# Run of Show > A minute-by-minute production script for a live event, with cues organized by radio channel, back-of-house timing, vendor contacts, and a payment schedule. Pre-filled with a 300-guest product-launch gala. Source: https://buildpdfs.com/templates/run-of-show Category: Events A minute-by-minute production script for a live event, with cues organized by radio channel, back-of-house timing, vendor contacts, and a payment schedule. Pre-filled with a 300-guest product-launch gala. ## What's included - Front-of-house and back-of-house timing shown side by side - Minute-by-minute cues with radio-channel numbers for the stage manager - Vendor and crew contact sheet with roles - Emergency and contingency page with the call order - Payment schedule with deposit and balance due dates - Doors, dinner, and entertainment run-down for a 300-guest event ## Sample content Maison Vale · Event Design Studio **v3**Issued 11 Sept 2026 The Lumière Gala · Operations Pack ### Run of Show_& Production Plan_ One clock for the whole night — every cue, supplier, zone and pound for Aurelia Cosmetics' launch of Lumière, from first truss to last car. Event Date Fri 18 Sept 2026Doors 19:00 · 300 guests Venue The Conservatory at Bow HallGlasshouse & East Terrace, Mayfair Version v3 · 11 SeptSupersedes v2 of 28 Aug Producer Rosa Pemberton07700 900 104 · Ch 1 Run of Show #### Minute _by minute_. Crew call 14:00 Show call 18:30 Cues Q1–Q17 | Time | Dur | Cue | What happens | Owner | Zone | LX | SND | AV | | ------------------------------ | ----- | ------ | ------------------------------------------------------------------------------------------- | ----------------------------- | ---- | -- | --- | -- | | Build & rehearse 14:00 – 18:59 | | | | | | | | | | 14:00 | 2h 00 | — | Load-in via Bow Lane dock Truss, set flats and corridor frames in; stage deck built | Tom AchebeProduction | 8 4 | | | | | 15:00 | 1h 30 | — | Florals & scent install Florals hung; Dusk, Bloom and Ember diffusers loaded | Lucie MarchandAtelier Verdure | 3 | | | | | 15:30 | 1h 30 | — | LX focus & projection alignment Warm wash plotted; mapping test on the 9 m reveal scrim | Priya RamanHalcyon Light | 4 5 | | | | | 17:00 | 0h 30 | — | Sound check Trio, founder's lapel mic, score playback at show level | Sam WhitlockNorthlight Audio | 5 | | | | | 17:15 | 1h 15 | — | Catering in & tables laid Kitchen set; 300 covers, vials and place cards laid | Florian KeepHead chef | 8 4 | | | | | 18:00 | 0h 30 | Q10–12 | Technical rehearsal Reveal sequence run twice; founder walks her mark | Jess HarlowStage manager | 4 5 | | | | | 18:30 | 0h 15 | — | All-crew briefing Positions, radio channels, guest-list VIPs, press rules | Rosa PembertonProducer | 4 | | | | | 18:45 | 0h 15 | Q1 | Pre-set: Dusk state Silver light, bergamot on, trio set, champagne poured | Jess HarlowStage manager | 1 2 | | | | | Show 19:00 – 23:45 | | | | | | | | | | 19:00 | 0h 45 | Q2 | Doors · Arrival & Champagne Guests in under the glasshouse; press wall to the side | Rosa PembertonProducer | 1 | | | | | 19:45 | 0h 40 | Q3–9 | Scent corridor — "Bloom" Seven waves of forty, one every six minutes | Camille ValeCreative dir. | 3 | | | | | 20:25 | 0h 05 | Q10 | Call to table Single chime; house to half; hosts seat by table card | Jess HarlowStage manager | 4 | | | | | 20:30 | 0h 08 | Q11 | Founder's address Margaux Ellery, founder; score under the last minute | Jess HarlowStage manager | 5 | | | | | 20:40 | 0h 04 | Q12 | The Fragrance RevealKey moment 8 s silence, blackout, mapped reveal; Lumière poured & named | Jess HarlowCalls all depts | 5 | | | | | 20:45 | 1h 30 | Q13 | Dinner service — four courses Paired to the three accords; wine with each course | Florian KeepHead chef | 4 | | | | | 22:15 | 1h 00 | Q14 | After-hours & press suite Tables clear; DJ Orla Quinn; founder interviews | Rosa PembertonProducer | 6 7 | | | | | 23:15 | 0h 15 | Q15 | Last orders & gifting desk opens Boxed first editions and handwritten cards at the porch | Maya FerrisBar lead | 2 1 | | | | | 23:30 | 0h 15 | Q16 | Carriages Cars staged on the East Terrace; security clears the porch | Mark BellamyHead of security | 1 | | | | | 23:45 | — | Q17 | Venue clear & handover to strike Working lights up; strike runs to 03:00, dock closes 03:30 | Tom AchebeProduction | 8 | | | | Lighting cue Sound cue Projection / AV 4Zone on the floor plan, p. 5 All cues called by SM on Ch 4 Production Budget #### Where the _£118,000_ goes. Tier Nocturne As at 11 Sept Total budget £118,000 Excludes VAT · 300 guests Paid out £53,420 45.3% of budget Outstanding £64,580 Due by 2 Oct 2026 Contingency £7,020 left · £1,240 drawn Line Share of budget · paid portion Amount % Status Production & staging Set, corridor build, rigging, crew £22,000 18.6 Deposit 50% Catering & bar Four courses for 300, full bar £21,000 17.8 Deposit 30% Lighting & sound LX design, mapped reveal, PA, tech crew £17,500 14.8 Deposit 50% Venue Bow Hall exclusive use, late licence £14,500 12.3 Paid in full Florals & scent design Florals, three diffused accords £10,500 8.9 Deposit 50% Staffing & security 14 hosts, 8 SIA officers, cloakroom £9,000 7.6 After event Entertainment Commissioned score, string trio, DJ £8,000 6.8 Deposit 50% Photo & film Stills, film, same-night edit £7,240 6.1 Deposit 50% Contingency · 7% £1,240 drawn: backup generator £8,260 7.0 Held Paid Still to pay Contingency drawn **Sign-off:** spend over £500 outside these lines needs written approval from Rosa Pemberton and Aurelia. Suppliers & Contacts #### Who is on site, _and when_. Confirmed 7 of 10 Dock Bow Lane | Category | Company | Contact | Phone | Arrives | Status | | --------------- | --------------------------------------------------- | ----------------------------- | ------------- | ------- | ------------- | | Venue | Bow Hall EventsThe Conservatory, Mayfair | Harriet Lowe Venue manager | 020 7946 0331 | 13:30 | Confirmed | | Production | Forge & Frame LtdSet, corridor, rigging | Danny Okafor Crew chief | 07700 900 412 | 14:00 | Confirmed | | Lighting & AV | Halcyon Light WorksLX, projection mapping | Priya Raman LX designer | 07700 900 287 | 14:00 | Confirmed | | Sound | Northlight AudioPA, radio mics, playback | Sam Whitlock Sound engineer | 07700 900 655 | 16:30 | Confirmed | | Florals & scent | Atelier VerdureFlorals, diffused accords | Lucie Marchand Lead florist | 07700 900 563 | 15:00 | Confirmed | | Catering & bar | Florian Keep KitchenDinner for 300, bar team | Florian Keep Head chef | 07700 900 118 | 17:00 | Confirmed | | Music | The Ashdown TrioStrings 16:45 · DJ Orla Quinn 21:45 | Ellis Ashdown Trio leader | 07700 900 790 | 16:45 | Contract sent | | Security | Sentinel Event Security8 SIA officers, door list | Mark Bellamy Head of security | 07700 900 336 | 18:00 | Confirmed | | Photo & film | Two Frame StudioStills, film, social edit | Joel Asante Lead photographer | 07700 900 921 | 18:15 | Contract sent | | Transport | Mayfair Chauffeur Co.12 cars, East Terrace rank | Nadia Brook Dispatch | 020 7946 0874 | 23:00 | Contract sent | If something _goes wrong_. Call the producer first. For any injury or fire, call 999, then tell security on Ch 3. Producer · decides Rosa Pemberton 07700 900 104 · Ch 1 Production manager Tom Achebe 07700 900 145 · Ch 2 Security · first aid Mark Bellamy 07700 900 336 · Ch 3 Venue duty manager Harriet Lowe 020 7946 0331 Nearest A&E St Mary's Hospital Praed St, W2 · 9 min Aurelia on the night Inès Laurent 07700 900 672 Floor & Timing #### The Conservatory, _zone by zone_. Scale 1 : 250 1 Arrivals & GlasshouseDoors, champagne, trio, press wall 19:00 · Q2 5 Stage & reveal scrimFounder's address, mapped reveal 20:40 · Q12 2 BarSignature cocktail, last orders 18:45 · Q1 6 Press suiteFounder interviews, product shots 22:15 · Q14 3 Scent corridorSeven waves of forty guests 19:45 · Q3–9 7 LoungeAfter-hours, DJ, gifting route 22:15 · Q14 4 Main hall · diningFive long tables, 300 covers 20:25 · Q10 8 Back of houseKitchen, crew, dock — no guests 14:00 → 03:30 Where the guests are 1 **19:00**Arrive 3 **19:45**Corridor 4 **20:25**Seated 7 **22:15**Lounge 1 **23:30**Cars ## Frequently asked questions ### What is a run of show? A run of show is the minute-by-minute script of a live event: who does what, when, and on which radio channel. A stage manager or producer calls it live on the day to keep every department in sync. ### What is the difference between a run of show and an event run sheet? A run of show is the cue-by-cue script called live on the day, organized by radio channel. An event run sheet is the broader planning document, with vendor checklists for before and after the event. Many planners use both: the run sheet to prepare, and the run of show to call the event. ### Who uses a run of show? Event planners, stage managers, AV and production crews, and wedding planners who are calling cues live. Everyone with a radio on the day should have a copy. ### Is this run of show template free? Yes. You can customize the run of show template for free and download it as a print-ready PDF. Describe your event, cues, and vendors to the AI and it structures the full script. ## Related reading - [How to make an event run sheet](https://buildpdfs.com/guides/how-to-make-an-event-run-sheet) - [How to design a professional PDF](https://buildpdfs.com/guides/how-to-design-a-professional-pdf) - [What "client-ready" means for a client deliverable PDF](https://buildpdfs.com/guides/client-deliverable-pdf-client-ready) [Use this template](https://buildpdfs.com/signup?templateId=run-of-show) — free, no credit card required.