Webinar run of show template
Tech checks through to the follow-up email, already timed. Going live is pinned to the time in the registration email, and everything above it cascades up to meet it.
Your webinar run of show
Share whole editable version with anyone
One link carries the whole run of show, and whoever opens it gets their own copy. The florist adds their install window, the caterer their service times, and you retype none of it.
- No sign-up, no app to download.
- A QR code on the printed sheet, so paper hands itself on.
- The data is contained in the link. Nothing is uploaded or stored.
| Start | Length | Item | Who |
|---|
Built free at 1pm.app/tools/run-of-show Take it further
Print it, save it, or move it into 1pm to share it live with your crew and suppliers.
Copied. Three steps to have it live:
- Start a free 1pm trial, no card needed.
- Create your event and edit the event portal.
- Choose Paste in and paste. Every row lands with its time and length.
Add a row with a name on it first, then there will be something to copy.
Saved in this browser only. Nothing is uploaded, and there is no account to create. Keep your own copy of anything you cannot afford to lose. Use of this tool is subject to our Terms.
The webinar run of show in full
Starting at 09:00 it finishes at 13:30, a span of 4h 30. Change one length and every row below it moves.
| Start | Length | Item | Who |
|---|---|---|---|
| 09:00 | 30 min | Platform and stream check | Production |
| 09:30 | 45 min | Speaker tech checks, one at a time | Production |
| 10:15 | 20 min | Slides, videos and lower thirds loaded | AV |
| 10:35 | 15 min | Host and moderator brief | Host |
| 11:00 pinned | 10 min | Broadcast opens, holding slide | Production |
| 11:10 | 5 min | Welcome and housekeeping | Host |
| 11:15 | 25 min | Opening presentation | Host |
| 11:40 | 5 min | Audience poll | Moderator |
| 11:45 | 25 min | Second speaker | Host |
| 12:10 | 20 min | Live Q and A | Moderator |
| 12:30 | 5 min | Close and call to action | Host |
| 12:35 | 5 min | Broadcast ends, recording stopped | Production |
| 12:40 | 30 min | Recording trimmed and uploaded | Production |
| 13:10 | 20 min | Follow-up email to attendees and no-shows | Marketing |
Why "Broadcast opens, holding slide" is pinned. Going live is pinned to 11am, because that is the time in the registration email and the only one that cannot move. The tech checks above it are where a virtual event is won or lost, and they get two hours.
The event is an hour. The run of show is four.
A webinar looks like the least demanding event format there is, and that is exactly why it goes wrong. There is no room to set and no catering to time, so it gets planned in a calendar invitation, and the calendar invitation covers precisely the sixty minutes during which nothing can be fixed.
The work is on either side of that hour. Two hours of checks before it, where every problem you are ever going to have is findable and solvable. Fifty minutes after it, where the recording gets trimmed and uploaded and the follow-up goes out while the thing is still fresh. Both are on this template with owners against them, because a task with no time and no name is one somebody does on Thursday instead.
Where webinars come apart
- Group tech checks. Check speakers one at a time. The one with the problem needs fifteen uninterrupted minutes, and you will not find them in a room of six people all saying "can you hear me?"
- Nobody watching the chat. A host presenting cannot also read the chat, triage questions and post links. That is a second person, and if you have not named them, it is nobody.
- Q and A with no time left. Questions are the part attendees stayed for and the first thing an overrun eats. Give it a real block and protect it by shortening a presentation, not by running late.
- The recording nobody trims. Twelve minutes of holding slide at the front of a recording is the difference between an asset and a file on a drive. Put the trim and the upload on the sheet with a length.
- The follow-up as an afterthought. Registrants who did not attend are usually the larger half of your list and they never see the event at all unless the follow-up goes out. It is a row, at a time, with a name against it.
Why the times move on their own
This tool stores how long each thing takes and works the clock out from the top, so adding fifteen minutes to the speaker checks pushes everything after them and leaves nothing to retype. Going live is pinned to eleven, which is the time in the registration email and the one thing that cannot move, so the checks above it cascade up to meet it and the sheet tells you whether they actually fit.
If the broadcast is part of a bigger day, start from the conference run of show template, or build from nothing with the run of show template and builder.
Common questions
Everything either side of the broadcast, not just the broadcast. The part attendees see is an hour; the part that decides whether it works is the two hours of tech checks before it and the follow-up afterwards. So the sheet starts at the platform check and ends at the follow-up email, with the speaker checks, the slide load, the moderator brief, the recording and the upload all carrying their own times and owners.
Two hours for the production check, and each speaker individually rather than all at once. A group check finds nothing: it is the one speaker with a laptop microphone, a backlit window and a corporate VPN who needs fifteen minutes of somebody's attention, and you cannot find them in a room of six. Same-day rather than the day before, because audio that worked yesterday is a different room today.
An hour, including questions, and shorter if you can. Attendance decays sharply past forty five minutes and there is no version of the content worth the drop. The shape that holds up is two presentations of about twenty five minutes with something interactive between them, then twenty minutes of live questions, then a clean close. Anything you cannot fit belongs in the follow-up.
Four roles, even if one person is wearing two of them: a producer watching the stream and the platform, a host presenting, a moderator working the chat and shaping the questions, and whoever owns the follow-up afterwards. The moderator is the one most often left off and the one who most needs the timings, because they have to know how long the Q and A actually has before they start choosing questions.
Yes. Download CSV writes it as a spreadsheet with the times already worked out and lengths in minutes, opening straight into Excel or Google Sheets. That matters on a virtual event because the run of show usually has to sit next to a speaker list, a promotion schedule and the platform settings in whatever the team already works in. Save to a file writes a .json instead, which is the one that reopens in this builder.
Yes, with one addition: a hybrid event has a room as well as a stream, so add the room set, the doors and the in-room AV above the go-live pin. The stream then becomes one column of a normal event run of show rather than the whole document. The same is true of a livestreamed conference session or a product launch.
One event, or every event
This builder does one sheet for one day. If you are planning a one-off, that is genuinely all you need and you should use it. If you run events for a living, the run of show is the last hour of a job that started with a lead weeks earlier, and the sheet on its own cannot hold the rest of it.
This free builder
One-off eventsA good document, and only a document. Nothing to sign up for, nothing stored.
- One event at a time, and no record of the last one.
- Saved in this browser only, so a new device starts empty.
- The link hands over a copy, so your later edits never reach it.
- Print, PDF or CSV, and then the document is on its own.
1pm
Event pros and venuesThe system of record for the whole operation, with the live run of show at the centre of it.
- Leads. A lead form on your own site, every reply in one inbox, nothing lost in a personal mailbox.
- Quotes and confirmations. Send a priced quote, the client accepts and signs it online, and the event is created from it.
- Live run of show. The sheet you just built, shared for real: crew, suppliers and the client watch it update, each seeing only their own rows.
- BEOs for every department. Service style, setup, pax, dietaries, access and vacate, on one brief the kitchen, AV and duty manager can all work from.
- Spaces and capacity. Rooms with their own addresses, access notes and limits, and a hard block on double-booking one twice.
- Menus and food costing. Priced menus, dietary tracking, and recipe and portion costing so you know the margin before you quote it.
- Invoices and payments. Deposits, balances, card payment online, and a one-way sync into Xero when the money lands.
- Contacts, crew, tasks and reporting. Every event you have ever run, searchable, with the people and the numbers attached to it.
If you are an event pro
Planners, caterers, photographers, AV and celebrants run every client job in 1pm end to end: the lead, the quote, the signed confirmation, the run of show and the final invoice, on one record per job instead of five tools and a spreadsheet.
If you are a venue
Hotels, restaurants and event spaces get the function diary, the BEO each department works from, covers and pax, access and vacate, and a kitchen reading the same event the sales team sold, without printing a thing.
Move this run of show into 1pm
Copy to clipboard above takes the whole sheet across in one paste, times, lengths and owners intact. 30 days free, no card, and nothing to install for the people you share it with.