Run of Show
A minute-by-minute production schedule. Hand the same sheet to your AV crew, banquet captain, and stage manager so everyone runs off one clock.
Load-in & setup
| Time | Duration | Activity | Owner | Cue / notes |
|---|
| 7:00a | 1:00 | Crew load-in, freight elevator | AV | |
| 8:00a | 1:30 | Stage, screens, audio set | AV | |
| 9:30a | 0:30 | Registration tables, signage | Planner | |
| 10:00a | 0:45 | Tech rehearsal / soundcheck | AV + speakers | |
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Show
| Time | Duration | Segment | Owner | Cue / notes |
|---|
| 8:30a | 0:30 | Doors / registration open | Planner | Walk-in music, lights up |
| 9:00a | 0:10 | Welcome & housekeeping | Emcee | Mic check, title slide |
| 9:10a | 0:45 | Opening keynote | Speaker 1 | Lower thirds, clicker |
| 9:55a | 0:15 | Break | Catering | Coffee refresh, music up |
| 10:10a | 0:50 | Breakout sessions | Track leads | Room signage, timers |
| 12:00p | 1:00 | Lunch | Catering | Buffet open, table notes |
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A practical default: keep general-session segments to 45 to 90 minutes and build a real break every 90 minutes. Energy, not the agenda, sets the pace.
Strike & load-out
| Time | Duration | Activity | Owner | Cue / notes |
|---|
| 5:00p | 0:15 | Guest egress, lost & found sweep | Planner | |
| 5:15p | 1:00 | AV strike, gear out | AV | Watch overtime clock |
| 6:15p | 0:30 | Final walk-through with venue | Planner + venue | Photo any damage |
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