Use a webinar run of show to coordinate the people delivering the event: it lays out what happens, when it happens, who owns each step, and what cues or backup actions the team needs. Copy the template below, fill it in for your session, then rehearse the handoffs. Keep the attendee-facing agenda shorter; the run of show is the production team’s working document.
What is a webinar run of show?
A run of show is a timed production schedule for the webinar team. Unlike the agenda shared with attendees, it includes operational details such as speaker handoffs, moderator cues, platform actions, required assets, and contingencies. Vimeo Staff describes it as a “minute-by-minute blueprint”; that is useful shorthand, not a formal industry standard. Vimeo’s webinar run-of-show guide discusses the format and rehearsal process.
Build the document around the event’s actual format and fixed start and end times. A single-presenter talk, a panel, and a webinar with a live software demonstration will need different cues and owners.
Free webinar run-of-show template
Copy this table into a spreadsheet or document. Add or remove rows to fit the session. Enter a clock time as well as a duration so the team can see both the sequence and the hard stop.
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| Start time | Duration | Segment | Owner | Cue or action | Technical needs or assets | Fallback or handoff |
|---|---|---|---|---|---|---|
| [time and time zone] | [minutes] | Room open / holding period | [producer or moderator] | [Admit attendees; display holding slide; start welcome music if used] | [Platform room, holding slide, audio] | [If host access fails: alternate host joins and contacts producer] |
| [time] | [minutes] | Welcome and housekeeping | [moderator] | [Welcome attendees; explain how to submit questions and any participation instructions] | [Opening slide; Q&A or chat settings] | [If chat is unavailable: give an alternate way to submit questions] |
| [time] | [minutes] | Introductions and session purpose | [moderator / speaker] | [Introduce speaker; state the session objective] | [Speaker slide or bio, if used] | [If a speaker is delayed: moderator gives the agreed transition or short update] |
| [time] | [minutes] | Main presentation | [speaker] | [Advance slides at the agreed cue; flag time remaining to speaker] | [Slide deck; screen-share permissions] | [If screen sharing fails: speaker uses the agreed alternate deck or verbal explanation] |
| [time] | [minutes] | Demonstration or activity | [speaker; producer supports] | [Switch to demo; explain what attendees should watch or do] | [Demo environment, links, permissions] | [If the live demo fails: play a prepared recording or move to the next segment] |
| [time] | [minutes] | Questions and answers | [moderator; speaker answers] | [Select questions; signal when the segment is nearing its end] | [Q&A queue or chat] | [If questions exceed time: prioritize, then share the agreed follow-up route] |
| [time] | [minutes] | Closing | [moderator or host] | [Give final information; thank attendees; end the session] | [Closing slide, relevant links] | [If the session is running late: use the agreed shortened close] |
Replace bracketed text with your event details, and remove fallback examples that do not apply. Add a column for backstage communication if the team uses a separate channel, and record where it is and who monitors it. Webinar.Company provides an editable webinar run-of-show template; its page also describes that vendor’s own production process, not a universal requirement.
How to build the schedule for your event
- Set the fixed boundaries. Write the date, start and end times, and time zone at the top. Confirm the event’s hard stop and how the moderator should handle overruns.
- Start with the attendee agenda. Use its major sections as a skeleton, then add backstage actions that attendees do not need to see: opening the room, launching a poll, switching presenters, or changing screen share.
- Give each segment an owner. Name a person or role responsible for the cue and the transition. If one person handles both, make that explicit; if a producer supports a presenter, record the handoff.
- Make cues executable. Write the action and its trigger, such as “moderator introduces the speaker after the holding slide” or “producer launches the demo when the presenter says ‘switching screens.’” Note the slide, link, or platform control involved.
- Add contingencies for consequential failures. Choose a practical fallback for disruptions that could stall the session, such as a demo recording, alternate host, or shortened closing. Assign who decides to use it.
- Check the total. Add the durations and compare them with the event’s start and end. Include transitions and audience questions in the schedule rather than assuming they take no time.
The U.S. Forest Service’s Webinar Run-Through Checklist advises teams to confirm the date and time zone, review program flow and timing, agree how the moderator will manage overruns, and check technical setup.
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Illustrative 60-minute run of show
This is one possible allocation, not a recommended or universal format. Adjust it for the audience, session objective, and the event’s hard stop.
| Elapsed time | Duration | Segment | Example cue or owner |
|---|---|---|---|
| 0:00 | 5 minutes | Waiting room and holding slide | Producer opens the room and displays the holding slide. |
| 0:05 | 3 minutes | Welcome and agenda | Moderator welcomes attendees and explains the plan. |
| 0:08 | 2 minutes | Introductions | Moderator introduces the presenter. |
| 0:10 | 25 minutes | Main presentation | Presenter delivers the core material. |
| 0:35 | 10 minutes | Live demonstration | Presenter shares the demo; producer has a recording ready if the live version fails. |
| 0:45 | 10 minutes | Q&A | Moderator selects questions and signals the time boundary. |
| 0:55 | 5 minutes | Closing | Host gives the final message and ends the session at 1:00. |
The sequence is adapted from PilotCue’s 60-minute webinar run-of-show example. Its timings illustrate one format; they do not establish how long any particular webinar or Q&A should be.
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What to check before the webinar
- Schedule: Verify the date, start time, time zone, end time, and planned durations. Review the overrun decision with the moderator.
- People and handoffs: Confirm that each owner can attend, knows their cue, and knows whom to contact if a transition is missed.
- Platform and equipment: Check host and presenter access, audio and video, screen sharing, and any relevant audience features. Test the assets and links named in the schedule.
- Rehearsal: Walk through the opening, speaker transitions, technical actions, and close. Practice the fallback for any demo or platform action whose failure would interrupt the session.
The Forest Service checklist is a practical rehearsal aid; it is not a platform-specific setup guide. For a broader sample workflow covering scope, roles, platform checks, rehearsal, delivery, and follow-up, see MangoApps’ webinar production SOP. Use the parts that fit your event rather than treating every webinar as a large production.
How to choose a useful run-of-show format
A spreadsheet is convenient when multiple people need to update owners and timings. A shared document can work for a small team if the schedule remains easy to scan during the live session. Whichever format you use, check that it makes the following clear:
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- Timing is visible, including the time zone and total duration.
- Every segment has a named owner and explicit handoff.
- Technical cues and required assets are recorded where the team can find them.
- Important failure cases have a fallback and a decision owner.
- The schedule can be changed to match the session’s format and hard stop.
For transferable fields such as timing, roles, cues, and contingencies, see Superglue.team’s run-of-show template for training sessions and workshops. Its workshop example is not a webinar standard. AONMeetings also explains what a webinar run of show is and what it can include.
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