Execution & Operations

Showtime. This is the part where your plan either hums like a well-oiled machine or unravels like a cheap sweater. The difference? It’s not perfection - it’s clarity. When everyone knows what to do when the Wi‑Fi dies or the speaker gets stuck in traffic, you don’t panic. You pivot.

I once watched a friend run a 50‑person workshop where the projector bulb blew five minutes in. She didn’t flinch. She handed out printed sheets, turned it into a “let’s annotate together” moment, and later said it was the most engaged her audience had ever been. That’s the goal: standardize the boring bits so you can focus on the moments that matter.

For Ops Captains: Your superpower is making the routine invisible. When check‑in flows and comms are automatic, you can actually solve problems instead of just fielding questions about where the restrooms are.

For Indie Festival Directors: Scale the same clarity. A 500‑person festival is just a 50‑person workshop with more moving pieces and louder feedback.

For Shoestring Planners: You are the team. Your ROS is your brain on paper. If it’s only in your head, you’ll forget your own name by hour three.

Run‑of‑Show: The One Doc That Keeps You Sane

Think of your run‑of‑show as the event’s shared brain. loopyah.com calls event logistics “the discipline of planning, moving, timing, and coordinating every element” - your ROS is the timing and coordination part written down. Print it, share it, make everyone stare at it.

• Segment by time block with owners and outcomes. Not just “6:30 Welcome” but “6:30 Welcome (2 min) - Owner: Host - Outcome: Everyone knows the promise and the vibe.”
• Include buffers - the real world is not a spreadsheet. Things run long. People dawdle. Tech needs a moment.
• Share the ROS with your team and vendors the day before. Not morning‑of. The day before.

Mini ROS example (works for a workshop, a meetup, or a small stage):

When the plan is this visible, you can hand it to a volunteer and they suddenly know what “success” looks like for their role.

Check‑Ins & Access: Flow, Backup, Accessibility

Check‑in is the first physical impression. If it sucks, the whole event feels disorganized before it starts. Modern check‑in is about having multiple methods: QR, name search, and manual backup - so no one gets stuck.

• Flow: Greet → scan QR or name lookup → hand stamp/name tag → direct to seats.
  Each step should take less than 20 seconds. If it’s slower, you need a second station.

• Backup: Manual list or live dashboard for edge cases. Phones die. QR codes don’t load. Have a printed list with big fonts.

• Accessibility: Step‑free access is non‑negotiable. Seating options for different needs, a quiet area for anyone overwhelmed, clear signage with large text, and staff badges that are actually visible. eventbrite.com reminds us that safety includes accessibility - people need to know how to move through your space safely and comfortably.

• Online: Start the room 10 minutes early. Confirm audio works. Post etiquette in chat (“mute unless you’re speaking”). Provide a recording if you promised it - send it within 24 hours or people forget you exist.

Equipment & Supplies: The Oh Sh*t Kit

I call my gear bag the Oh Sh*t Kit. It’s the stuff you don’t need until you really need it. Pack it the night before, not the morning of.

• Basic survival: Badge printer or markers, name tags, scissors, tape (gaffer, not duct), wet wipes, tissues, water, snacks, first‑aid kit.
• A/V life support: Extra HDMI cable, every adapter you own (USB‑C, Lightning, VGA - yes, VGA), spare mic batteries, two extension cords, and if you can swing it, a spare laptop already logged into everything.

No‑Shows, Waitlists, and Refunds: Be Kind, But Not a Doormat

Your policy should be clear and human. Life happens. Kids get sick. Buses break down.

• Transfers > Refunds: Offer to move their ticket to a friend or a future event. It keeps the revenue and the goodwill.

• Waitlist magic: If you’re sold out, release waitlist seats at T‑24 and T‑2. That gives people time to plan and fills your room.

• Clear policy example: “Full refund up to 48 hours before. After that, transfers only.” Post it on the checkout page, not buried in a PDF.

Related: Ticketing & Sales for setting up waitlists that actually work.

Incident Playbook: Short, Real, and Written Down

You don’t need a 50‑page crisis plan. You need a one‑pager that says “If X, then Y.” gomomentus.com identifies seven best practices for incident management, but for small events, you only need three: detect, decide, document. Here’s the practical version:

• A/V hiccup: Switch to backup mic or laptop immediately. Skip to interactive segment. Fix during break.

• Late vendor/speaker: Adjust timeline, announce transparently (“We’re starting with Q&A while our speaker wraps up”), offer a quick alternative activity.

• Weather (for outdoor events): Activate indoor/backup plan. Notify buyers via email and SMS at the same time - no one checks just one channel.

• Medical emergency: Call emergency services first. Designate a point person to meet them at the entrance. Clear the area without causing panic.

• Disruptive attendee: Pause, de‑escalate quietly. If needed, remove them with a partner and venue staff. Never alone.

• Log it: After the event, note what happened and what you changed. Your future self will thank you.

Team Comms: One Thread, Short Codes, Quick Debrief

Communication is the oil. Without it, gears grind.

• Pre‑event: One message thread (SMS, Slack, WhatsApp - whatever). Share the ROS and roles the day before. No “just checking in” messages the morning of.

• During: Use short codes. “A/V swap” means switch to backup audio. “Hold 5” means pause for five minutes. It keeps radio/chat clear and panic‑free.

• Post‑event: 10‑minute debrief with three questions:

1. What worked?
2. What broke?
3. What do we change next time?

blog.ivvy.com frames crisis communication as having a clear chain of command and pre‑written templates. For small events, that’s just knowing who’s in charge of what and having a shared thread.

Quick Checklist: The Final Mental Scan

Run through this while you drink your morning coffee. It’s fast and catches the thing you’ll otherwise remember in the car.

• [ ] ROS printed/shared with owners
• [ ] Roles and backups assigned (who’s the speaker backup? Who’s the tech backup?)
• [ ] Check‑in flow tested on site (walk it)
• [ ] Accessibility basics covered (ramps, quiet space, clear paths)
• [ ] Incident playbook ready (one page, shared)
• [ ] Oh Sh*t Kit packed and labeled
• [ ] Team comms set (thread created, everyone’s in it)
• [ ] Waitlist release schedule set (if sold out)

Where to Next

You survived. Now close the loop: Post‑Event Wrap‑Up to learn and improve.