I have a background in stage and production management, so my run of show is based on paperwork I used to do for theatre gigs. I create a schedule matrix for each event which is a giant spreadsheet with a column for every space being used and each row representing a 15-minute time block. This is how I determine what sessions are presented in which rooms at which times and is what I reference to then create the session import spreadsheet for Cvent.
I take that schedule matrix, add in all of the other things going on in each space that I need to know about - staging rooms for specific presentations, any equipment that needs to move from one room to another, who is doing the pre-session check-in with presenters in each room, etc. and use that as my run of show.
I've attached an example version of what I used for my most recent conference event. I'd love to see what other event planners are using, too!
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Jess Olcott
Training Program Coordinator
ETC, Inc.
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Original Message:
Sent: 08-08-2024 09:48
From: Beth Simpson
Subject: Run of Show planning
Does Cvent have an integrations or support to create a run of show from the session and speaker information entered into the event portal
#eMarketing
#MeetingsManagement
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Beth Simpson
Event Manager
NIIMBL (University of Delaware)United States
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