Work plan #4: draft run of show & production book
Goal: Clarify and communicate exactly what should happen when and who is responsible on the day of the event.
In the weeks before the event, you'll need to compile all the details for the folks involved in production. This includes a run of show (ROS), site map/placements, contact info, location of basic amenities (like restaurants/ restrooms), and permits. We call this a production book.
A run of show (ROS) maps everything that happens on the event day alone, including when and who is responsible. Unlike an overall workplan, an ROS stitches together production, staffing, and agenda into a timeline for organizers that can be as specific as 5 minute increments, depending on the nature of your event.
We know producing a large event with an unresourced team is really hard. Grassroots work often relies on volunteers, who may arrive late, or not at all. That means you can’t necessarily know who will be there to help, and it's difficult to bring them up to speed off schedule. Because of this, it’s pretty likely something will go wrong.
An ROS is not meant to enforce perfection. It’s meant to reduce real-time stress. Embrace mistakes, support each other, and hold that this is how collective work often happens.
Tips
Start your first draft with the event agenda: Including Event start and end time, general program elements (performances, speakers, activities), setup, and takedown.
Expect to revise it several times. The final version is usually locked 24–48 hours before the event.
Start earlier than you think. Things like load-in, setup, sound check / tech checks, and cleanup always take more time.
For each program moment, add what’s happening behind the scenes: Mic on / mic off, music cue start / fade out, performer enters / exits, props/furniture moved, stages cleared.
Every action should have an owner. If no one is listed, it usually means no one will do it.
