What is a run of show, and why your party needs one
An hour before guests arrive, every vendor is texting you the same questions. A run of show answers them before the day begins.
An hour before guests arrive, the DJ wants to know where to load in. The caterer is asking when to set out food. The florist is running late, and three people are texting you at once.
None of them are wrong to ask. They just never got the plan. A run of show fixes that before the day begins.
What is a run of show?
A run of show is a time-stamped plan for your event, from the first vendor arrival to the last box loaded out. It lists what happens, when it happens, and who's responsible. Theater and live TV crews have relied on them for decades! For a party, it's a one-page timeline every vendor and the venue can follow without calling you.
Run of show vs. your invitation
Your invite tells guests when to show up. A run of show covers everything guests never see: setup, sound checks, food timing, the toast and cleanup. It's written for the people working the event, not the people attending it.
What goes in a party run of show
Every moment in order, with a time, a description and an owner. Add each vendor's name and phone number, plus the details people always ask about: entrances, parking, power outlets and where things go. Then name a day-of point person who isn't you.
Sample run of show for a wedding
Adjust the times to your venue's rules, especially setup windows and noise cutoffs.
Why your party needs a run of show
It takes you off help desk duty. When every vendor has the same timeline, they coordinate with each other instead of with you.
It catches problems early. Writing it out shows you when two vendors need the same entrance at the same time, or when dinner lands before the bar is ready.
It protects your budget. Overtime charges and late load-ins often trace back to unclear timing, and a shared plan puts expectations in writing.
Lastly, it lets you enjoy your own party, which is the reason you're throwing it.
How to write your run of show
Start a week or two out, once your vendors are booked. Ask each one how much setup and breakdown time they need, then build backward from when doors open. Send the final version to every vendor and the venue three to five days before, and confirm they've read it.
When you plan on RendezView, your run of show is drafted from the vendors and venue you've already booked, then shared with everyone working your event. You can adjust it, but you never start from a blank page.
Book your vendors on RendezView and get a run of show drafted from your actual bookings, shared with every vendor and the venue before the big day. Plan your next event on RendezView today.
