Event Essentials: Run-Throughs

Nov 8, 2019

Producing a live event or ceremony can be stressful with the seemingly endless list of details to consider. One of the many event essentials is a run-through. Conducting a run-through before an event can ease stress for an event planner and ensure all of the moving parts run smoothly. 

 

The purpose of a run-through is to ensure every detail is in place and to let the behind-the-scenes team know exactly what to do and where to go. A run-through helps outline and practice the program, timing, and content for each moment. Extravagant moments are awesome, but it’s the minor moments and movements that can make all of the difference. 

Here are 3 tips for a successful run-through:

1. Create a Run of Show

 

A run of show keeps everyone on the same page and gives team members something to refer to when they are unsure. Creating and printing these ahead of time can save you a lot of time by providing answers to questions that might pop up. This will avoid team members asking similar questions and give you more time to focus on the big picture. 

 

2. Assign Responsibilities

 

Assign roles to each team member to ensure that every small detail is taken care of. By delegating responsibilities, you can give people specific tasks, and even providing training in advance, if needed. Add these to your run of show to provide clarity, and meet with your team members individually to explain their roles.

 

3. Test the Actuals 

 

An important component of conducting a run-through is running through technical cues. Some of the technical elements to keep in mind when conducting a run-through are timing, cues, digital content, lighting, and audio. Think through all of these elements in advance, so when it comes time for the run-through you are not stressed and attempting to make last-minute decisions. These elements can also be added to your run of show:

    1. Timing is crucial when it comes to the small details of the event. It’s important to list hard start and end times, along with detailed notes for each element of the run of show.
    2. Cues are important to identify any auditory or visual cues that signal a transition in content, lighting, speakers, transitions, etc.
    3. It is important to run-through any digital content, like keynote slides or videos, that is featured in the event. Timing is everything when it comes to staying on schedule, so this is a very important part of the run-through.
    4. Make sure to note any specific lighting direction or transitions. It is helpful to list lighting, even if the lighting stays the same throughout the event.
    5. Identify any audio-specific notes or notes that correspond to digital content (like a video or keynote) that has sound.

 

Your run-through is the time to work out any kinks within the run of show. This will also help you get more comfortable with all the moving parts and ease nerves going into the event. Once you’ve conducted a run-through, get ready to create a remarkable experience!

For more tips, icebreaker activity ideas, and other event-related content visit our YouTube channel, and make sure to follow us on InstagramTwitter, and LinkedIn!

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