Run-of-show template

Picture the moment right before your big virtual event begins. Engineers have set up the livestream, the speakers are in the green room, and your audience has already started logging in. Someone asks, “When’s the Q&A scheduled?” and no one has the exact timeline in front of them. A run-of-show template (ROS) keeps event organizers coordinated and provides every team member with the necessary information to deliver successful events from start to finish.

A run-of-show template for events gives you a well-defined, minute-by-minute breakdown of your event day. The format works for in-person conferences, hybrid events, webinars, podcasts, and live streams. A comprehensive event production plan that details every start time, transition, and contingency helps teams stay in sync, keeps speakers confident, and maintains audience engagement without requiring anyone to memorize every moving part.

Who benefits from run-of-show templates?

At Asana, event planners have shared how relieved they feel once they open a run-of-show document in a shared project.

Event managers often balance multiple schedules, speaker needs, and production requirements. Without a unified event timeline, even minor delays ripple through the big day and cause costly interruptions. An ROS consolidates all the necessary event details in one place, including start and end times, task owners, production cues, and next steps. The team can review the plan quickly, rather than sifting through disorganized spreadsheets or email threads.

Run-of-show templates are ideal for event planners, webinar producers, conference organizers, and marketing teams managing product launches or live podcasts. Production teams, event staff, and stakeholders also benefit when they can see the bigger picture. Whether the planning process takes place in Google Sheets, Excel, or directly in Asana, an event run-of-show template optimizes your next event and keeps your team connected.

Why use Asana’s ROS template?

One client moved from three separate run sheets to a single shared Asana project. The change eliminated nearly all of their last-minute timeline confusion.

Asana’s free run-of-show template goes beyond listing times. It works as a real-time roadmap for the entire event. The combination of precise scheduling and flexible project management allows teams to adapt without chaos. Planners reduce redundant communication, align teams across locations, and handle changes as they happen without losing track of details.

Reasons event planners and production teams use Asana’s ROS template include:

• Coordinating event timelines in one central location

• Assigning clear ownership for every task and transition

• Tracking changes in real time for hybrid and virtual events

• Sharing updates instantly with event staff and stakeholders

• Managing the entire process from planning through post-event follow-up

How to use this run-of-show template

You can create your own run-of-show template in Asana by following the framework shown here. The example layout includes sections for Event Information, Detailed Timeline, Content and Speakers, Technical Details, Vendor and Logistics, and Contingency Plans. The tabs at the top—List, Board, Timeline, Dashboard, Calendar, Workflow, Messages, and Files—offer various ways to view and manage the same project, enabling you to track both individual details and the overall plan.

By building your version with these sections and views, you can match the flow of your specific event, whether you are planning a live conference, a hybrid workshop, or a fully virtual session. This step-by-step guide helps you set up an event planning template that stores all event information in one shared space.

Step 1: Create the Event Information section

The Event Information section acts as the quick reference point for the entire team. Add the event name, type, date, and any high-level details such as the target audience or venue location. Include a brief overview of the event’s purpose so that everyone understands the goals from the outset.

Add tasks for key contacts, such as the event manager, technical lead, or vendor coordinator. Assign each contact task to the appropriate person and include their phone number or preferred method of communication. Keeping this information visible prevents delays when urgent questions come up.

Step 2: Build a Detailed Timeline

The Detailed Timeline outlines the flow of the event from start to finish. Break the day into segments such as arrival, opening remarks, individual sessions, breaks, and closing notes. Add the start and end times for each, and assign the responsible person or team.

Use the Timeline tab to see how each segment fits together. Adjust timing by dragging segments to new positions, which helps you catch conflicts before they happen. This visual view also makes it easier to communicate changes to everyone involved.

Step 3: Add Content and Speakers

In the Content and Speakers section, create a task for every speaker, panel, or presentation. Include the session title, an outline, and any supporting materials such as slide decks or videos. Attach the files directly to the task so they stay connected to the right session.

Assign the task to the person delivering the content and tag any supporting roles, such as moderators or technical staff. Use due dates to set deadlines for rehearsals, final content review, or uploading pre-recorded segments.

Step 4: Document Technical Details

The Technical Details section captures all equipment, platforms, and setup requirements. Create tasks for items like audio checks, lighting tests, streaming configurations, and backup equipment. Assign them to the appropriate team members so responsibilities are clear.

Use the Calendar tab to schedule technical rehearsals alongside the main event tasks. This prevents overlaps with content rehearsals and vendor deliveries. For virtual and hybrid events, this section is critical for avoiding last-minute technical issues.

Step 5: Organize Vendor and Logistics

Vendor and Logistics tasks cover catering, signage, transportation, and security. Create a task for each vendor, including contact information, arrival schedules, and setup notes. Assign the vendor’s point of contact to facilitate easy communication.

Switch to the Board view to track vendor progress from confirmed to completed. Moving tasks across columns gives you a quick snapshot of who is ready, who is on-site, and who still needs to deliver.

Step 6: Prepare Contingency Plans

The Contingency Plans section is your safety net. Add a task for each potential disruption, such as speaker cancellations or technical failures, and document the backup plan. Assign a clear owner to each contingency so the team knows who will take action.

Keep this section visible during the event in List view. When problems arise, you can act immediately without having to search for instructions.

Step 7: Use the tabs to manage the event in real time

The tabs at the top of the project give you multiple ways to manage your run of show. Dashboard provides a live view of progress and bottlenecks. Messages keep updates inside the project so they are easy to find. Files stores every asset in one place, from contracts to presentation decks.

Workflow lets you automate repetitive updates, such as moving tasks to “Complete” after a session ends. By switching between these views as needed, you maintain complete control of the event from preparation through post-event follow-up.

Asana even planning features

Asana features allow you to customize a run-of-show template to match your event planning workflow. Features make it easier to visualize the schedule, automate repetitive updates, and connect every contributor from planning to post-event wrap-up.

You can explore the complete list of features at asana.com/features.

Timeline View

View the entire event schedule in a visual layout that makes it easy to spot overlaps or gaps. You can drag a speaker’s segment to adjust timing without breaking the flow of the day. A clear timeline prevents conflicts and improves team coordination.

Custom Fields

Track extra details such as session type, speaker name, or location. Add a “Live/Pre-recorded” field to highlight segments that need special technical setup. Fields help the team see crucial information at a glance, reducing last-minute questions.

Dependencies

Link tasks so the production team knows exactly what must happen before the next segment begins. For example, “Stage reset” must finish before “Panel discussion” can start. Dependencies create a logical flow that keeps the event moving.

Calendar View

Use Calendar View for in-person events or multi-day conferences. Sessions appear in a daily or weekly format, making it easy to plan around speaker availability or venue schedules. The visual layout simplifies scheduling for complex events.

Mobile App

Access the run-of-show template from your phone while on-site or backstage. The mobile app lets you check details, update assignments, and communicate with team members instantly. This flexibility supports quick decision-making during the event.

Recommended integrations

Integrations connect the run-of-show template to your existing tools, creating a smooth event management experience. They help you keep communication, files, and technical details aligned without extra manual work.

You can browse the full list of integrations at the Asana App Directory.

Slack

Receive instant notifications when the run sheet changes. If the keynote speaker’s time slot changes, the update is posted in the event Slack channel so everyone stays informed. Slack integration keeps communication in one place.

Zoom

Link Zoom meetings or webinars directly to segments in your virtual event plan. The production team can join sessions without having to search for links. This integration shortens prep time for online segments.

Google Sheets

Sync Asana with Google Sheets to quickly import or export your run of show document. Event planners can work between tools without retyping data. Sheet integration also supports reporting after the event.

Dropbox

Store presentation files, images, or videos in Dropbox and link them to specific segments in the production schedule. Files remain accessible to the right people at the right moment. This organization prevents delays caused by missing assets.

Vimeo

Attach hosted videos for hybrid events so the team can play them instantly if a live feed fails. Vimeo integration ensures you always have a backup ready for key moments.

FAQs about run-of-show templates