Execution & Operations

Showtime. This is where a simple plan pays off: clear roles, tight check‑ins, and backup plans you hopefully won’t need.

For Ops Captains: Standardize the boring bits so you can focus on the moments that matter.

Run‑of‑Show (ROS)

• Segment by time block with owners and outcomes.
• Include buffers — the real world is not a spreadsheet.
• Share the ROS with your team and vendors the day before.

Mini ROS example:

Doors 6:15 — check‑in open — Owner: Pat
6:30 Welcome (2m) — Owner: Host
6:35 Content block #1 (15m) — Owner: Host
6:50 Interactive (10m) — Owner: Mod
7:05 Break (5m)
7:10 Content block #2 (15m)
7:25 Q&A (10m) — mic runner: Sam
7:35 Close + next steps (2m)
7:40 Teardown / photos

Check‑Ins & Access

• Flow: greet → scan QR or name lookup → hand stamp/name tag → direct to seats.
• Backup: manual list or live dashboard for edge cases.
• Accessibility: step‑free access, seating options, quiet area, clear signage, visible staff badges.
• Online: start room 10 minutes early; confirm audio; post etiquette in chat; provide recording if promised.

Equipment & Supplies

• Badge printer/markers, spare chargers, power strips, gaffer tape, scissors, wipes, tissues, water, snacks, first‑aid kit.
• A/V: extra HDMI, adapters, mic batteries, extension cords, a spare laptop if possible.

No‑Shows, Waitlists, and Refunds

• Keep policy clear and kind. Offer transfers over refunds when possible.
• If you’re sold out, release waitlist seats at T‑24 and T‑2.
• Related: Ticketing & Sales

Incident Playbook (Short and Real)

• A/V hiccup: switch to backup mic/laptop; skip to interactive; fix during break.
• Late vendor: adjust timeline, announce transparently, offer a quick alternative.
• Weather: activate indoor/backup plan; notify buyers via email/SMS.
• Medical: call emergency services; designate a point person; clear the area.
• Disruptive attendee: pause, de‑escalate, remove kindly with a partner/venue.
• Log: note what happened and what you changed for next time.

Team Comms

• Pre: one message thread for the team; share ROS and roles.
• During: short codes like “A/V swap” or “Hold 5” keep radio clear.
• Post: 10‑minute debrief with 3 questions — what worked, what broke, what to change.

Quick Checklist

• [ ] ROS printed/shared with owners
• [ ] Roles and backups assigned
• [ ] Check‑in flow tested on site
• [ ] Accessibility basics covered
• [ ] Incident playbook ready
• [ ] Team comms set (pre/during/post)

Where to Next

• Close the loop: Post‑Event Wrap‑Up
• Templates and tools: Resources & Tools