Whether you’re an internal Meeting Planner, an independent one, or a third-party provider, planning a hybrid event can be a daunting task. Balancing the technical aspects of virtual and in-person experiences while ensuring everything runs smoothly is not a small task. That’s where Savvy Gatsby steps in. We’re your audiovisual ally, simplifying the process for meeting planners and helping you save both time and money, even after factoring in our fees. In this blog post, we’ll take a closer look at how you can use our handy “Run of Show” template to make sure you or your team don’t skip a beat.
What’s an Event Run of Show?
A Run of Show is a comprehensive guide that covers all the essential details for your event. Whether you’re planning a conference, seminar, or any other hybrid gathering, this template will keep you on track. Let’s break it down step by step:
Event Basics
- Event Name: Start by filling in the name of your event. This is the first impression, so make it catchy and memorable.
- Event Date: Specify the date or dates when your event will take place.
- Event Type: Indicate whether your event is virtual, in-person, or a combination of both (hybrid).
- Event Location: If it’s an in-person event, note the venue. If it’s virtual, provide the platform details.
- Event Organizer Contact: Include contact information for the event organizer. You never know when someone might need to get in touch quickly.
- Customer Support Contact: Likewise, ensure attendees have a way to reach out for support during the event.
- Event Platform: If it’s a virtual event, list the platform you’ll be using.
- Event Brief, Script, and Content: Include links to any documents or resources related to your event. This helps everyone involved stay on the same page.
Activity Details
This is the meat of your Run of Show. Here, you’ll list all the activities and sessions that will happen during your event.
- Activity Number: Assign a unique number to each activity for easy reference.
- Activity Name: Provide a brief but descriptive title for each activity.
- Virtual/In-Person/Both: Indicate the nature of each activity – whether it’s virtual, in-person, or a combination of both.
- Stage/Area: Specify where each activity will take place, whether it’s on the main stage, virtual stage, or in a specific area.
- Start and End Times (EST): Clearly state when each activity begins and ends, using Eastern Standard Time or the relevant time zone.
- Duration: Calculate the duration of each activity in hours, minutes, and seconds. This is very helpful when you’re using “speaker timers” to let your speakers know when the time is up.
- Speaker(s): List the speakers or presenters for each activity.
- Scene/Backdrop/Stage Setup: Describe the visual or set design for the activity. This helps your production team set up appropriately. This will also help you plan times accordingly if the upcoming session requires different furniture or arrangements compared with the previous.
- Content: Briefly outline what will happen during the activity. This can include presentations, discussions, performances, or any other content.
- Q&A/Poll: Note if there will be a Q&A session or polls during the activity. Also, note who will be handling the poll and the application used for the poll.
- Notes: Use this section for any additional instructions or special considerations.
- Preparation Status: Keep track of the status of preparation for each activity. Is it ready to go, in progress, or facing any issues?
The Savvy Gatsby Difference
By using our Run of Show template, you’re setting the stage for a well-organized and seamless event. But what truly sets Savvy Gatsby apart is our commitment to become the closest to an internal audiovisual department. We not only help you prepare the event but also reach out to multiple AV and production companies to secure the best prices and equipment. This means you’re not only saving time but also optimizing your budget.
So, whether you’re hosting a virtual extravaganza (Savvy Gatsby Style), a face-to-face gathering, or a hybrid event that blends the best of both worlds, Savvy Gatsby has your back. Say goodbye to the stress of event planning, and let us make your vision a reality. You’ll soon discover that, with Savvy Gatsby, your event will be a resounding success, and your wallet will thank you too (and you will thank us later :).
Ready to make your next event a breeze? Contact Savvy Gatsby today, and let’s get started on your journey to event planning excellence. Your audience deserves nothing less!
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