The Live Events Dictionary / Show control

A run of show, or ROS, records the ordered sequence of an event. It identifies what happens, when it happens and who is responsible for each segment. A useful version gives the production team enough information to coordinate transitions without turning every row into a paragraph.

The name is used differently across productions. Simon Fraser University’s event guidance uses a detailed program schedule for the full chronological sequence of event tasks. Some teams use “run of show” only for the live program. Agree the boundary on the first page.

Separate the documents by purpose

• Day sheet: where the touring party needs to be, at what time and with which contacts.

• Production schedule: setup, rehearsals, working calls and other production activity.

• Run of show: the event’s sequence, segment owners and transitions.

• Cue sheet: the detailed triggers and actions for a particular department or show-calling workflow.

These documents can share information without becoming identical. A performer needs the right call time; a show caller may need the exact point at which video, lighting and microphone changes happen.

A fictional opening sequence

• 19:00 / 3 minutes: host welcome. Owner: show caller. Host in position; audio confirms the agreed microphone.

• 19:03 / 2 minutes: opening film. Owner: video lead. Confirm playback readiness before the host introduces it.

• 19:05 / 10 minutes: first conversation. Owner: stage manager for entrance; moderator leads the segment.

• 19:15 / 2 minutes: transition. Stage team changes furniture after the agreed clearance cue.

Use actual named contacts in a real version. Department labels are used here because the event is fictional.

Keep clock time and duration visible

A duration tells you the size of a segment. A clock time tells the team where it sits in the day. If an opening film becomes four minutes instead of two, update both the segment and the downstream schedule. Mark fixed constraints, such as a broadcast start or venue curfew, so they do not drift unnoticed.

Publish one current version

Add a revision timestamp and identify who may change the running order. Before the event, review entrances, exits, handovers and contingency decisions with the people doing the work. After a late change, call attention to the affected rows rather than silently replacing the file.

A running order supports coordination. It does not replace the venue’s emergency procedures or authorize anyone to override a safety decision.

Next: day sheets, changeovers and theatre handovers.

Reference

Simon Fraser University: Day-of planning. The document distinctions and running-order example are practical editorial guidance, not a universal format.