Design a run of show for your webinar and keep production on track

What’s a webinar run of show?

A run of show is a schedule, typically formatted as a spreadsheet, that serves as a single source of truth to plan and execute an event smoothly. For a webinar, this resource typically outlines every presenter and guest, along with the transitions and cues that stitch together their appearances. An effective run of show is more than a simple agenda; it’s a minute-by-minute blueprint that keeps everyone on the same page about entrances, timelines, and presentations.

Key elements to include in your run of show

With so many moving parts in event planning, your run of show document will need to cover a lot of details, including:

• Times/durations: A detailed timeline keeps everyone on track, so they know when they’re expected on camera and how long they’ll be there. Plus, knowing exactly how far off you are helps when making last-minute pivots. 
• Content segments: Each segment should have a concise label that clearly indicates what the action is and who’s involved. These labels serve as shorthand for everyone to use when referring to the schedule, improving communication before and during the webinar.
• Active speakers: Label who the active speaker is for each segment, so the tech team can identify which microphones and cameras to activate and what videos to cue up — and so speakers know the precise timing for their entrances and exits. 
• Cues: Clear cues signal to everyone when it's time to move on to the next segment.
• Audio and technical notes: Include notes for the tech team about when to turn mics on and off, which video files to play, when to run transitions, and what cameras to use for each segment.
• Backup/contingency notes: Insert recommendations for what to do if a speaker goes over or there’s a technical glitch. You don’t need a dozen contingency plans, just a handful of general strategies for filling dead space or cutting segments.

A practical webinar run of show example

There’s a lot of detail to pack into your run of show document, but it still needs to be clear at a glance and as concise as possible. This resource will likely end up folded up in people’s pockets, taped to walls, and attached to clipboards over the course of the event, so you need to maximize your use of space. Google Sheets can help you pull this off with its color-coding and collaboration tools.

Your run of show will look different based on whether you’re planning a digital, hybrid, or live event. Hybrid events are usually the most difficult to plan, since you’re bouncing between presenters, pre-recorded videos, and multiple cameras.

So in the following virtual event run of show template, we’ll outline a typical hybrid webinar. You can remove columns as needed to streamline the spreadsheet for purely digital or live events. This template is designed for a new product launch that runs for 60 minutes and features speakers, videos, and a live Q&A at the end.

How to build your webinar run of show: 5 steps

The above run of show event template should get you started, but here’s how to customize that baseline to set your webinar up for success. It’s best to follow this process after your team has decided what the webinar will cover and before you conduct a full rehearsal.

Prepare for your event with Vimeo’s webinar tools →

1. Create a narrative arc

Open a spreadsheet tool like Google Sheets, and place all your planned segments into a column. Then rearrange them to form a cohesive narrative arc that stitches the tentpole moments together.

Don’t forget about the parts leading into and out of the webinar, such as waiting rooms and Q&As. Once you have a clear story and flow, insert the technical considerations for each segment and the cues that will signpost each step.

2. Add timeframes

Include a column that explains the timeline of events from start to finish. Add specific expected durations, as well as start and end times. If the webinar gets off track, your team can use this information to quickly figure out how much time they need to cut or add to get back on schedule.

It’s also a good idea to build in small buffers between significant segments, especially interactive elements that rely on audience participation and are harder to predict.

3. Assign ownership

Reach out to each person involved in event planning and technical setup, and ask what they need to see in the run of show document to maximize its usefulness. Add columns as needed, and have relevant participants or teams insert the details they care about.

When everyone is finished, revise the document to improve consistency and streamline where possible, then send it around again for a final review. 

4. Audit technical requirements

Make sure you have all the equipment and assets you need for each segment on the webinar agenda. Double-check that each item is in working order and someone is responsible for getting it where it needs to be (and on schedule).

5. Conduct rehearsals

Get the production crew together, on location if possible, to walk through the webinar. Practice every cue, transition, and segment using the actual assets, and look for anything that doesn’t work properly or flow well. When you can run the whole show in the time allotted, without glitches or mistakes, you’re ready for a full rehearsal with all participants.

Frequently asked questions

How do you structure a run of show?

You structure a run of show, typically in a spreadsheet, by following five steps:

1. Create a narrative arc: Arrange all planned segments, including pre- and post-webinar parts like waiting rooms and Q&As, for a cohesive flow, then insert technical considerations and cues.
2. Add timeframes: Include specific expected durations, start, and end times. Build in small buffers between significant segments, especially those that are harder to predict.
3. Assign ownership: Consult the people involved in planning and technical setup, add necessary columns, and have relevant teams insert their details before a final consistency review.
4. Audit technical requirements: Verify that all necessary equipment and assets are in working order, and ensure someone is responsible for their timely availability.
5. Conduct rehearsals: Walk through the webinar with the production crew, practicing every cue and segment using actual assets. A full rehearsal with all participants is ready once the entire show runs flawlessly within the allotted time

What should a run sheet include?

A run of show (or run sheet) must cover many details for smooth execution:

• Times/durations: A detailed timeline with expected start and end times to help with tracking and making last-minute pivots.
• Content segments: Concise labels for each segment to serve as shorthand for the action and involved parties.
• Active speakers: Labels identifying who is speaking so the tech team knows which mics and cameras to activate, and speakers know their timing.
• Cues: Clear signals for everyone indicating when to move to the next segment.
• Audio and technical notes: Instructions for the tech team regarding mics, video files, transitions, and camera use.
• Backup/contingency notes: Recommendations for general strategies, such as filling dead space or cutting segments, in case of delays or technical glitches.

What is an event production run of show?

An event production run of show is a schedule, typically a spreadsheet, that functions as a single source of truth for planning and executing an event smoothly. It outlines and precisely times all the moving parts, acting as a minute-by-minute blueprint that combines an agenda, schedule, and roster of presenters. For a webinar, this resource specifically outlines every presenter and guest, along with the transitions and cues that stitch their appearances together, keeping everyone on the same page about entrances, timelines, and presentations.

Execute your run of show flawlessly with Vimeo’s professional suite

Outlining a detailed run of show well in advance and getting buy-in from everyone involved is the best way to make sure your webinar goes smoothly. While the event probably won’t run exactly as planned, the better your roadmap is, the more easily you can adjust on the fly without distracting viewers.

Whether you’re running a live, pre-recorded, or hybrid webinar, Vimeo gives you everything you need for professional, large-scale events. Vimeo’s high-definition stability, robust production tools, and precise equipment controls make running a high-quality show much easier. Meanwhile, immersive engagement features like Q&As, polls, and live chat offer attendees a memorable experience.