6 Best Practices in Creating Your Virtual Run of Show

Most planning professionals are familiar with tools that help keep their event’s content organized and concise. For example, a Run of Show provides a minute-by-minute detailed breakdown of an event flow, and like most processes, there are best practices to follow in creating your virtual run of show.

Creating a properly drafted Run of Show (ROS) document for your virtual event and sharing it with your stakeholders helps to ensure that your program proceeds smoothly. In coordinating a meticulous flow that includes essential technical components, the timing of features, and critical notations of content, your run of show will ensure that your virtual event is seamless and provides a thorough direction for all of your team members.

  1. Develop an excellent storyline for your audience
    • Unlike a production schedule or an event checklist, a run-of-show document should take your audience on an adventure. Instead of defaulting to a checklist-style, consider your run-of-show document as more of a narrative than a guide.
    • Develop a captivating and detailed journey that will engage your audience as well as maintain the flow of your event details, AV, and content with the rest of your production team.
  2. Include a Show Producer
    • Adding a show producer is a great way to structure an event, being the liaison between production staff, the presenters, and the platform. In addition, an experienced producer can provide insight into how to translate the flow of an in-person event into a virtual space.
    • Show producers can aid in the movement of your run-of-show document and help execute the cues during your virtual event. They are an excellent addition that will help alleviate stress and will aid in keeping the details of your production seamless and entertaining.
  3. Use a software application to organize your ROS information
    • It is crucial to your production to organize your run-of-show information that is accessible to everyone on your team and where the data can also be adapted easily to last-minute changes or considerations. Essentially, your run-of-show program needs to be a living document-not static.
    • There are plenty of software tools and programs available for event professionals. Still, any format will work as long as the details are concise, visually appealing, and contain the most up-to-date information.
    • A recent Vimeo blog offers some advice; “Color coding helps ensure that people can find exactly what they are looking for when it’s time to go live. It’s also useful for planning hybrid events to clearly communicate which segments are live, and in-person, and which are virtual.”
  4. Adjust as you go
    • As mentioned above, your ROS document will change from the time of your event conception until going live. So it’s essential to adjust your information accordingly. Also, you’ll need to remember that one change will most likely result in a domino effect, so exercise mindfulness when considering the cause and effect of alterations.
    • For example, if your features switch order or a presenter needs to cancel, you will need to examine your ROS to change certain timings of slideshows and banners that feature speaker info.
  5. Be mindful of how you position the visuals of speakers and presenters
    • Given that all content is viewed on a screen with virtual events, your presenters must be properly framed. In addition, microphones and associated audio should be audible, with any screen transitions timed appropriately.
    • It’s also important to share the speaker schedule with your presenters ahead of time so that everyone is aware of their allotted time. Using your run-of-show document to prepare your speakers in advance is an excellent way to maintain a smooth flow of event features.
  6. Explore tips and advice from the experts
    • If you are new to creating a run-of-show document, researching advice from industry experts can save you time and frustration. In addition, there are plenty of tools and templates available that will help keep your run-of-show info organized and accessible.
    • Professional guidance and suggestions can range from blog posts to course subscriptions and include agenda builders or frameworks that make slotting in your information quickly and effectively structured.
    • And as mentioned above, hiring a Show Producer is another way of ensuring a polished and fluid virtual event. Why reinvent the wheel when you can repurpose successfully proven methods?

Create your run-of-show document with Ineventors

The team behind the innovative and interactive virtual platform can assist event professionals in every step of the production process. In addition, clients will have access to professional and expert guidance, including assistance in plotting ROS information.

Contact Ineventors today and discover the many ways to enhance your upcoming virtual or hybrid event.

Need some extra help? Reach out to Ineventors at any time!
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