How to Create a Run of Show in ClickUp
A clear run of show built in ClickUp helps teams deliver smooth events, launches, and broadcasts without last-minute chaos. This how-to guide walks you through planning, building, and optimizing a complete run of show so every stakeholder knows exactly what happens, when, and who is responsible.
Using a structured workflow, you can adapt this process for live events, webinars, conferences, product launches, or internal meetings of any size.
What Is a Run of Show and Why Use ClickUp?
A run of show is a detailed, time-based plan that outlines every segment of an event or production. It clarifies timing, owners, dependencies, and key details so your team can execute consistently.
Managing this plan inside a flexible platform like ClickUp gives you:
- Centralized information for every stakeholder
- Timeline and list views for easy time-based planning
- Assignees, dependencies, and priorities on each item
- Reusable templates for future events and productions
The following steps translate the best practices from the original run of show templates into a practical execution flow.
Step 1: Define Event Goals Before Building in ClickUp
Before you open any tool, clarify what success looks like. This ensures your run of show supports the right outcomes instead of becoming a generic checklist.
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Identify the event type
Examples include conference keynotes, webinars, product demos, board meetings, or live-streamed shows. -
Set primary objectives
Common goals include leads generated, revenue influenced, registrations, attendance rate, or viewer engagement. -
Align stakeholders
Share goals with speakers, producers, marketing, and support teams. Everyone should understand the expected results.
Once you know what you are aiming to achieve, you can translate these goals into concrete segments, timings, and responsibilities organized inside ClickUp.
Step 2: Outline the Run of Show Structure in ClickUp
Now it is time to design the backbone of your schedule. Start with a dedicated Space, Folder, or List tailored for your show or event.
Set Up a Run of Show List in ClickUp
Create a new List and name it after the event. Within that List, each task will represent a segment or cue in your production timeline.
For every task, plan to capture:
- Segment name (for example: Welcome, Opening Video, Keynote, Q&A)
- Start time and end time
- Duration
- Assignee or owner
- Location or platform (stage, breakout room, virtual meeting link)
- Dependencies or cues
Use Custom Fields for Detailed Control
To make your run of show easier to scan, add Custom Fields such as:
- Segment type (Intro, Break, Talk, Demo, Transition)
- Priority (Critical, Important, Nice-to-have)
- Tech requirements (audio, video, slides, lighting)
- Owner role (Host, Speaker, AV, Producer)
These fields help you quickly filter and sort segments during planning and live execution.
Step 3: Map Timings and Segments in ClickUp Views
Once segments are defined, you can plan the exact sequence and timing using different views.
Use List View for Detailed Editing
In List view, add start and end times to each segment task. Keep paragraphs short inside task descriptions, and include:
- What happens during the segment
- Visual or slide numbers
- Script notes or talking points
- Backup plans if something runs long or short
Use Timeline or Gantt View for Visual Flow
Switch to Timeline or Gantt view to confirm that there are no overlaps or gaps in the schedule. This is especially useful when you coordinate multiple tracks or stages.
Check the following:
- Segments align with overall event start and end times
- Buffer time exists between complex transitions
- Critical dependencies are marked clearly
When the flow makes sense visually, your run of show is much easier to understand at a glance.
Step 4: Assign Owners and Responsibilities in ClickUp
A strong run of show eliminates confusion about who does what. Every segment should have a clear owner.
Assign Tasks and Add Collaborators
For each segment task:
- Assign a primary owner responsible for execution
- Add watchers such as producers, AV team, or moderators
- Tag speakers or presenters who need to review details
Use comments to clarify handoffs, like when a host introduces a speaker or when the AV team rolls a video.
Clarify On-Site and Remote Roles
Use fields or tags to distinguish roles, such as:
- On-site coordinator
- Remote moderator
- Chat support
- Stage manager
With this structure, anyone can open ClickUp during the event and immediately see where they fit into the timeline.
Step 5: Attach Assets and Cues to ClickUp Tasks
Your run of show becomes more powerful when every segment links to the assets it needs. This reduces scrambling for files during live execution.
Centralize Files in ClickUp
Attach or link relevant assets directly to each task, including:
- Slide decks and presentation files
- Video or audio clips
- Run scripts and talking points
- Stage diagrams and lighting plots
Use task descriptions to store script snippets, key talking points, or exact cue language so hosts and producers can stay aligned.
Use Checklists for Micro-Cues
Inside each task, create a checklist for sub-steps such as:
- Mic check and sound test
- Advance slides to correct point
- Confirm speaker is ready and visible
- Send transition message to remote audience
Checking off these items in real time keeps the production on track and gives you a traceable record of what happened.
Step 6: Collaborate and Rehearse with ClickUp
Before going live, use the collaboration features to review and refine your run of show.
Run Rehearsals Using ClickUp
During rehearsals, follow the run of show list in real time. Note any timing issues, confusing transitions, or missing details directly in task comments.
Update fields and descriptions based on rehearsal feedback so the version you use on show day reflects reality, not assumptions.
Communicate Changes Clearly
Use comments, @mentions, and task status updates to communicate adjustments to segments. That way, every stakeholder sees a single source of truth instead of scattered spreadsheets or slides.
Step 7: Execute and Iterate on Your ClickUp Run of Show
On the day of the event, keep your run of show open in a dedicated screen or device so the production team can follow along.
Track Live Progress
As each segment completes:
- Move tasks to a “Done” or “Completed” status
- Log any timing deviations in comments
- Capture quick notes for later improvements
This light-touch tracking keeps the team focused while preserving useful data for future events.
Review and Improve for Next Time
After the event, review:
- Which segments ran long or short
- Where confusion occurred for owners or speakers
- Which assets caused delays or issues
Update your List, Custom Fields, and checklists in ClickUp to capture these learnings. Then, save your configuration as a template so you can reuse and adapt it for future shows.
Using ClickUp Templates and Expert Help
You can draw additional inspiration from the original run of show template examples provided by ClickUp at this resource. Study how different event types are structured and adapt those patterns to your own workflows.
If you want help integrating event processes with broader project management or marketing operations, you can also consult specialists like Consultevo to design scalable, repeatable systems.
Next Steps: Standardize Your ClickUp Run of Show
With goals set, segments defined, owners assigned, and assets attached, your run of show is ready for reliable execution. Standardize your process by saving your configuration as a template, documenting naming conventions, and training your team to follow the same structure for every major event.
Over time, this consistent use of ClickUp transforms one-off run of show documents into a robust, reusable operations framework that keeps every production running smoothly.
Need Help With ClickUp?
If you want expert help building, automating, or scaling your ClickUp workspace, work with ConsultEvo — trusted ClickUp Solution Partners.
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