The Run of Show document provides the event manager with a blueprint of information for each event. The more information the field team is provided, the better they can prepare themselves for a smooth set up and a successful activation. Here is a general guideline of what a typical ROS needs to include:
General Event Overview
Vendor Information
Footprint ROS
General Event Overview
- A brief description of the event
- Dates and times the event is open to the public
- Event location
- Venue layout (floorplan map)
- General parking information
Vendor Information
- Names and contact information of key onsite contacts for the venue such as the event coordinator, sponsorship manager, or the union lead
- Any media dates not listed under the public hours
- Location and hours of operation of event office to pick up credentials
- Load-in/Load-out direction
- Designated parking for commercial vehicles (marshaling yard) and any specific staff parking
- Any prohibitions –Specific premiums that cannot be distributed, music decibel level, generator use, etc.
- How early before the event starts can vendors enter the venue, and how late can they stay after the event shut downs each day
- Storage and shipping/receiving information for the venue
Footprint ROS
- Exact location of footprint within the venue with any specific load-in instructions
- Names and contact information of all staff working the activation, including any expected client attendees
- Work hours for all event staff (managers, brand ambassadors, labor personnel, emcee)
- Staff uniform requirements for the event
- Any activities distinctive to the event like a stage presentation, celebrity appearances, or special prizes giveaway