise around a topic and provide your audience with valuable information.

Sample run of show for a 45-minute thought leadership webinar

Webinar Roles: Host, Presenter, Producer
15 minutes before the webinar: The host and SME join 15 minutes early to test audio, video, and any special presentation requirements.
Start of the webinar (5 mins): The host kicks off the webinar by welcoming everyone and introducing the SME. This is the time to ask the audience questions and generate energy for the webinar. Get your audience excited!
Presentation (25 mins): Give the SME the reins to run through their presentation. Thought leadership presentations can take the form of a step-by-step guide or be a deep dive into a specific topic. This is a great opportunity for the host to manage the chat and prepare for the Q&A. Meanwhile, the producer is on deck to run polls, send out handouts, and publish featured call to actions.
Q&A (10 mins): Save the Q&A for the end to make sure the SME gets through their entire presentation. Audience members can still ask questions throughout the webinar of course. Encourage attendees to ask questions in the chat as they come up. The host can organize and prioritize to make the most out of the Q&A session.
Wrap-up (5 mins): Don’t overlook the final wrap-up. The host uses this time to facilitate the next steps for attendees. Highlight the featured call to action, give them an easy way to connect with the SME, and let them know what they can expect after attending the webinar. Remember to thank your SME!

A Focused Conversation

This can look like a fireside chat, an interview, or even a debate. Focused conversations are a great way to dive into the details and learn directly from the experts.

Sample run of show for a 60-minute fireside chat

Webinar Roles: Moderator, Guest(s), Producer
15 minutes before the webinar: The moderator, guest, and producer log on 15 minutes early to test audio, video, and any special presentation requirements.
Start of the webinar (5 mins): The moderator starts the webinar by welcoming attendees and introducing the webinar guest(s). During this time, set expectations for the Q&A and let the audience know what to expect over the next hour.
Poll #1: The moderator begins the conversation with an initial attendee poll to help guide topic #1.
Fireside chat topic #1 (10 mins): The moderator and guest spend the first 10 minutes discussing topic #1. The producer manages the chat, preps for the first round of Q&A, and hands out related resources.
Q&A #1 (5 mins): The moderator and guest take a break to hear from the audience. The moderator can turn to the chat to view the questions the producer flagged for the Q&A, or ask the audience to submit questions in real time.
- Tip: Is your audience a little quiet? Prepare a question that a member of your team can ask in the chat to get the ball rolling.
Poll #2: The moderator announces a second attendee poll to help guide topic #2.
Fireside chat topic #2 (10 mins): The moderator and guest spend the next 10 minutes discussing topic #2. The producer manages the chat, preps for the second Q&A, and hands out related resources.
Q&A #2 (5 mins): The moderator and guest take a break to hear from the audience again. The moderator can view the chat to see the questions the producer flagged for Q&A, or ask the audience to submit questions in real time.
Poll #3: The moderator announces a third attendee poll to help guide topic #3.
Fireside chat topic #3 (10 mins): The moderator and guest spend the next 10 minutes discussing topic #3. The producer manages the chat, preps for a third round of Q&A, and hands out related resources.
Q&A #3 (5 mins): The moderator and guest take a break to hear from the audience for the third time. The moderator can turn to the chat to view the questions the producer flagged for Q&A, or ask the audience in real time.
Final thoughts and additional questions (7 mins): The moderator and guest spend the final few minutes sharing their key takeaways from the conversation. They can also return to the audience to answer any questions they might have missed.
Wrap-up (3 mins): Don’t overlook the final wrap-up. The moderator or producer can use this time to facilitate the next steps for attendees. Highlight the featured call to action, give them an easy way to connect with the moderator and guest, and disclose what they can expect after attending the webinar. Remember to thank everyone for attending and participating.

Expert Panel

This can be a facilitated conversation with two to three industry and/or product experts. Panels are an effective choice for discussing research or sharing best practices.

Sample run of show for a 60-minute industry panel

Webinar Roles: Moderator, Guests, Producer
15 minutes before the webinar: The moderator, guests, and producer log on 15 minutes early to test audio, video, and any special presentation requirements.
Start of the webinar (5 mins): The producer or moderator kicks off the webinar by welcoming attendees and introducing the panelists. Use this time to set expectations for the Q&A and to let the audience know what they can expect over the next hour.
Discussion (20 mins): The moderator kicks off the panel discussion with prepared questions for the panelists. Panelists are encouraged to respond and interact with one another.
- Tip: Does your panel hit on a topic that could benefit from audience insight? Add a poll in real time to gain attendee input and increase engagement.
Q&A (5-7 mins): Turn to the audience for their initial questions. The moderator can look at the chat to view the questions the producer flagged for Q&A, or ask the audience to submit questions in real time.
Discussion (20 mins): The moderator continues the discussion with the panelists. They can use prepared questions or pivot based on the earlier conversation or topics inspired by the Q&A.
Q&A (5-7 mins): Ask the audience for their final questions. The moderator can view the chat to see the questions the producer flagged for Q&A, or ask the audience in real time.
Wrap-up (3 mins): Don’t overlook the final wrap-up. The moderator or producer can use this time to facilitate the next steps for your attendees. Highlight the featured call to action, give them an easy way to connect with the moderator and guest, and disclose what they can expect after attending the webinar. Remember to thank everyone for attending and participating.

Ask Me Anything (AMA)

This can take the form of a topic expert answering questions directly from the audience, or a virtual office hour where attendees can interact directly with a product expert. For example, see the clip below from our "Beers and Webinar Fears," AMA-style webinar where VP of Marketing, Ashley Levesque, provided answers and solutions to the audience's webinar questions. In this clip, a registrant wanted to know, "How can we encourage more Q&A from participants viewing the webinar?"

Sample run of show for a 30-minute AMA

Webinar Roles: Host/SME, Producer
15 minutes before the webinar: The host and producer log on 15 minutes early to test audio, video, and any special presentation requirements.
Start of the webinar (5 mins): The host kicks off the AMA by welcoming attendees. Use this time to set expectations for the Q&A and let the audience know what they can expect over the next 30 minutes.
AMA (20 mins): The host/SME spends the majority of the webinar answering questions directly from your audience.
- Tip: Source questions ahead of time so you have a bit of structure to your webinar and a solution for avoiding awkward silences.
Wrap-up (3 mins): Don’t overlook the final wrap-up. The hose can use this time to facilitate the next steps for attendees. Highlight the featured action, give them an easy way to connect with the host, and let them know what they can expect after attending the webinar. Remember to thank everyone for attending and participating.

Tools and Templates

Asana: Asana’s free run-of-show template goes beyond listing times. It works as a real-time roadmap for the entire event. The combination of precise scheduling and flexible project management allows teams to adapt without chaos. Planners reduce redundant communication, align teams across locations, and handle changes as they happen without losing track of details.
MobileUp: MobileUp has created an editable Run of Show Template for you.

Asana Template Sections

Event Information
Detailed Timeline
Content and Speakers
Technical Details
Vendor and Logistics
Contingency Plans

Asana Features

Asana features allow you to customize a run-of-show template to match your event planning workflow. Features make it easier to visualize the schedule, automate repetitive updates, and connect every contributor from planning to post-event wrap-up.

Timeline View
Custom Fields
Dependencies
Calendar View
Mobile App

Recommended integrations

Integrations connect the run-of-show template to your existing tools, creating a smooth event management experience. They help you keep communication, files, and technical details aligned without extra manual work.

Slack
Zoom
Google Sheets
Dropbox
Vimeo

Webinar Slide Deck Templates

Great slides should give a presentation an organic feel, tell a cohesive story, and provide attendees with valuable information. Poorly designed slides can be distracting, resulting in an unfavorable brand reputation, and yield poor audience engagement.

Components of a Successful Webinar Slide Deck

Here are a few must-haves for an effective webinar slide presentation.

Tell a Story: Webinar slides should be built like a story, with a beginning, a middle, and an end. Use slides to set the stage for the presentation, present a problem, share examples and use cases, and then provide a solution and next steps.
Data, Data, Data: Data is a powerful storytelling tool. Qualitative and quantitative data both add credibility to a presentation. This information can be used to establish the problem and showcase a solution. Data can take the form of statistics, testimonials, and use cases.
Images > Words: The golden rule of effective webinar slide decks is never to write out exactly what you’re going to say on the slides. Instead, use images and graphics to support the story. Wordy slides run the risk of your audience reading ahead and not being actively engaged in the presentation. They're also dense and boring. Tip: If you’re having difficulty cutting out the text, consider writing a blog as supporting content for your webinar.
Less Is More: Avoid trying to pack the entire presentation into five slides. Instead, give your audience one thing to focus on for each slide. This helps your attendees stay focused on what’s being presented at that moment.

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