Run Of Show Drafter

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.

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.

1. 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).
2. Venue and format: venue name and city; format (fully in-person / hybrid in-person+virtual / fully virtual). For hybrid, note streaming platform.
3. Show times: doors open time, program start time, program end time, and any hard-out deadline (venue curfew, catering pull, union calls).
4. 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.
5. 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.
6. 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.
7. 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.
8. 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:

text

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.