Virtual Event Run of Show Template: Producer Cue Sheet for Online Summits

A live online event rarely fails because the agenda was missing. It usually gets messy because the agenda was not translated into a production plan.

The host knows when the session starts, but the producer is still looking for the right webinar link. The speaker is ready, but nobody has confirmed the slide deck. The sponsor mention is in the agreement, but it is not in the host notes. The replay should be available afterward, but nobody has assigned the recording check.

That is what an event run of show is for. Use the template below to turn your agenda into a minute-by-minute cue sheet for the people running the event behind the scenes.

What is an event run of show?

An event run of show is a production-facing timeline that tells the team what happens, when it happens, who owns it, and what cues or backup steps are needed. It is the operating document for hosts, producers, moderators, speakers, sponsors, and support staff.

It is different from an attendee agenda. The agenda tells attendees what they will experience. The run of show tells the team how to make that experience happen. Bizzabo makes the same distinction in its run-of-show guide for flagship conferences, noting that attendee-facing schedules leave out the backstage details, ownership, and contingency planning the team needs.

For a virtual event or online summit, the run of show should include more than session start times. It should connect speaker handoffs, video or webinar links, attendee access rules, sponsor or offer cues, Q&A, recordings, replays, reminder emails, and follow-up tasks.

Copy this virtual event run-of-show template

Start with this table, then customize it for your event format. If your event has multiple sessions, create one version per session and a master run of show for the full day.

Time	Duration	Segment	Owner	Speakers or participants	Production cues	Video/webinar link	Assets	Sponsor or offer cue	Q&A/chat cue	Recording/replay check	Backup plan	Notes
30 min before	10 min	Producer opens room	Producer	Host, producer	Open webinar room, check recording, verify waiting-room or attendee message	Add host/producer room link	Run-of-show doc, slide deck, speaker contact list	Confirm sponsor mention copy is in host notes	Check chat and Q&A permissions	Recording setting enabled	Use backup room link if primary room fails	Confirm event page and attendee access are live
15 min before	10 min	Speaker joins green room	Producer	Speaker, host	Audio/video check, confirm name pronunciation, review first handoff	Add green-room or backstage link	Speaker slides, intro bio, backup PDF	Confirm no sponsor conflict in intro	Confirm who moderates questions	Confirm recording owner	Dial-in number or backup presenter	Speaker phone number or emergency contact ready
5 min before	5 min	Final live check	Host	Host, producer, moderator	Host joins, attendee message checked, slides queued	Add live attendee link	Housekeeping slide, event link, support link	Sponsor logo or verbal mention ready if applicable	Moderator posts welcome prompt	Recording visible to producer	Delay start by 2 minutes if speaker is reconnecting	Producer watches chat for access issues
Live start	3 min	Welcome and housekeeping	Host	Host	Start broadcast, welcome attendees, explain replay and Q&A	Live room	Housekeeping slide	Brief sponsor or partner acknowledgement if promised	Moderator confirms chat is open	Producer confirms recording has started	Post support link if access issues appear	Keep intro tight so speaker has full time
3 min	2 min	Speaker intro	Host	Host, speaker	Introduce speaker, confirm screen share or video handoff	Live room	Speaker bio, speaker headshot, talk title	None unless sponsored session	Moderator collects early questions	Recording still active	Host fills 60 seconds if speaker reconnects	Use approved bio, not an outdated profile
5 min	35 min	Main talk or workshop	Speaker	Speaker	Speaker presents; producer watches time, audio, video, and chat	Live room	Slide deck, demo links, downloadable resource	Show sponsor lower-third or offer cue only if agreed	Moderator saves questions for Q&A	Producer checks recording at midway point	Switch to backup slides or recording if speaker loses connection	Send 10-minute and 3-minute private time warnings
40 min	12 min	Q&A	Moderator	Host, speaker, moderator	Moderator reads questions; host watches timing	Live room	Question list, support link, resource link	Offer or sponsor CTA if relevant and approved	Prioritize questions by relevance and clarity	Recording still active	Move unanswered questions to follow-up email	Keep one final question slot for host wrap
52 min	5 min	Wrap and next step	Host	Host, speaker	Thank speaker, repeat replay timing, point to next session or CTA	Live room	CTA link, next-session link, replay instructions	Final sponsor mention if promised	Moderator posts links in chat	Recording still active until host closes	Send follow-up email if chat links fail	Do not promise a replay time unless it is ready
After session	15 min	Recording and replay check	Producer	Producer	Stop recording, save file, confirm replay workflow, note issues	Recording location	Recording file, transcript, follow-up email draft	Save sponsor proof if relevant	Export unanswered questions if needed	Replay status confirmed	Use backup recording if primary failed	Log fixes before the next session

This format works because it combines timing, ownership, production cues, and contingency notes in one place. Rundown Studio's run-of-show and cue-sheet templates show the same expectation: useful templates are spreadsheet-friendly, time-based, and detailed enough for producers to act on during the event.

Filled example for a 60-minute online summit session

Here is a shorter version filled in for a typical summit talk.

Time	Segment	Owner	Production cue	Backup note
-30:00	Producer setup	Producer	Open room, confirm recording, test host access, check attendee waiting message	Use backup webinar room if primary room is unavailable
-15:00	Speaker check	Producer	Speaker joins, camera/audio checked, slides opened, first handoff reviewed	Host has speaker's backup PDF and phone number
00:00	Host welcome	Host	Welcome attendees, explain Q&A, mention replay access, introduce session	Producer watches chat for join-link issues
03:00	Speaker handoff	Host	Introduce speaker and confirm screen share	Host fills if speaker needs to reconnect
05:00	Main presentation	Speaker	Speaker presents; producer sends private time cues at 25 and 32 minutes	Switch to backup deck or pre-recorded segment if needed
40:00	Q&A	Moderator	Moderator asks saved questions; host keeps time	Unanswered questions move to follow-up email
52:00	Wrap and CTA	Host	Thank speaker, point to replay, next session, sponsor, or offer	Post links in chat and follow-up email
60:00	Post-session check	Producer	Stop recording, confirm file saved, update replay status, log issues	Use backup recording if primary file failed

Asana's run-of-show template guidance also frames the document as a way to coordinate every detail of an event, which is the useful mental model here: if a cue, link, person, or asset can affect the live experience, it belongs in the run of show.

How to adapt the template by event format

The columns can stay mostly the same, but the details change by format.

Single webinar or workshop

Keep the run of show lightweight. Focus on the host intro, speaker or facilitator handoff, demo timing, chat prompts, Q&A, replay availability, and follow-up email. If you use a tool like Zoom, the Zoom virtual event guide is a useful reminder that technical preparation, webinar setup, and attendee experience all need attention before the live room opens.

Multi-session online summit

Create a session-level run of show for each talk and a master run of show for the full event day. The master version should track opening remarks, session transitions, breaks, sponsor moments, support coverage, replay processing, and what happens if one session overruns.

Paid or VIP event

Add ticket/access checks to the template. The producer should know which sessions are free, paid, VIP-only, replay-only, or bundle-only. Include support notes for attendees who bought the wrong ticket, cannot find access, or need help with payment confirmation.

Pre-recorded or replay-heavy event

Add file checks, captions or transcript status, replay publish timing, attendee email timing, and backup playback notes. For replay-driven events, the run of show should not end when the live session ends. It should carry through to post-event access.

Hybrid or in-person component

Add room, stage, AV, check-in, signage, and venue notes. Keep online-attendee cues visible too: stream start, chat moderation, online Q&A, replay capture, and support links.

What to include before the event starts

A good run of show starts before the public start time. For an online event, the pre-show section should include:

Host, producer, moderator, and support-owner arrival times.
Speaker join time, green-room link, and backup contact method.
Webinar, livestream, or video-room links for the team and attendees.
Slide decks, videos, downloads, offer links, and sponsor copy.
Ticket or registration access rules.
Reminder email and calendar-invite checks.
Recording, caption, transcript, and replay responsibilities.
Emergency contacts and backup room links.

SpotMe's event run-of-show template reinforces the value of a practical example, not just a definition. The more specific your pre-show rows are, the less the team has to improvise while attendees are already waiting.

Live production roles and handoffs

Every meaningful cue needs an owner. If a row says "post replay link" or "start recording" but nobody owns it, the run of show is still vague.

Role	Owns	Common handoffs
Host	Welcome, speaker intro, audience framing, wrap, CTA	Hands to speaker, moderator, sponsor moment, or next session
Producer	Room setup, timing, recording, technical cues, backup plan	Signals host, supports speaker, coordinates support/admin
Moderator	Chat, Q&A, question selection, audience prompts	Hands selected questions to host or speaker
Speaker	Talk delivery, slides, demo, audience teaching	Receives intro from host; hands back for Q&A and wrap
Support/admin	Attendee access issues, ticket questions, broken links	Escalates live-impacting issues to producer
Sponsor or partner contact	Approved copy, offer link, booth or giveaway details	Confirms deliverable before event and proof after event

If you run multi-speaker events, keep your speaker information close to the run of show. A speaker dashboard can help reduce the scramble by giving speakers a dedicated place for talk details, profile information, sharing assets, and event participation tasks.

Product example: a speaker dashboard keeps talk details and speaker preparation close to the event workflow, which makes handoffs easier to confirm before going live.

Technical and contingency cues to add

Do not wait until something breaks to decide what the team should do. Add a backup note for the most likely failure points.

Risk	Run-of-show cue	Backup action
Speaker is late	Producer confirms at 15 minutes before live	Host extends intro, moves to alternate segment, or plays pre-recorded content
Audio or video fails	Producer checks audio/video during green-room setup	Speaker switches device, dial-in, or backup recording
Wrong attendee link	Support owner checks event page and reminder email links before live	Post corrected link by email, event page, and support channel
Session overruns	Producer sends private time cues	Cut final question, move extra answers to follow-up, protect next session start
Slides are missing	Producer verifies slide deck before speaker joins	Use backup PDF, screen share from host, or continue without slides
Q&A overflow	Moderator saves unanswered questions	Use follow-up email, replay comments, or a bonus session
Recording fails	Producer checks recording at start and midpoint	Use backup recording, platform recording, or speaker copy if available

Goldcast's virtual event run-of-show resource is another useful reference for treating the run of show as a live-production document, not just a planning checklist. For virtual events, the important thing is that the fallback is visible before the moment gets stressful.

Post-session and replay checks

The run of show should include what happens after the session ends. This is especially important for online summits, paid events, and replay-heavy programs.

Add post-session rows for:

Recording saved and backed up.
Replay page or content access updated.
Speaker thanked and follow-up instructions sent.
Attendee follow-up email queued.
Unanswered questions exported or assigned.
Sponsor proof captured if relevant.
Attendance, engagement, and revenue notes reviewed.
Issues logged before the next session.

For events with video providers, make sure the run of show names the exact integration or room owner. HeySummit's video and streaming integrations help organizers connect delivery tools such as webinar and livestream platforms to the wider event workflow, but the human production cues still need to be written down.

How HeySummit helps keep the run of show organized

A run of show is a document, but the work around it lives in your event platform. The cleaner your event setup is, the easier it is to keep the cue sheet accurate.

In HeySummit, organizers can keep the operational pieces of an online event connected: event pages, registration, tickets and access, speaker details, sponsor surfaces, video or webinar integrations, custom emails, replays, and reporting. That means your run of show can point to real event assets instead of a loose collection of spreadsheets, email drafts, payment links, and webinar rooms.

For example:

Use online event pages and registration flows as the source for attendee-facing details.
Use custom event emails to align confirmation, reminder, replay, and follow-up instructions with the run of show.
Use sponsor booth pages or sponsor placements to confirm sponsor cues and proof requirements.
Use reporting and analytics after the event to review registrations, attendance, content engagement, revenue, and follow-up needs.

Keep the distinction clear: HeySummit can reduce the tool sprawl around your event workflow, but your team still needs to decide who speaks, who produces, who moderates, who handles support, and what happens if the live plan changes.

Final pre-event QA checklist

Run this check 24 hours before the event, then again 30 minutes before going live.

The run of show has one owner and one current version.
Every live cue has a named owner.
Speaker join links, attendee links, and backup links are tested.
Slides, videos, downloads, sponsor copy, and offer links are final.
Ticket/access rules are clear for free, paid, VIP, and replay viewers.
Reminder emails and calendar details match the event page.
Recording, replay, and transcript responsibilities are assigned.
The host has approved intros, transitions, sponsor mentions, and closing notes.
The moderator has Q&A prompts and escalation rules.
The support owner knows where to send access issues.
Backup plans exist for late speakers, broken links, bad audio, missing slides, overruns, and recording failure.

If the run of show feels too detailed, that is usually a good sign. Attendees should experience a smooth event. The production team should see all the details that make it smooth.

When you are ready to connect the cue sheet to the rest of your event workflow, see how HeySummit works across event pages, speaker management, video integrations, emails, sponsors, replays, and reporting.

Frequently asked questions

An event run of show is a production-facing timeline that tells the event team what happens, when it happens, who owns each step, and what technical cues or backup actions are needed.

An agenda is usually written for attendees. A run of show is written for hosts, producers, moderators, speakers, and support staff so they can coordinate the live event behind the scenes.

It should include timing, segment names, owners, speaker handoffs, video or webinar links, slides and assets, Q&A cues, sponsor or offer moments, recording and replay checks, contingency plans, and notes.

Create the first version once the schedule and speakers are confirmed, then review it with the production team before the event and again shortly before going live.

Yes, even a simple webinar benefits from a lightweight run of show because it clarifies intros, speaker timing, Q&A, links, recording, follow-up, and backup plans.