What is a run of show?

A run of show is the minute-by-minute schedule of an event day: what happens, when, and who is responsible. Venues, planners, caterers and AV crews share it so everyone works from the same plan. This builder lists each segment with a time, a title, notes and an owner.

What do the templates contain?

Wedding, corporate party, conference day and gala templates fill the schedule with invented example segments, and Blank starts empty. They are starting points, not recommended timings: change every time, note and owner to fit your event.

In what order are the segments listed?

By time, earliest first, whatever order you typed them in. Segments at the same time keep the order you typed them in, and segments with no time are listed last. A row needs a title or a time to appear; a row with only notes or an owner is left out until it has one.

How does the calendar file work?

The .ics file has one calendar event for each segment that has both a time and a title. Each runs until the next timed segment starts, and the last one runs until “Event ends”. The times are local to whoever opens the file, because the tool does not know your time zone. Import it into Google Calendar, Apple Calendar or Outlook.

Can a schedule run past midnight?

No. A run of show here covers one calendar day, from 12:00 AM to 11:59 PM. For an event that runs past midnight, make a second run of show for the next date.

Is anything I type sent to VenueDirector?

Your schedule stays in your browser, which also remembers it for next time, and the PDF and Word files are built there. We count anonymous events such as “a document was downloaded”, without your text. The calendar file is built from your schedule on our server when you ask for it, and nothing is kept. Your schedule and email are stored only if you ask us to email you a link to it.

Free tool · For venues · For couples & planners

Run of show and event timeline builder

Start from a template or a blank page, set the time, segment, notes and owner for each step, and download the schedule as a PDF, a Word file or a calendar file.

Your details

Reset

The event

An invented example. Replace it with your own.

Venue name

Your logo (optional)

PNG, JPEG or WebP. It stays in your browser: it is never uploaded to VenueDirector, and it is not included in a share link or an emailed copy. It is added to the preview and to the PDF and Word files you download here.

Event name

Host or client (optional)

Event date

Event ends at (optional)

The last segment runs until this time.

Start from a template

Replaces the segments below with an invented example you can edit. Your venue, event and date stay as they are. The times and notes are placeholders, not recommended timings.

Segments

Each step of the day: a time, a title, notes and who owns it. The document lists them by time, whatever order you type them in. A row needs a title or a time to appear. Up to 24 rows.

Row 1

Row 1 time

Row 1 title

Row 1 notes

Row 1 owner

A role or a person.

Row 2

Row 2 time

Row 2 title

Row 2 notes

Row 2 owner

A role or a person.

Row 3

Row 3 time

Row 3 title

Row 3 notes

Row 3 owner

A role or a person.

Row 4

Row 4 time

Row 4 title

Row 4 notes

Row 4 owner

A role or a person.

Row 5

Row 5 time

Row 5 title

Row 5 notes

Row 5 owner

A role or a person.

Row 6

Row 6 time

Row 6 title

Row 6 notes

Row 6 owner

A role or a person.

Row 7

Row 7 time

Row 7 title

Row 7 notes

Row 7 owner

A role or a person.

Row 8

Row 8 time

Row 8 title

Row 8 notes

Row 8 owner

A role or a person.

Row 9

Row 9 time

Row 9 title

Row 9 notes

Row 9 owner

A role or a person.

Row 10

Row 10 time

Row 10 title

Row 10 notes

Row 10 owner

A role or a person.

Row 11

Row 11 time

Row 11 title

Row 11 notes

Row 11 owner

A role or a person.

Fill the last row and another appears, up to 24.

Preview

The Larkspur

Run of show

Spring team celebration

Date: May 14, 2027
Event ends: 10:00 PM
Host: Northwind Labs

Schedule

Schedule
Time	Segment	Notes	Owner
3:00 PM	Vendor load-in	AV and decor use the loading dock.	Venue manager
4:00 PM	AV check	Microphone and slides tested.	AV lead
5:00 PM	Doors and check-in	Name badges at the entrance.	Host team
5:15 PM	Welcome reception	Two bar stations open.	Bar manager
6:15 PM	Opening remarks	Five minutes; mic on a stand.	CEO
6:30 PM	Dinner service		Catering lead
7:30 PM	Awards and thank-yous		MC
8:00 PM	Music and mingling		DJ
9:45 PM	Last call		Bar manager
10:00 PM	Event ends		Venue manager

Times are plain schedule times with no time zone. The calendar file uses the time zone of the device that opens it.

Made with VenueDirector

Download this document

Built in your browser. Add a logo on the left and it will appear on both files.

Share a link to this document

Copy share link

Email me these results

Get a link that brings back every number, to finish later or on another device.

In VenueDirector

Event timelines Coming next

VenueDirector already tracks each event from lead to confirmed. Run-of-show timelines you can share with vendors and staff, built from the booking, are coming next.

Get early access

How is the run of show put together?

Segments. Each row is one step of the day: a time, a title, notes and an owner (a role or a person). A row needs a title or a time to appear.
Order. The document lists segments by time, earliest first, whatever order you typed them in. Segments at the same time keep the order you typed them in, and segments with no time come last.
Calendar file. Each segment with a time and a title becomes one calendar event. It runs until the next timed segment starts; the last one runs until “Event ends”, or 15 minutes if that is not set or not later. Two segments at the same time give the first one 5 minutes.
One day. A run of show covers one calendar day, 12:00 AM to 11:59 PM, with plain times and no time zone.

The preview, the PDF and the Word file are rendered from the same document, so what you see is what you send.

What is in the example, and what is yours?

The builder opens with an invented example so the page is never blank. The Larkspur and Northwind Labs are not real businesses, the date is a fixed example date, and every time, note and owner is an editable assumption, not a recommended timing or an industry standard. Replace all of it:

Example event: Spring team celebration on May 14, 2027, ending at 10:00 PM, with 10 segments, the first at 3:00 PM.
Templates: wedding, corporate party, conference day, gala and a blank page. Each is invented placeholder content to start from.

Your logo stays in your browser. It is added to the preview and to the PDF and Word files there, and it is never uploaded to VenueDirector, put in a share link, or kept with an emailed copy. The calendar file has no logo.

Worked example

With the example above, the schedule runs from 3:00 PM to 10:00 PM in 10 segments. The calendar file would hold 10 events, one for each:

The Larkspur

Run of show

Spring team celebration

Date: May 14, 2027
Event ends: 10:00 PM
Host: Northwind Labs

Schedule

Schedule
Time	Segment	Notes	Owner
3:00 PM	Vendor load-in	AV and decor use the loading dock.	Venue manager
4:00 PM	AV check	Microphone and slides tested.	AV lead
5:00 PM	Doors and check-in	Name badges at the entrance.	Host team
5:15 PM	Welcome reception	Two bar stations open.	Bar manager
6:15 PM	Opening remarks	Five minutes; mic on a stand.	CEO
6:30 PM	Dinner service		Catering lead
7:30 PM	Awards and thank-yous		MC
8:00 PM	Music and mingling		DJ
9:45 PM	Last call		Bar manager
10:00 PM	Event ends		Venue manager

Times are plain schedule times with no time zone. The calendar file uses the time zone of the device that opens it.

Made with VenueDirector

Frequently asked questions

What is a run of show?: A run of show is the minute-by-minute schedule of an event day: what happens, when, and who is responsible. Venues, planners, caterers and AV crews share it so everyone works from the same plan. This builder lists each segment with a time, a title, notes and an owner.
What do the templates contain?: Wedding, corporate party, conference day and gala templates fill the schedule with invented example segments, and Blank starts empty. They are starting points, not recommended timings: change every time, note and owner to fit your event.
In what order are the segments listed?: By time, earliest first, whatever order you typed them in. Segments at the same time keep the order you typed them in, and segments with no time are listed last. A row needs a title or a time to appear; a row with only notes or an owner is left out until it has one.
How does the calendar file work?: The .ics file has one calendar event for each segment that has both a time and a title. Each runs until the next timed segment starts, and the last one runs until “Event ends”. The times are local to whoever opens the file, because the tool does not know your time zone. Import it into Google Calendar, Apple Calendar or Outlook.
Can a schedule run past midnight?: No. A run of show here covers one calendar day, from 12:00 AM to 11:59 PM. For an event that runs past midnight, make a second run of show for the next date.
Is anything I type sent to VenueDirector?: Your schedule stays in your browser, which also remembers it for next time, and the PDF and Word files are built there. We count anonymous events such as “a document was downloaded”, without your text. The calendar file is built from your schedule on our server when you ask for it, and nothing is kept. Your schedule and email are stored only if you ask us to email you a link to it.