Offsiteio · Templates
Run of show template for team offsites and company retreats
The minute-by-minute run sheet that keeps a multi-day offsite on time: every session, transfer, meal and AV cue, with an owner and a backup plan.
A run of show (also called a run sheet or day-of timeline) is the minute-by-minute schedule your crew works from on the day: every session, meal, transfer and AV cue, who owns it and what happens if it slips. The agenda tells attendees where to be; the run of show tells the people running the offsite what to do. Below is a free offsite run of show template you can copy, plus a day-of contact sheet and a pre-event checklist.
Offsite run of show template
One row per moment that needs an action from someone. Times are start times; put the duration in its own column so you can see knock-on delays. Keep one tab per day.
1. Run of show (one tab per day)
| Time | Duration | Segment | Location | What happens | Owner | AV and materials | Cue / trigger | Backup plan | Status |
|---|---|---|---|---|---|---|---|---|---|
| 07:00 | 30 min | Crew call | Hotel lobby | Walk-through of the day, radios or group chat check | [Planner] | Printed run sheet | Planner arrives | [Who covers if planner is late] | [ ] |
| 07:30 | 60 min | Breakfast | [Restaurant] | Buffet open; dietary items labelled | [Venue F&B lead] | Dietary cards | Doors open | [Grab-and-go option] | [ ] |
| 08:45 | 15 min | Doors to plenary room | [Meeting room] | Room set, slides loaded, mics tested | [AV lead] | Projector, 2 handheld mics, clicker | Planner confirms room ready | [Spare laptop with slides] | [ ] |
| 09:00 | 30 min | Welcome and goals | [Meeting room] | Host opens; day's outcome on screen | [CEO] | Slide 1, walk-in music off | Planner signals host | [Host's deputy] | [ ] |
| 09:30 | 90 min | Session 1 | [Meeting room] | [Session name and format] | [Facilitator] | Flip charts, markers | Host hands over | [Shorten by 15 min if late] | [ ] |
| 11:00 | 15 min | Break | Foyer | Coffee refresh | [Venue] | n/a | Facilitator calls break | n/a | [ ] |
| 12:30 | 60 min | Lunch | [Terrace] | Seated lunch | [Venue F&B lead] | n/a | Planner confirms headcount at 11:00 | [Indoor room if weather turns] | [ ] |
| 14:00 | 15 min | Transfer to activity | Hotel entrance | Coaches load; headcount on board | [Transport lead] | Passenger list | Coaches arrive 13:45 | [Taxi app account] | [ ] |
| 14:30 | 150 min | Team activity | [Activity venue] | [Activity] | [Activity vendor] | Waivers signed | Vendor briefing done | [Indoor alternative booked] | [ ] |
| 17:30 | 15 min | Return transfer | [Activity venue] | Headcount before departure | [Transport lead] | Passenger list | Activity ends | [Second pickup at 18:00] | [ ] |
| 19:30 | 150 min | Group dinner | [Restaurant] | Seated dinner, short toast | [Planner] | Mic if room is large | Planner confirms table plan | [Menu for late dietary changes] | [ ] |
2. Day-of contact sheet
| Role | Name | Mobile | Backup contact | Responsible for |
|---|---|---|---|---|
| Lead planner | [Name] | [Number] | [Name] | Overall timing, decisions on changes |
| Executive sponsor | [Name] | [Number] | [EA name] | Content changes, speaker swaps |
| Venue event manager | [Name] | [Number] | [Front desk] | Rooms, F&B, AV in house |
| Transport company | [Name] | [Number] | [Dispatch line] | Airport and activity transfers |
| Activity vendor | [Name] | [Number] | [Office line] | Activity, safety briefing, waivers |
| Medical and emergency | Local emergency number | [Number] | [Nearest hospital] | Emergencies |
3. Run of show checks before the day
One week before
- Every row has a named owner, not a team
- Venue, transport and activity vendors have the run sheet for their rows
- Speakers know their slot length and send slides by the deadline
- Weather backup is booked, not just noted
The day before
- Walk the route from rooms to meeting space to transfer point
- Test AV in the actual room with the actual laptop
- Confirm final headcount and dietary list with every caterer
- Print the run sheet and contact sheet for each crew member
On the day
- Crew call before breakfast; walk through changes
- Update the Status column as each row completes
- Log every change and who approved it
Opens in Google Sheets, Excel, Notion or Google Docs. Paste the Markdown into Notion or a doc, or import the CSV into a sheet.
Rather not fill this in yourself? Offsiteio plans the whole offsite and sends you a free itemized proposal in days.
How to use this run of show template
- Start from the final attendee agenda. Every agenda item becomes at least one row, and most become two: a setup row and the session itself.
- Add the invisible rows attendees never see: crew call, room flips, transfers, headcount checks and vendor arrivals.
- Fill in the Owner column with one named person per row. If two people own it, nobody owns it.
- Write the cue for each row: what has to happen before this row starts. Cues are what keep the day moving when the planner is busy elsewhere.
- Add a backup plan to every outdoor, transport or speaker-dependent row.
- Share the run sheet with vendors for their rows only, and with the crew in full. Attendees get the agenda, not the run sheet.
- On the day, mark Status as you go and log changes. The log becomes your debrief.
Example: day 1 of a 2-day leadership offsite in Lisbon
An illustrative run sheet for 16 leaders staying at one hotel in Lisbon, with a cooking class in the afternoon. Offsiteio has planned offsites in Lisbon, and this is the shape of a real first day, not a specific client's.
| Time | Segment | Owner | Cue | Backup |
|---|---|---|---|---|
| 08:00 | Breakfast at the hotel | Hotel F&B | Restaurant opens | Room-service coffee for early calls |
| 09:00 | Welcome: the three decisions we leave with | CEO | Planner confirms room and slides | Chief of Staff opens |
| 09:30 | Strategy session: next year's priorities | External facilitator | CEO hands over | Cut the second exercise if late |
| 12:30 | Lunch on the hotel terrace | Hotel F&B | Headcount confirmed at 11:00 | Indoor private room held |
| 14:15 | Transfer to the cooking school | Transport lead | Minivans at the entrance 14:00 | Taxi account as overflow |
| 15:00 | Cooking class and early dinner | Cooking school host | Group arrives and washes up | Menu adapted for two vegetarians |
| 19:30 | Return transfer, free evening | Transport lead | Class ends | Second run at 20:15 |
Common run of show mistakes
- Treating the agenda as the run of show. The agenda has no transfers, setup, cues or owners, which is exactly where offsites slip.
- No buffer around transfers. Groups load slower than you think. Build 15 minutes into every move, and more at airports.
- Owners listed as teams. "Ops" can't answer a phone. Use names and mobile numbers.
- Weather backups that aren't booked. "Move indoors" only works if a room is held.
- One copy, on one laptop. Print it, and share a live sheet with the crew so changes reach everyone.
For the attendee-facing version, see the corporate retreat itinerary template; for session design, the offsite agenda templates guide.
Want it planned for you?
A run of show is only as good as the bookings behind it. Offsiteio plans team offsites and company retreats end to end. We book lodging, meeting space, food, activities, transfers and even swag in 35+ destinations. Trips start from about $999 per person depending on destination, with flights quoted separately. Every trip comes with 24/7 remote support, and you can add an optional on-site coordinator.
“They have facilitated my company’s offsites for the last 2 years.” Amira A., Google review
IATA-certified travel partner · 5.0 on Google (17 reviews)
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Related
- Group travel tracker template
- Rooming list template
- Offsite planning checklist
- How to plan a company offsite
- Company offsites, planned end to end
FAQ
What is a run of show?
A run of show is the detailed, time-stamped schedule the event crew uses on the day. It lists every segment, setup, transfer and cue, with an owner and a backup plan for each, so everyone running the event works from the same timeline.
What is the difference between a run of show and an agenda?
The agenda is for attendees: sessions, meals and times. The run of show is for the people running the offsite: it adds setup, room flips, transfers, AV cues, vendor arrivals, owners and contingencies. Most agenda items become two or three run of show rows.
How detailed should a run of show be?
Detailed enough that someone new could run any row without asking you. For offsites that usually means 5 to 15 minute granularity around sessions and transfers, and broader blocks for free time.
Who should get a copy of the run of show?
The whole crew gets the full version. Vendors get their own rows plus the contact sheet. Speakers get their slot, cue and AV needs. Attendees get the itinerary, not the run sheet.
Can I build a run of show in Excel or Google Sheets?
Yes. Download the CSV above and open it in Excel or Google Sheets, with one tab per day. Freeze the header row, add a Status column with a dropdown, and share it with edit rights for the crew only.
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