What Your AV Team Needs to See in Your Run of Show
- Moonrise Audio Visual
- Aug 13
- 3 min read
When it comes to executing a live event, your run of show is the glue that holds everything together. It’s the master script that keeps your production team aligned, your speakers on track, and your AV crew prepared for every cue. But a run of show only works if it’s built with the right level of detail, especially when it comes to audiovisual support.
Over the years, Moonrise AV has worked with planners across every event type imaginable, and one thing is always true: a clear, well-structured run of show makes everyone’s job easier.
Here’s what to include in yours to set your AV team up for success.
Timestamps that go beyond start and end times.
AV teams don’t just need to know when your event starts—they need to know when things shift. Every lighting change, mic handoff, video roll, and speaker intro depends on knowing exactly when each moment is happening.
Instead of vague segments like “9:00 AM – Opening,” break the program down with precision:
The more accurate your timeline, the more your AV team can prep cues and avoid on-the-fly scrambling.
Speaker details and technical requirements.
Your AV crew needs to know who’s on stage and what they need to do their thing. Include speaker names, microphone preferences, whether they’re using a slide clicker or need a video to roll before they speak, and how they’ll be introduced.
For example:
These details help your AV techs prep mics, manage transitions, and keep presenters supported from the wings—without constant handoffs or guesswork.
AV cues that are specific and actionable.
Don’t just write “play video” or “lights down.” Your AV team needs to know which video, when to trigger it, and what comes next.
A strong cue might look like:
1:20 PM – Cue: “Let’s take a look.” Roll Video File: 2025ProductReveal.mp4
1:23 PM – Video Ends / Mic #1 Live / Walk-On Music Begins (Track: Momentum)
Clear cues help operators time transitions perfectly and ensure every moment lands the way it’s supposed to.
Pre-show and buffer time built in.
Give your AV team time to set up, rehearse, and adjust. Include load-in hours, sound check windows, and any quiet room times when testing shouldn’t happen. It’s also smart to build in short buffers between sessions. Events rarely run exactly on time, and those few extra minutes can be the difference between a reset and a fire drill.
A contact list for real-time problem solving.
If a speaker swaps slides or needs a mic change, your AV team shouldn’t have to guess who to talk to. Include names and phone numbers for key contacts: show caller, stage manager, speaker support, and venue lead. Quick communication solves most problems before they become issues.
Print your run of show, share it, and keep it updated.
Once it’s built, share the run of show with your AV team early—ideally before rehearsals—and have printed copies available on site. A quick huddle with the AV lead can go a long way in flagging any gaps or opportunities for smoother transitions.
A great run of show turns your AV team into a true partner in execution. It gives them the information they need to not just react but anticipate, align, and deliver a seamless experience that reflects well on everyone involved.
Moonrise AV has seen firsthand how a solid run of show can transform a production from functional to exceptional. It’s the difference between just getting through the day and owning every moment of it. Submit an RFP at no cost and let’s talk about building a run of show (and an AV plan) that sets your whole team up for success.
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