ROS (Run of Show)

Run of Show (ROS) is an important document used in planning events. It lays out the order of everything that happens during a live event, performance, or broadcast. This detailed timeline acts as a guide, covering all parts of the event from beginning to end. It helps ensure that everything runs smoothly and that everyone involved knows what to do.

Key Components of a Run of Show

Here’s a detailed table incorporating the all the key components of a Run of Show (ROS)

Key Component	Description
Timeline	Precise timings for each segment or activity. Duration of individual elements. Cumulative time as the event progresses.
Event Elements	Details of performances or presentations. Transitions between segments. Audio and visual cues. Lighting changes. Set or stage alterations.
Technical Requirements	List of equipment needed for each segment. Responsibilities of the technical crew. Audio-visual setups and necessary changes.
Personnel Assignments	Clearly defined roles and responsibilities for team members. Cues for performers or speakers. Staff positioning and movements during the event.
Audience Interactions	Planned moments for audience participation. Structure for Q&A sessions. Designated breaks or intermissions.
Contingency Plans	Backup strategies for potential issues that may arise. Alternative schedules if the event runs ahead or behind.

Importance of a Run of Show

Coordination: The ROS serves as a central reference point for all team members, ensuring everyone is on the same page regarding the event's flow.

Time Management: By providing precise timings, the ROS helps keep the event on schedule, which is crucial for live broadcasts or events with strict time constraints.

Quality Control: A well-prepared ROS helps maintain the quality and professionalism of the event by eliminating guesswork and reducing the likelihood of errors.

Resource Allocation: The document helps in efficiently allocating resources, both human and technical, throughout the event.

Legal and Contractual Compliance: For events involving multiple performers or speakers, the ROS helps ensure that contractual obligations regarding performance times are met.

Creating an Effective Run of Show

Start with a Template: While each event is unique, starting with a basic ROS template can help ensure all crucial elements are included.

Collaborate with Stakeholders: Input from all key team members, performers, and technical staff is vital for a comprehensive ROS.

Include Buffer Time: Building in small buffers between segments can help absorb minor delays without derailing the entire schedule.

Be Specific and Detailed: The more detailed the ROS, the less room for misinterpretation or confusion during the event.

Use Clear Formatting: A clean, easy-to-read format is crucial for quick reference during the event.

Rehearse and Refine: Whenever possible, run through the event using the ROS and make adjustments as needed.

Types of Events Using Run of Shows

Live Television Productions: From news broadcasts to award shows, ROS documents are critical in the TV industry.

Concerts and Music Festivals: Coordinating multiple performers, stage setups, and technical requirements.

Corporate Events: Ensuring smooth transitions between speakers, presentations, and networking sessions.

Theater Productions: Coordinating actors, set changes, lighting, and sound cues.

Weddings and Social Events: Keeping the celebration on track, from ceremony to reception.

Sports Events: Managing pre-game, game time, and post-game activities, including entertainment segments.

Adapting the Run of Show

Real-time Adjustments: Despite meticulous planning, events often require on-the-spot changes. The ROS should be flexible enough to accommodate these while maintaining overall structure.

Digital vs. Physical: While traditionally printed, many events now use digital ROS documents that can be updated in real-time and shared instantly with team members.

Versioning: Keeping track of ROS versions is crucial, ensuring all team members are working from the most up-to-date document.

Post-Event Analysis: Reviewing the ROS after the event can provide valuable insights for future planning and improvement.

Challenges in Run of Show Management

Handling Unexpected Delays: Strategies for getting back on schedule without compromising event quality.

Coordinating Multiple Time Zones: For global events or broadcasts, managing different time zones can add complexity to the ROS.

Balancing Detail and Flexibility: Creating a ROS that is detailed enough to be useful but flexible enough to adapt to changes.

Communication During the Event: Ensuring all team members are informed of any last-minute changes to the ROS.

Technical Failures: Planning for and managing technical issues that could disrupt the planned flow of the event.