Run of Show Template

The Run of Show Template is a practical planning resource for organizing the sequence and timing of a live conference call. It helps teams map how the event will unfold from pre-call setup through conclusion and post-call follow-up, so everyone involved has a clearer picture of the live flow before the call begins.

This page is part of BroadData’s Conference Call Resources hub, which includes practical templates, checklists, and planning tools for higher-visibility conference calls.

For broader background on pre-event coordination, organizations can also review BroadData’s Planning & Preparation page.

What a Run of Show Template Means

A run of show template is not the same thing as a full script. Instead, it is a structured outline of the event sequence, usually showing the order of pre-call activities, speaker flow, operator actions, timing checkpoints, transitions, and key moments in the live call.

This makes it useful for teams that want a more organized event format, especially when the conference call includes multiple speakers, formal handoffs, moderated Q&A, special access handling, post-call deliverables, or optional webcast integration.

Why a Run of Show Matters

Without a clear event sequence, important conference calls can feel less controlled. Speakers may be unsure when they are expected to begin, transitions may feel awkward, and the pacing of the event may become uneven. A run of show helps reduce that uncertainty by giving the team a shared operational roadmap.

That kind of structure is one reason many organizations use a more deliberate format through Operator Assisted Conferencing Services.

What a Run of Show Typically Covers

A run of show may include pre-call setup, presenter and participant dial-in structure, host and speaker green room timing, Lead Operator kickoff support, optional Safe Harbor placement, prepared remarks, Q&A transitions, conclusion timing, and post-call deliverables.

Related glossary context can be found in BroadData’s Operator Assisted Conferencing Glossary, including Operator Assisted Conference Call, Q&A Queue Management, and Operator Assisted Call Dry Run.

How This Differs From a Script

A run of show outlines what happens and when. A script, by contrast, provides the actual wording spoken during certain portions of the event. Both can be useful, but they serve different purposes. The run of show supports sequence and timing, while the script supports delivery and consistency of spoken language.

For a related scripting tool, see the Lead Operator Script Template.

Useful Across Many Types of Conference Calls

Although run of show planning is common on earnings calls, it is equally useful for analyst briefings, investor day events, lender discussions, internal town halls, training events, and other Operator Assisted conference calls where a more structured live format is important.

For additional context around higher-visibility financial event types, see BroadData’s IR & Finance Conference Calls section.

How This Resource Fits Into Broader Event Preparation

A run of show works best when used alongside other planning tools. Teams may also want a preparation checklist, a Lead Operator script, a dry run guide, and a Q&A handling plan. Together, those tools support a more complete preparation process before the live event begins.

Related resources include the Operator Assisted Call Preparation Checklist, Q&A Management Checklist, and Operator Assisted Call Dry Run Guide.

Run of Show Template Example

Pre-Call Setup

• Confirm call booking, setup details, and event confirmation.
• Confirm presenter dial-in numbers and participant dial-in numbers, including toll-free and toll access where applicable.
• Confirm any permanent dial-in numbers or special access instructions associated with the event.
• Confirm speaker arrival timing and host/speaker green room readiness before the live start.

Live Event Sequence

• Participant dial-ins answered by live operators.
• Participant names and company names collected on participant dial-ins, where applicable.
• Host and speakers joined in the pre-conference green room.
• Lead Operator kickoff remarks delivered.
• Optional Safe Harbor language delivered, if applicable.
• Host introduction and prepared remarks begin.
• Q&A instructions delivered by the Lead Operator.
• Lead Operator managed Q&A conducted.
• Conference returned to host for closing remarks.
• Lead Operator conclusion delivered.

Live Event Support Tools

• Confirm whether LCM Host View will be used during the event.
• Confirm whether the host team wants real-time online visibility into the participant list and Q&A queue during the live call.
• Confirm any special operator notes related to participant handling or event flow.

Post-Call Deliverables

• Confirm whether a post-conference participant list will be provided.
• Confirm whether a recorded conference digital file (MP3) will be delivered.
• Confirm whether a replay line will be activated.
• Confirm whether transcription is part of the event package.

Managed Webcast Integration (If Applicable)

• Confirm whether the Operator Assisted audio call is being integrated into a managed webcast.
• Confirm webcast registration setup, including invitations and reminder emails, if applicable.
• Confirm the attendee webcast link for registration, live-event access, and replay access, if webcast support is included.
• Confirm the separate presenter webcast link, if presenters are joining through the webcast environment.
• Confirm whether slides and webcam video will be presenter-controlled during the webcast.
• Confirm dashboard visibility requirements for live participants and replay participants.
• Confirm hosted webcast replay expectations and archive duration, if applicable.

Important Note About Webcast Timing

Some Operator Assisted conference calls include an integrated managed webcast, while others do not. When webcast support is part of the event, the run of show should include webcast-related timing, links, presenter coordination, and replay considerations. If there is no webcast, those portions of the run of show would not apply.

Related Operator Assisted Resources

Organizations evaluating Operator Assisted conference call providers or planning higher-visibility calls may also find these additional resources helpful:

• Buyer Guides for vendor evaluation and decision support
• Comparison Guides for side-by-side explanations of service models and provider differences
• Service Guides for broader educational context on planning and execution
• Industry Solutions for Operator Assisted use cases in public companies, private equity, biotech, and financial services
• Solutions Pages for broader organization-type and team-function use cases such as enterprise, healthcare, small business, non profit, marketing, sales, and training
• Operator Assisted Conferencing Glossary for plain-language definitions of key terms

Frequently Asked Questions

What is a run of show template?

A run of show template is a planning tool used to organize the sequence, timing, speaker flow, operator actions, and key transitions of a live conference call.

Why is a run of show useful for Operator Assisted conference calls?

A run of show helps the host team and conference call support team align on pre-call setup, live event flow, speaker order, Q&A structure, operator support, and important handoffs before the event begins.

What should be included in a run of show?

Common run of show items include pre-call setup, dial-in structure, speaker sequence, operator script moments, host green room timing, Q&A transitions, post-call deliverables, and webcast timing if webcast support is part of the event.

Is webcast timing always part of the run of show?

No. Webcast steps should be included only when the event includes an integrated managed webcast. If there is no webcast, those portions of the run of show would not apply.

How is a run of show different from a script?

A run of show outlines the event sequence and timing, while a script provides the actual spoken language used during certain parts of the call.

Need Help Structuring the Flow of an Important Conference Call?

BroadData supports organizations that need clear event sequencing, live operator assistance, moderated Q&A coordination, and dependable execution for high-visibility conference calls.

If your team is preparing for an Operator Assisted conference call and wants a more controlled, professionally managed format, Contact Us to discuss your requirements.