In short

  • One line per moment: time, duration, what happens, where, who owns it, AV cue.
  • Two versions from one sheet: a short agenda for guests and a detailed run-of-show for the crew.
  • Build in buffers: transfers, coffee breaks and room changes always take longer than planned.
  • Print it or save it as PDF from your browser and share it with the venue and suppliers.

An agenda tells guests what happens and when. A run-of-show tells the crew how it happens: who does what, with which microphone, light or slide. Use the example below as a starting point. Print this page or save it as PDF, then fill in your own sessions.

Guest agenda: example day 1

TimeSessionLocation
09:00Welcome coffeeTerrace
09:30Opening: why we are hereMain room
10:15Strategy session 1Main room
11:30Coffee breakTerrace
12:00Breakout workshopsRooms A, B, C
13:15LunchRestaurant
14:30Team activityGarden or beach
17:00Free time–
19:30DinnerOff-site restaurant

Crew run-of-show: example opening session

TimeDurationItemOwnerAV / light cueNotes
08:0060 minAV check, slides loaded, mics testedAV technicianAll screens onBackup laptop ready
09:0030 minDoors open, welcome coffeeVenue banquetingWalk-in musicName badges at the door
09:255 minCall to seatsEvent managerMusic fadesClose terrace doors
09:3010 minWelcome by CEOCEOLectern mic, slide 1Lights down at back
09:4035 minOpening talkFacilitatorLapel mic, slides 2–20Clicker handed over
10:1575 minStrategy session 1FacilitatorTwo handheld mics for Q&ARunner for mics

Your run-of-show

TimeDurationItemLocationOwnerAV / light cueNotes

Tips for a run-of-show that works

  • Give every line exactly one owner, even if several people are involved.
  • Add five to ten minutes of buffer after every room change and transfer.
  • Keep the guest agenda simple; keep the detail for the crew.
  • Version the document by date and time and keep one master copy.