Template · free
Show Flow / run-of-show template
A minute-by-minute run-of-show for a one-day partner meet that keeps stage cues, screen cues and app triggers side by side. Thirty-two rows run from doors open to close, with an owner and a contingency for each cue, so the stage manager and the app operator read the same line.
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Who it is for
- Sales and channel leads who own the partner-meet programme
- Corporate event managers coordinating stage and app operators
- Stage managers who need one script for the whole day
How to use it
- Replace the example clock times with your own, keeping at least 10 minutes between sessions for slippage.
- Fill the Owner column with names, not teams, so every cue has one person.
- Rehearse the first hour and the awards block with the app operator beside the stage manager.
- Print the sheet and keep a version on the control desk; mark changes with the time they were made.
The contents
| Time | Stage cue | Screen cue | App cue | Owner | If it slips |
|---|---|---|---|---|---|
| 08:00 | Doors open, house music | Welcome loop | Gate scan live | Gate lead | Open desks manually |
| 08:30 | Registration desks busy | Wi-Fi and app QR slide | Reminder push | Event desk | Hold the QR slide |
| 09:15 | Hosts take stage | Event title card | None | Host | Start 5 minutes late |
| 09:20 | Host welcome and housekeeping | Housekeeping slide | None | Host | Shorten the welcome |
| 09:30 | Chief guest keynote | Speaker name and photo | Session check-in opens | Stage manager | Cut the video |
| 10:00 | Business review starts | Slides | Poll 1 launched | Content owner | Skip the poll |
| 10:20 | Poll results discussed | Live poll results | Poll closes | Host | Show last result |
| 10:35 | Tea break | Break timer | Break notice | Event desk | Shorten tea to 15 minutes |
| 11:00 | Product launch | Launch video | Poll 2: favourite feature | Content owner | Skip video |
| 11:30 | Product panel | Panellist slide | Ask-the-panel opens | Moderator | Take questions on stage |
| 12:15 | Partner story | Story slide | None | Host | Drop the story |
| 12:30 | Regional breakouts | Room allocation slide | Group notice with rooms | Event desk | Print room list |
| 13:30 | Lunch | Lunch location slide | Lunch location push | Venue lead | Announce on stage |
| 14:30 | Reconvene, quiz warm-up | Quiz QR slide | Quiz opens | Quiz host | Run a shorter quiz |
| 14:50 | Quiz round 1 | Question on screen | Question timer starts | Quiz host | Reduce rounds |
| 15:10 | Quiz leaderboard | Top 5 slide | Leaderboard updated | Quiz host | Show top 3 only |
| 15:20 | Team challenge briefing | Rules slide | Challenge notice | Facilitator | Cancel challenge |
| 15:30 | Team challenge | Timer | Scan points live | Facilitator | Cut by 10 minutes |
| 16:15 | Tea break | Break timer | Feedback form opens | Event desk | Move feedback to the end |
| 16:35 | Announce awards process | Awards intro film | None | Host | Skip film |
| 16:45 | Awards 1 to 5 | Winner slides | Winner notices queued | Awards lead | Read from card |
| 17:15 | Awards 6 to 10 | Winner slides | Winner notices queued | Awards lead | Read from card |
| 17:45 | Top partner award | Winner video | Winner notice | Awards lead | Plain slide |
| 18:00 | Leadership closing remarks | Thank-you slide | Feedback reminder push | Chief host | Shorter remarks |
| 18:15 | Vote of thanks | Thank-you slide | None | Host | Skip |
| 18:20 | Group photo | Photo slide | Photo gallery opens | Photographer | Take photo outside |
| 18:30 | Close, evening plan announced | Evening plan slide | Evening notice | Host | Announce on stage |
| 19:00 | Dinner service begins | Dinner location | Dinner push | Venue lead | Verbal announcement |
| 20:00 | Open networking | Music playlist | Gallery refreshed | Event desk | None |
| 21:00 | Transport reminders | Bus slot slide | Transfer push | Hospitality desk | Desk calls |
| 21:30 | Final close | End loop | Thank-you notice | Event desk | None |
Where it has been used
The cue pattern follows how a beverage-company partners meet mixed stage sessions, poll moments and an awards block with scheduled app announcements.
Questions people ask
Why put app cues on the run-of-show?
Because polls, announcements and quiz launches fail when no one owns the trigger time. A cue with a named owner and a fallback is far more reliable than an agreement to do it somewhere in the session.
How long should the contingency column be?
One short line per cue is enough: the fallback and who decides. Complex plans are not read under pressure; a clear first alternative is.
Can this be used for a conference with parallel tracks?
Yes. Duplicate the sheet per room and add a column for room, then keep one master sheet that shows only cross-room cues such as breaks and plenaries.
Want this running inside your event app?
Sociana turns lists like this into live screens, requests and reminders for your guests and your desk. A 20-minute walkthrough shows how.