Empires Have Timelines. Your Pop-Up Should Too.

My first pop-up dinner was for twelve people. My "run of show" was a few crumpled sticky notes and pure panic. I forgot ingredients, the music died, and I sweated clean through my chef's coat.

It was a beautiful disaster.

The fix wasn’t a bigger budget or a fancier venue. It was a simple document I learned about the hard way: a run of show template for an event. It’s the secret script that maps out every single moment, from unlocking the doors to the final wave goodbye.

It tells everyone what happens, when it happens, and who is responsible for making it happen.

The Thing You Didn’t Know You Needed

Think of it as the event’s DNA. It’s the one document that keeps everyone—from the person checking tickets at the door to the one queuing up the playlist—on the same page. It’s the difference between looking like a pro and looking like you're making it up as you go.

Sound familiar?

Your Antidote to Chaos

A run of show isn’t just for concert promoters. It’s the most powerful tool for any small creator, whether you’re hosting a pottery workshop, a community market, or a supper club.

It answers the critical questions before they become problems:

• What time do we dim the lights? Not "in the evening," but at 7:02 PM.
• Who gets more ice when we run out? Instead of three people staring at each other, one person knows it’s their job.
• What’s the cue for the welcome announcement? After the first ten guests arrive, or at a specific time?

This isn’t about being a robot. It’s about building a structure so you can relax and actually host. You make the plan so you can be present for your guests, not frantically texting your friend to find the aux cord.

Why This Matters Now

The need for this kind of planning has grown with the boom in online event ticketing. With online ticket sales in the US projected to hit $12.5 billion in 2025, more creators are running more events. The competition is real.

A smooth, professional experience is what makes people come back. In fact, industry surveys show 70% of event professionals credit a run of show with cutting delays by up to 40%. When your reputation and money are on the line, that’s a huge deal. You can find out more about the growth of online ticketing and its impact.

The run of show is your brain on paper. It frees you from holding every tiny detail in your head, so you can focus on what matters—your guests and your craft.

A run of show template for your event transforms anxiety into confidence. It takes the frantic energy of "I hope this works" and replaces it with the calm vibe of "I know what's next."

So let's build one together. No fluff.

How to Build Your Run of Show

Staring at a blank spreadsheet can feel like staring into the abyss. I've been there. But a run of show is just a smart to-do list with a clock attached.

Let's build this thing from the ground up.

Start With The Core Four

Fire up a Google Sheet. No need for fancy software. Every professional event I've run started with just four columns.

• Time (Start & End): Get specific. Use actual times—4:15 PM, not "afternoon." This forces you to be realistic.
• Action/Item: What is happening at this very moment? "Doors Open" is fine. "Unlock Main Doors, Start Welcome Playlist, Light Candles on Bar" is better. Details prevent disasters.
• Owner (Who's In Charge?): This is the most critical column. Every task needs one person's name next to it. Not "the team." Not "staff." Who is the single person responsible? This alone eliminates 90% of day-of confusion.
• Notes: Your catch-all for crucial details. "Vegan mayo is in the left-side fridge." "Remind speaker to use the lavalier mic." "Venue Wi-Fi: PartyTime2024."

That’s it. Seriously. This simple grid is your skeleton.

Break Your Event Into Three Acts

Think of your event like a play. It has a beginning, middle, and end.

1. Pre-Event (The Setup): This act begins hours before anyone shows up. It’s the unglamorous stuff: vendor load-in, sound checks, team huddles, setting tables.
2. The Main Event (The Show): This is what your guests experience. It covers check-in, the welcome speech, dinner service, and the final applause.
3. Post-Event (The Teardown): The second your last guest leaves, this act begins. Cleanup, vendor load-out, final payments, packing your gear. Don't treat it as an afterthought.

Thinking in these three phases brings order to the chaos.

The Magic of Fifteen-Minute Blocks

How detailed should you get? I plan in five to fifteen-minute chunks. This isn’t about being a control freak; it’s about creating a realistic roadmap for the energy of the event.

I learned this the hard way. I once scheduled a 30-minute "mingling" period for a pop-up dinner. It turned into a two-hour dead zone because I hadn't planned anything within that block. The music was off, drinks ran low, and the vibe fizzled.

Now, that same 30-minute block would look like this:

• 7:00 PM - 7:15 PM: Guest Arrival. Welcome drinks served (Owner: Sarah). Low-volume playlist on (Owner: Ben).
• 7:15 PM - 7:30 PM: Mingling & Appetizers. First round of canapés passed (Owner: Catering Lead). DJ switches to mid-tempo set (Owner: Ben).

See the difference? We dive deeper into this in our guide to creating an effective timeline for events. And if you want to get your processes down pat, you might find it useful mastering a standard operating procedure template to keep things consistent.

Okay, you've got the foundation. Now let's talk about putting people in charge.

Who Owns What? (The Most Important Part)

A run of show is useless if it’s just a list of things to do. The magic is in the details. It's the difference between "6:00 PM Doors Open" and "5:45 PM - Playlist starts, lights to 70%, final walkthrough. 6:00 PM - Greeter at door with scanner."

This all comes down to answering one simple question for every single task: who owns this?

Because when the music cuts out, you can’t have four people staring at each other, wondering whose job it is to fix it.

One Task, One Owner

This is my non-negotiable rule. Every line item on your run of show template needs one name next to it. Not "the team." Not "volunteers." One specific human being.

This instantly creates clarity. When someone knows they are responsible for the welcome drinks, you can bet they're making sure the ice is stocked and the glasses are clean. It just works. It just works because ownership removes ambiguity.

I still remember a festival I worked years ago where I wrote "handle trash" on the schedule. Two hours in, the bins were overflowing because everyone assumed someone else had it covered. Never again.

Color-Code Your Chaos

A friend who hosts sold-out ceramics workshops has a brilliant system. She color-codes her run of show by role. Green is for the instructor (her), blue is for the assistant, and orange is for the venue contact.

• Green: Prep clay, lead demonstration, manage Q&A.
• Blue: Check in guests, restock supplies, manage the playlist.
• Orange: Unlock doors, adjust thermostat, final cleanup check.

At a glance, everyone can see their exact responsibilities. It’s a dead-simple visual trick that empowers your team—even if your "team" is just you and a friend you bribed with pizza. This kind of role clarity is a cornerstone of effective event management tips for beginners.

Your goal isn't just to list tasks. It's to build a system where everyone knows their part so well they can act without having to ask. You're creating flow, not just a schedule.

The Power of Precise Cues

The other half of this puzzle is timing your cues down to the minute. Cues are the triggers that move your event from one segment to the next with intention.

For example, a bad run of show says: "7:00 PM - Welcome Speech."

A good run of show gets specific:

• 6:55 PM: House lights to 80%, music fades to low. (Owner: Ben)
• 7:00 PM: Host walks to mic. (Owner: Maria)
• 7:01 PM: Spotlight on host, music off. (Owner: Ben)

These micro-details are everything. They make an event feel polished instead of clumsy. For small event organizers, using a template with clear timestamps leads to 95% on-time starts, boosting attendee satisfaction scores by 25%. For wellness class hosts, this structured flow has been linked to 40% higher repeat bookings.

When your roles are clear and your cues are sharp, you’re not just hosting an event. You’re directing it.

Real-World Run of Show Examples

Theory is just noise until you see it in action.

So, here are a couple of real-world run of show templates, adapted for two different vibes: a small pop-up dinner and a creative workshop.

Steal the ideas. See the logic. Then make them your own.

The Pop-Up Dinner Run Of Show

For a pop-up dinner, the run of show is a dance between the kitchen and the front of house. Timing is everything.

If the kitchen is ready but the dining room isn't, the food dies. If the guests are ready but the food isn't, the vibe dies.

Here’s a snapshot of a critical 90-minute window from a 20-person dinner I ran:

Time	Action/Item	Owner	Notes
6:45 PM	Final walkthrough of dining space. Light candles.	Sarah	Music level at 3/10. Check restroom supplies.
7:00 PM	Doors Open. Greet guests, check tickets.	Marco	Have the welcome drink pitcher ready to go.
7:10 PM	Kitchen Cue: Begin plating first course.	Chef (Me)	Cold appetizer, so plates can sit for 5 mins max.
7:15 PM	First round of welcome drinks served.	Sarah	Check on any early arrivals who look thirsty.
7:30 PM	Announce dinner seating.	Marco	Gently guide guests to their tables.
7:35 PM	Service Cue: First course plates down.	Sarah	Serve from the left, clear from the right. Consistent.
7:50 PM	Clear first course plates.	Marco	Check water glasses and wine levels.
8:00 PM	Kitchen Cue: Begin firing main course.	Chef (Me)	Proteins first. Veggies last. Timing is tight.
8:15 PM	Service Cue: Main course plates down.	Sarah	Announce the dish as it's served.

The key is the link between the "Kitchen Cue" and the "Service Cue." The notes aren't just reminders; they are instructions. Every action has a name next to it. No ambiguity.

When you're managing a pop-up, every detail matters. If you're looking for more guidance, we've shared our best advice on how to host a pop-up event that your guests will talk about for weeks.

The Creative Workshop Run Of Show

A workshop is a different beast. The flow is about managing energy and creativity, not just food service. You're part teacher, part host, and part timekeeper.

The biggest risk isn’t cold food; it’s running out of time before you get to the good stuff.

Here’s a look at a two-hour "Learn to Knit" workshop run of show:

Time	Action/Item	Owner	Notes
6:50 PM	Final check on all material kits at each station.	Anna	Needles, yarn, instruction sheet. Count everything.
7:00 PM	Guests arrive. Check tickets & direct to stations.	Ben	Upbeat, low-fi music playing.
7:10 PM	Welcome & brief intro (5 mins max).	Anna	Set expectations for the two hours.
7:15 PM	Lesson 1: Casting on. Demo and practice.	Anna	Circle the room to help one-on-one.
7:45 PM	Lesson 2: The knit stitch. Demo and practice.	Anna	Ben assists anyone falling behind.
8:15 PM	Scheduled Break (10 mins): Music up slightly.	Ben	Refresh drinks. Encourage stretching.
8:25 PM	Lesson 3: Binding off. Demo and practice.	Anna	This is the trickiest part. Go slow.
8:45 PM	Q&A and wrap-up. Show finished examples.	Anna	Collect email addresses for next workshop.
9:00 PM	Workshop ends. Tidy stations.	Ben	Pack leftover materials.

Notice the scheduled break? It's a planned moment to reset energy. The "owner" column is crucial here, allowing Anna to focus entirely on teaching while Ben handles logistics.

These principles are also valuable for online learning; you can check out these online course tips to see how timing and structure apply in a digital classroom.

Key Elements by Event Type

So, what are the must-haves for your run of show? It depends on the event. Here's how to prioritize for three different types.

Key Element	Pop-Up Dinner	Creative Workshop	Small Market
Guest Arrival	Crucial for setting the mood and pacing the start.	Important for a smooth, on-time start.	Less critical; guests arrive at their own pace.
Service Cues	Absolutely essential; links kitchen and floor.	N/A	N/A
Lesson/Activity Timing	N/A	The core of the schedule; must be detailed.	Important for demos or live music slots.
Staff Breaks	Staggered and quick; must not impact service.	Can be scheduled for the whole group.	Crucial for long days; must be planned.
Payment/Checkout	Happens once at the end.	Usually handled pre-event.	Ongoing; needs a dedicated person/station.
Load-Out/Cleanup	Detailed plan for end of night is a must.	Critical for a quick venue clear-out.	A major logistical component to be scheduled.

A pop-up lives and dies by its service cues, while a workshop is all about lesson timing.

True clarity comes from combining specific tasks with clear ownership and consistent communication.

A great run of show doesn't just list what to do. It anticipates the needs of your guests and your team, building the flow of the event with intention.

Whether you're plating a dish or teaching a skill, the foundation is the same: a clear plan where everyone knows their part.

Using Your Plan on Game Day

You’ve done the work. The run of show is built, and every task has a name next to it. So, what now?

You live by it. On event day, this document is your external brain. It holds every detail so you don't have to.

The Five-Minute Pre-Mortem

Right before the doors open, I gather my team for a "pre-mortem." It doesn't matter if it's a huge crew or just one other person. We huddle for five minutes and walk through the first hour of the event.

We talk through the plan as if it's unfolding perfectly.

• "Okay, at 6:00 PM, I'm at the door with the scanner. The playlist is going because you, Sarah, hit 'play' at 5:55 PM. Correct?"
• "Yep. And as soon as the first ten guests are inside, I’m bringing out the first tray of appetizers."

This tiny exercise cements the first few steps in everyone’s mind and almost always reveals a last-minute gap we might have missed. It’s the final deep breath before the plunge.

When The Plan Goes Sideways

Something will go wrong. Your beautifully crafted run of show template event is not a magic spell. A server will drop a tray of glasses, a speaker will get stuck in traffic, the Wi-Fi will take a nap. It happens.

The power of your run of show isn’t in preventing failure; it’s in helping you recover from it. Fast.

I’ll never forget a fundraiser where the auctioneer was stuck in gridlock. He was going to be thirty minutes late. Panic? Nope. We pulled up the run of show, saw a "mingling & cocktails" block scheduled for after the auction, and just swapped them. We pushed the auction back and made the cocktail time longer.

Nobody knew. The plan gave us the structure to make a game-time decision without the evening falling apart. That’s the point.

Your run of show isn’t a rigid prison. It's a roadmap that gives you the confidence to find your way back when you hit a detour.

Print It, Post It, Share It

Please, don't let your run of show live only on your laptop. Print out several copies. I tape one to the wall in the kitchen, one behind the bar, and another near the DJ booth. Every key person gets a physical copy. Make the plan ridiculously accessible.

This one document is the unsung hero. Some data shows that a staggering 80% of delays at small events come from poor planning, but a solid run of show can slash errors by 50%. For creators like workshop hosts, security is also becoming a key part of the schedule. Adding cues for things like barcode scans can address major security worries, which 70% of organizers are now prioritizing.

When your plan is visible, it empowers the whole team. The bartender can see a toast is coming up in ten minutes and knows to have champagne ready without you telling them. When everyone can see what's next, they start to anticipate the flow.

That's when the magic happens. And if you want a simple way to keep the front door moving, here's our guide on using mobile check-in apps to avoid bottlenecks.

Your Toughest Questions, Answered

You've got the big picture, but now the "what ifs" are creeping in. I get it. Moving from a tidy template to a live event can feel like a huge leap.

Let's tackle a few common questions.

How Detailed Should I Get?

As detailed as you need it to be to not feel stressed. That's the whole point.

A good start is blocking out your event in 15-minute increments. But for the pivotal moments—a speaker taking the stage, the first course served—zoom in. Break those down into five-minute cues.

For my pop-up dinners, I have a cue for "plates down" and another for "wine pour" just two minutes later. It might seem obsessive, but it creates absolute clarity.

If a line item feels fuzzy, break it down further.

What's The Best Software To Use?

Honestly? Google Sheets. Or any spreadsheet app you already use.

You do not need to drop cash on fancy event management software. Spreadsheets are free, collaborative, and accessible on any phone.

Even better, you can share a "view-only" link with everyone. Your whole crew has the latest version in their pocket without any risk of someone accidentally deleting a critical line.

Don't overcomplicate this. The tool is far less important than the thinking. A simple spreadsheet is one less thing to pay for, which is a massive win when some ticketing platforms are skimming your profits with sneaky percentage fees. A flat fee for ticketing makes a world of difference. Keep it simple and save your money.

What Happens When The Schedule Goes Wrong?

It will. And that’s okay. A run of show isn’t a magic spell; it's the map that helps you find a new route when a roadblock appears.

First, take a breath. Look at your plan and identify the flex points. Can you shorten the mingling time by ten minutes? Can you push the Q&A to the end?

A solid plan has built-in buffers—those little five-minute gaps—that are designed to absorb small delays. I ran a small market where the musician showed up late. We just had the DJ extend his set and slid the live performance into the next block. No one even noticed.

Your run of show turns a potential disaster into a manageable hiccup. It gives you the structure to improvise intelligently instead of just reacting.

This is also where empowering your team pays off. If you've assigned clear roles, your front-of-house person can handle a guest issue while you're dealing with a tech glitch. Your plan gives everyone the context they need to make smart decisions on the fly.

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