Managing or organizing events, whether small or big, requires clear communication and excellent coordination. It also requires a huge investment of time and energy.
Have you ever tried an Excel run of show template to launch and organize an event?
It is a reliable tool for event managers to stay organized. Moreover, it can be used for both online and offline event management.
In this article, we will explore the top Run of Show Excel templates that you can download for free. Stay tuned till the end to find the perfect template that suits your requirements.
List of Best Run of Show Excel Template of 2024
There are numerous run-of-show templates available on the internet.
We understand that you cannot download and test each template to find the right fit for you.
So, in this section, we have compiled a list of the top Run of Show Excel templates.
Please note that our team has tested all the templates to ensure they meet most of the event planner’s requirements.
1. Run of Show Spreadsheet Template by SoftwareAccountant
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This Run of Show template by SoftwareAccountants is specially designed for beginners.
It has a simple and easy-to-understand layout that can be used for both online and offline events. The template comes with a professional-looking design and consists of all the essential columns required to track any type of event.
You can download the template for free and customize it without any limitations.
At the top, make sure to enter the name and logo of the event. It consists of two worksheets:
- Event: This sheet contains a small table where you can enter event details like the name, date, manager, coordinator, venue, website, etc. You can also enter information related to the number of floors, parking, loading desk, and more.
- Run Of Show: This is the main sheet where you can record the sequence of your event. You can enter the start time, duration, end time, activity, presenter, visuals, audio, lighting, and notes.
This template doesn’t include any formulas. You can directly download it using the above link and start entering the information.
2. Detailed Run of Show Template
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This Run of Show template aims to organize event details in a clear and structured way.
The template’s easy-to-use layout helps organizers and managers stay on top of their events throughout the time.
The template allows you to include essential information like the event name, client details, and project address, along with the contact information of the onsite point of contact (POC).
It consists of a massive table where users can enter the date and time, list critical tasks, and organize activities. Each task includes a description, vendor or contact information, and essential notes. The main goal of this template is to ensure that everyone knows their responsibilities and when specific tasks need to be completed.
3. Run of Show Template by One Way EP
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Have a look at this comprehensive Run of Show template designed by One Way EP.
It offers a highly streamlined roadmap for event organizers. It can be downloaded for free.
Enabling smooth coordination between production teams can save a lot of time and prevent confusion. It contains four different sheets, along with a Sample Event sheet, that helps you track event schedules like a pro.
- General Session: This main sheet helps you outline the event’s sequence. You can input the start time, duration, activity details, cues, presenter names, and quick instructions to keep track of visuals throughout the event.
- Cue Sheet: Ideal for online events, this sheet helps plan the show’s flow by listing activity numbers, start times, actions, screen details, audio, webcast information, and additional notes.
- Client Contact Sheet: This sheet allows you to manage and track details of hosts, clients, and venue-related contacts.
- Hotel & Onsite Crew List: Use this sheet to keep track of the stay details for your crew members during the event.
This template can be used by beginners as well as it is easy to use.
Make sure to customize it by adding your brand logo and company details before sharing it with others.
4. Event Run Sheet Template by Enhancentertainment
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This template is ideal if you are looking for a simple Show Flow spreadsheet. Its primary use is to centralize all event contacts and details in one place.
Its design is beginner-friendly. It can also be printed and used offline to coordinate events.
There are two main sheets:
- Contacts & Details: This sheet records all essential event information and key contact details. You can also note down critical information related to venue and guest presenters.
- Runsheet: This is the main sheet for planning event activities. It features a large table with columns for start times, locations, activities, responsible teams, and any additional instructions.
You can download the template for free and start entering the event information right away.
5. Virtual Event Run of Show Template by Hopins
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Are you organizing a virtual event or webinar?
This template is for you! It is designed specifically for virtual events.
Start by summarizing the details of your events in the table at the top.
The massive table is then used to track essential components like the presentation deck, event script, and brief, along with links to the event platform, presenter backstage, and a tech check tool for speaker preparation.
This template contains three sheets:
- Virtual Event Run of Show: This sheet helps to manage and track all necessary event information, such as event scripts, platform access, and presenter backstage links. It ensures that everything is organized in one place for smooth event execution.
- Hybrid Event Run of Show: This can be used for hybrid events. It combines both in-person and virtual components, tracking details like venue specifics, streaming links, and media asset locations, ensuring coordination across both formats.
- In-Person Event Run of Show: This sheet focuses on managing physical events. It includes timelines, activity descriptions, and logistical details.
The template ensures clear coordination and allows organizers to manage every aspect of the event with ease.
6. Hybrid Show Flow Template by We & Goliath’s
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Last but not least, our final pick comes with clear and easy-to-follow instructions for getting started with event organization. It is a comprehensive template designed for both Virtual and Hybrid events.
Note that the main sheet is divided into two parts: the top section, where you can input the critical details of the event, and a larger table next to it for organizing the sequence of activities.
The large table offers multiple columns for entering the activity ID, name, start and end times, duration, activity description, presenter information, visuals per screen, etc.
There are two primary sheets in this template:
- Virtual Run of Show Template
- Hybrid Run of Show Template
As the names suggest, each is tailored for different types of events. The Hybrid Run of Show Template includes some additional fields like venue details, onsite contact, and local time.
What is a Run of Show?
A Run of Show is essentially an in-detail schedule or itinerary that can be used to manage events.
It outlines every aspect of the event, like start time, specific tasks, and the responsibilities of different team members. Such a document is also known as a cue sheet or show flow. You can think of it as a master sheet that ensures everyone involved in hosting events knows what needs to happen, how, and when.
Be it a corporate conference, a music concert, a wedding, or a film production, a run-of-show helps ensure things proceed according to plan.
Benefits of Using a Detailed Run of Show Document
A Run of Show template presents a summary of the event, ensuring no detail is missed. It is the best tool to keep track of the start and end times of the event.
It helps event organizers save time, stay organized, and streamline communication. Here are some of the benefits of using run a show template:
- Easy Planning: The template provides a structured framework for successfully planning and launching an event. It acts as a solid document highlighting every critical aspect of an event.
- Error Reduction: With the run of the show template, there is less chance of error. Since all the details are neatly organized, it becomes easy to spot the missing information.
- Flexibility: Event organizers often need to adjust their schedules based on real-time situations. A run-of-show document makes it easy to make small changes, like adding or removing a segment, ensuring the event runs smoothly and stays on track.
- Risk Management: Rehearsing the event using a run-of-show template helps organizers spot which parts need to be added or removed for it to run smoothly. It also helps determine the correct order of the activities.
- Professionalism: A well-structured run-of-show template gives a sense of professionalism, boosting the confidence of clients, stakeholders, and team members.
If you are planning an event, give the run-of-show document a definite try. It will increase your confidence and chances of success.
Why is a Run of Show Templates created in Excel a must-try?
Excel is a beautiful spreadsheet application that can be used to manage one’s day-to-day activities.
It is a widely used tool for easy data organization and analysis.
Let us discuss the benefits of Excel for creating a Run of Show template.
- Cost-effective: Excel is available as part of a Microsoft 365 subscription. Many people have it already installed on their devices. Compared to standalone event management apps, Excel is a cost-effective solution.
- Easy Customization: You can easily customize your Run of Show Excel template to suit any event type. You can even add columns for time slots and notes when necessary. To make it attractive, you can color code or highlight the critical tasks for easy tracking.
- Accessibility: Excel is easily accessible through desktops and smartphones. Its easy-to-use interface allows even beginners with minimal knowledge to add and edit information. Additionally, sharing and collaborating with your team members or clients is also a breeze using Excel.
- Automation: Excel has around 400+ built-in formulas that can be used to perform various calculations and automate repetitive tasks. You can easily prepare a report, display the number of days remaining, and much more.
FAQs
Q. Can I Customize a Run of Show template for my specific event?
Yes, run-of-show templates created using Excel are highly customizable. Whether you are organizing a wedding, concert, or corporate seminar, you can modify the template’s structure to fit the unique needs of your event.
Thanks to Excel’s intuitive dashboard, adjusting the template’s structure may take hardly a few minutes.
Q. Are Run of Show templates only useful for large events?
No, Run of Show templates can be used for any event regardless of its size.
Even small events can greatly benefit from using such a detailed document. It helps with time management and ensures that all aspects of the event are considered and organized.
Q. How do I ensure my Run of Show stays up-to-date during an event?
For the Run of Show template to run accurately, you should designate a team member to manage any real-time updates.
Excel makes it easy to adjust the template on the go, ensuring everyone remains informed of any changes. You can share Excel templates with unlimited users, and all of them can see the changes in real time.
Conclusion
A well-structured execution plan is critical for the success of any event. A run-of-show template is your ultimate companion for launching and organizing an event.
We have discussed the best free Excel Run of Show Template, which offers a variety of options that suit different types of events—be it a corporate seminar, concert, wedding, or even a virtual webinar.
For more tips and tricks on using Excel like a pro, please refer to our blog section. We also have a variety of templates available to improve productivity and save time; make sure to explore them.