If you’re planning a fundraising event, you’ve likely spent months organizing vendors, auction items, guest lists, and promotions. But on event day, one document can make or break your success: the run-of-show.
Let’s break down why you need a run-of-show, what should be included in it, who to share it with, and how it aligns with charity event planning best practices to help you organize a charity event successfully.
What Is a Run-of-Show?
A run-of-show is a detailed, minute-by-minute timeline of everything that happens during your event—from setup to teardown. It ensures everyone involved knows where to be, when, and what they’re responsible for.
It’s more than a basic schedule—it’s the operational playbook for your event.
Why You Need a Run-of-Show for Your Charity Event
Even the best-laid plans can unravel without clear communication and coordination. A run-of-show:
Reduces confusion among staff and volunteers
- Keeps the event on schedule (even when unexpected things happen)
- Ensures key moments happen smoothly (like the Fund-A-Need or live auction)
- Improves the guest experience
- Supports your fundraising goals
To create a successful charity event, your team needs clarity. A run-of-show does exactly that.
What to Include in a Run-of-Show
Here’s what your run-of-show should contain to follow charity event planning best practices:
1. Timestamped Agenda
List every activity and cue with exact timing. Be realistic and build in buffer time.
Basic Example:
3:00 PM – Committee and Staff arrival
4:00 PM – Silent Auction setup complete
4:30 PM – Volunteers Check-In for assignments
5:00 PM – Guest check-in opens
6:30 PM – Welcome remarks & dinner service
7:15 PM – Live auction begins
8:00 PM – Silent Auction Closes
8:30 PM – Fund-A-Need appeal
9:00 PM – Closing remarks
2. Assigned Roles & Responsibilities
Clearly state who is responsible for each task. Use names and roles, not just departments.
Example:
Check-in: Jessica (Volunteer Lead)
Emcee script cue: Mike (AV Tech)
Fund-A-Need paddle raise: Lauren (Development Director)
3. Script Prompts
Include talking points or exact language for emcees, speakers, and fundraisers as cues for certain actions. This is NOT the document that hold your entire script.
Example:
“Tonight, your donation supports scholarships for 100 students, like James…” (cue James Testimonial video)
4. Audio-Visual Cues
Include slide transitions, mic hand-offs, lighting changes, and video playback times.
Example:
6:32 PM – Play welcome video
7:15 PM – One Handheld Mic for Auctioneer
8:28 PM – Spotlight on stage for Fund-A-Need
5. Contact List
Add a phone list with everyone involved—vendors, AV, staff, caterers, venue manager, etc. Greater Giving event software can help you keep track of all your contacts and quickly export the list to share.
Who Should You Share the Run-of-Show With?
Your run-of-show should be shared with:
- Internal staff (development, marketing, event lead)
- Volunteers (especially check-in and auction support)
- Vendors (AV, catering, entertainment)
- Board members (if they’re speaking or hosting)
- Emcee or auctioneer
- Venue coordinator
Distribute it 2–3 days before the event and walk through it as a team. Consider a printed version and a digital copy accessible via Google Drive or email.
Pro Tips for a Flawless Run-of-Show
- Use a spreadsheet or table format for easy scanning
- Color-code by role (AV, MC, staff, etc.)
- Include a Plan B for weather or technical issues
- Walk through it in a dress rehearsal the day before
Final Thoughts: How a Run-of-Show Helps You Organize a Charity Event Successfully
A solid run-of-show is one of the most overlooked—but most powerful—tools in event planning. When you’re aiming to create a successful charity event, this document brings structure, reduces stress, and keeps everyone aligned on the night that matters most.
Need help planning your event from start to finish?
Download our complete checklist to help plan your next fundraising event.
Greater Giving offers tools that make event execution seamless—mobile bidding, check-in, donor tracking, and live reporting. Request a demo today and plan with confidence.
