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Huddle of the Week #3: Run of Show Templates for Virtual Events

  • 1.  Huddle of the Week #3: Run of Show Templates for Virtual Events

    Cvent Staff
    Posted 24 days ago
      |   view attached

    Hello, all! We are back with our next Huddle of the Week discussion. The new normal has brought upon many changes, and we know shifting to virtual is a huge one. While we have seen many great adaptations with event configuration structures, fee structures, and even our own Cvent software, we want to hear how you are adapting your run of show templates. Now that you are supporting virtual events and sessions, you may be handling day-of event duties in an entirely new way. Attached is a sample run of show template from Cvent. Take a look, and then respond to this week's discussion questions below:

    • After reviewing the attached sample, what else would you add to your own run of show template? If you already have your own template, what key details did you include? Feel free to attach yours to share, as well!
    • Do you have different ROS templates for different virtual event types, i.e. webinar/full virtual conference/keynote session/etc.?

    In addition to the above discussion questions, don't hesitate to reply with other ideas and thoughts! We also encourage you to ask any questions to other users if you want to learn more based on their response. #HuddleoftheWeek #VoiceIt 


    #ManagingVirtualEvents

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    Danni Czark
    Senior Associate, Online Community Marketing
    Cvent
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    Attachment(s)



  • 2.  RE: Huddle of the Week #3: Run of Show Templates for Virtual Events

    Posted 22 days ago
    There is a lot of info on this template that our group would not need.  For example the green room and cues.  But this template is a great reference and I sent to my executive director.

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    Edward House
    App and Tech Supprt
    Virginia Association for Supervision and Curriculum Development
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  • 3.  RE: Huddle of the Week #3: Run of Show Templates for Virtual Events

    Posted 22 days ago

    Question - does anyone preview other recorded content from either the speaker in a similar venue or from the venue with similar speakers?

    Also, our run of show includes what we call "independent collaborators" - people from our staff who view the previously recorded content from a speaker and view the dry run. We want content to be consistent, but we like to make sure there is specialized connections to very niche audiences. Our collaborators are anyone from the staff (usually other internal teams) who have no knowledge of the speaker ahead of time. This gives many teams and many viewpoints on the speaker, content, niche needs, and overall appeal.



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    Amanda Adams
    Mid-Atlantic Territory Client Services Coordinator
    Cognia, Inc.
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  • 4.  RE: Huddle of the Week #3: Run of Show Templates for Virtual Events

    Posted 22 days ago
    I don't know if our team has anything like that, I would assume so, for our annual meeting we have it planned out as we have several different speakers, but I do not have a copy.

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    Andrea Timbes
    CRM Administrator & Lead Catcher
    Visit Fort Worth
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  • 5.  RE: Huddle of the Week #3: Run of Show Templates for Virtual Events

    Posted 21 days ago
    This template is definitely much more comprehensive than what we would need for our current programs (webinars/virtual FAMs) but a great starting point for anyone looking to start from scratch! 

    Some custom sections I have on my webinar ROS: 

    • Backup Question Bank 
      • I ask presenters to give two to three backup Q&A questions on the off chance attendees have no questions for them. It avoids that awkward "and now let's take some questions... *crickets*" moment. 
    • Common Q&A Answers 
      • In our case we normally get quite a few of the same questions re: the CVB so we've compiled these along with the answers. This way I as the planner or my coordinator can assist with Q&A event though we're not familiar with the subject matter. 



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    Natalia Ramirez
    Trade Show & Events Planner
    Visit Orlando
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  • 6.  RE: Huddle of the Week #3: Run of Show Templates for Virtual Events

    Posted 20 days ago
    I believe that adding a column under the "Run of Show" section for the type of Media (ie. Pre-Recorded, Live, etc.). I also think that you should specify what time of session it is (ie. Panel, Keynote, etc.).

    Otherwise this is pretty comprehensive.

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    Lindsay Buchanan
    Manager
    Travelink
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  • 7.  RE: Huddle of the Week #3: Run of Show Templates for Virtual Events

    Posted 19 days ago
    Hi Danielle, 

    Thanks for sharing your template! We have something similar, except we have more tech-related columns.
    Each of our virtual sessions is assigned a Tech Resource and, depending on the scale of the event, further support staff. On a general session with an audience of 1000+ attendees, the list of roles might look like this: 
    - Event Host (records the meeting and mutes people as needed + answers tech questions in the Q&A)
    - Event Panelist(s)
    - Presenter
    - Poll Coordinator
    - Q&A Coordinator
    - Chat Coordinator
    We use WebEx, so the names are the technical jargon they use. 
    Additionally, for our complex governance meetings, which involve 15+ people coming up to speak, passing on presenting rights, comments from the floor, voting, and taking formal minutes, we meet ahead of time and write a very detailed agenda with who is doing what when.

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    Béline FALZON
    Conference Program Specialist II
    California Teachers Association
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  • 8.  RE: Huddle of the Week #3: Run of Show Templates for Virtual Events

    Posted 16 days ago
    We're in the midst of creating our first virtual conference which includes pre-recording our sessions at presenters' homes as well as at various studios around the globe. Given our format, here are some additional items we have in our ROS template:

    • Filming Location
    • Filming Date
    • At-Home Production Equipment being shipped/used
    We also use our ROS as our planning checklist which includes:
    • Prep/Coaching call dates and times
    • Script status
    • Compliance Review
    • Bios & Headshots
    Hope that helps!

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    Danielle Zinn
    Marketing Consultant
    Riverside Company
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