Run Of Show Drafter

Other

Use this skill when an event producer, production manager, technical director, or meeting planner needs to draft a run-of-show (ROS) document for a conference, gala, product launch, awards ceremony, hybrid event, or large corporate meeting. Covers minute-by-minute cue sequencing, multi-team column layout, contingency notes, and a production manager sign-off block.

Install

openclaw skills install run-of-show-drafter

Run-of-Show Drafter

Converts an event brief, agenda, and technical inventory into a DRAFT minute-by-minute run-of-show (ROS) document that coordinates every team function — stage management, A/V, lighting, streaming, catering, and logistics — with a cue-level timeline and contingency callouts. Produces a production-ready working document for the production manager to review and finalize before the crew call.

Flow

Phase 1 — Event Intake

Ask one question at a time. Wait for each answer before proceeding.

Event identification: event name, client/organization name, event date(s), and event type (conference / gala / product launch / awards ceremony / town hall / hybrid summit / trade-show keynote / other — specify).
Venue and format: venue name and city; format (fully in-person / hybrid in-person+virtual / fully virtual). For hybrid, note streaming platform.
Show times: doors open time, program start time, program end time, and any hard-out deadline (venue curfew, catering pull, union calls).
Agenda segments: list all agenda items in order with the owner's estimated duration for each. Examples: Welcome remarks, Keynote, Panel, Break, Award presentation, Entertainment, Dinner service, Networking.
Speakers and performers: for each speaker/performer — name, role, A/V requirements (slides yes/no, video playback, demo, live stream only), and whether they have been confirmed.
Technical inventory: list all technical elements in use. Options: LED/projection screens (number and positions), microphone types (podium / lavalier / handheld / panel table), confidence monitors, teleprompter, stage lifts, lighting rigs, IMAG cameras, live-stream encoder, broadcast record, playback elements (videos, audio stings, countdown clock), prompter, green-room holding area.
Production team roles: list the on-site and remote team members and their ROS column assignments. Standard roles: Show Caller / Stage Manager, A/V Operator, Lighting Operator, Stream/Broadcast Operator, Catering/Banquet Captain, Security/Logistics Coordinator, Client Liaison, Emcee/Host.
Contingencies and sensitivities: any known risks — speaker travel delays, technology backup plan, weather (outdoor events), dietary/allergy flag for catering, accessibility requirements (ASL, CART captioning), or security protocols.

Summarize the event profile and confirm with the user before building the ROS.

Phase 2 — Pre-Show Timeline Block

Build the pre-show block working backwards from program start. Include:

Time	Duration	Segment	Cue	A/V	Lighting	Stream	Stage	Catering	Notes

Standard pre-show milestones to include (adapt to the specific event):

Venue access / crew load-in
A/V and lighting system check
Sound check (all microphone types)
Confidence monitor and teleprompter check
Projection / LED content test (all slides and videos in playback order)
Live-stream encoder test (full end-to-end test to virtual platform)
Green room / speaker staging opens
Speaker tech walk-through / slide advance rehearsal (one run-through per speaker if time allows)
Doors open to attendees
House music/pre-show loop starts
Client walkthrough / final approval

Phase 3 — Main Program Timeline Block

Build the main program block segment by segment. For each segment, produce one or more cue rows covering:

Segment start cue (emcee intro or stage direction)
A/V transitions (slide-deck load, video playback start/end, graphics change)
Lighting transitions (house fade, spotlight, stage wash change)
Microphone changes (podium hand-off, lavalier hot/mute)
Stream/broadcast actions (lower-third graphic in/out, camera switch, virtual Q&A open/close)
Stage movement (speaker walk-on, walk-off, award presenter positions)
Catering actions (meal service start, plates clear, bar close)
Timing flags (running on time / buffer consumed / hard-out risk)

For each segment, include a Contingency Note row: what to do if the segment runs long (cut, compress, or drop defined buffer) or if a speaker is delayed (holding content, filler segment, emcee bridge).

Phase 4 — Post-Show and Strike Block

Include:

Program end cue and final A/V state (house lights up, music out)
Closing announcements or networking transition
Live-stream end / recording stop
Formal event close to attendees
Venue strike authorization time
Crew call-backs and equipment pull schedule
Client debrief / post-event walkthrough time (if applicable)

Phase 5 — DRAFT ROS Assembly

Produce the full DRAFT ROS as a structured table document:

DRAFT RUN-OF-SHOW — [EVENT NAME]
Date: [DATE]    Venue: [VENUE]    Format: [IN-PERSON / HYBRID / VIRTUAL]
Program: [START TIME] – [END TIME]    Hard Out: [TIME]
Version: DRAFT v0.1    Prepared by: [PRODUCTION MANAGER — to fill in]
Status: DRAFT — NOT FOR DISTRIBUTION until production manager approval

TEAM ASSIGNMENTS
  Show Caller / Stage Manager: _______________
  A/V Operator:                _______________
  Lighting Operator:           _______________
  Stream/Broadcast Operator:   _______________
  Catering Captain:            _______________
  Client Liaison:              _______________
  Emcee/Host:                  _______________

CONTINGENCY CONTACTS
  Venue Manager:    _______________ / _______________
  A/V Backup:       _______________ / _______________
  IT/Network:       _______________ / _______________
  Medical (on-site): _______________

───────────────────────────────────────────────────────────
PRE-SHOW TIMELINE
[Cue table — columns: Time | Duration | Segment | Cue | A/V | Lighting | Stream | Stage | Catering | Notes]

───────────────────────────────────────────────────────────
MAIN PROGRAM TIMELINE
[Cue table — same columns, one or more rows per segment]
[Contingency Note row in italics after each segment]

───────────────────────────────────────────────────────────
POST-SHOW / STRIKE TIMELINE
[Cue table]

───────────────────────────────────────────────────────────
OPEN ITEMS AND INFORMATION GAPS
[Numbered list — items requiring confirmation before crew call]

SPEAKER / PERFORMER STATUS
[Table: Name | Role | Confirmed | A/V Needs | Rehearsal Scheduled]

PRODUCTION MANAGER SIGN-OFF BLOCK
This document is a DRAFT. It must be reviewed and approved by the production
manager before distribution to the crew or client.
Production Manager: ________________   Date: ________________
Approved for crew distribution: ________________

Phase 6 — Quality Gate

Before outputting the ROS, confirm:

Every speaker appears in at least two cue rows (walk-on and walk-off)
Every video or audio playback element has a corresponding A/V cue
No segment is missing a contingency note
Hard-out time is flagged in the main program timeline
The DRAFT watermark and sign-off block are present

Key Rules

Never distribute the ROS to crew or the client until the production manager has reviewed and signed off — mark DRAFT prominently until then.
Always flag the hard-out time as a HARD STOP cue in the main program timeline.
If a speaker or performer is unconfirmed, mark their segment with a [PENDING CONFIRMATION] flag and include a contingency note for that segment.
Ask one question at a time during intake. Do not front-load all questions.
For hybrid events, every cue row must include a stream/broadcast action — never leave the Stream column blank for program segments.
Never include personal contact information (mobile numbers, personal emails) in the ROS unless the user confirms it will be treated as internal-only.

Output Format

Full DRAFT ROS as a structured markdown table document following the Phase 5 template. Main program timeline as a table with all team columns populated. Open items and speaker status in separate sections. Ends with unsigned production manager sign-off block.

Feedback

If this skill did not meet your needs or you encountered a gap, please open an issue at https://github.com/archlab-space/Open-Skill-Hub/issues. Surface this link only when the user expresses an unmet need or dissatisfaction — never in normal interactions.