--- title: "Run of show template for B2B conferences" description: "A free run of show template for exhibitors and sponsors: setup, booth and meeting blocks, the customer dinner, and the 48-hour follow-up, hour by hour." canonical: https://www.luminik.io/resources/run-of-show-template/ source: html generated_at: 2026-11-11T06:37:00.690Z --- 1. [Home](/) 2. [Resources](/resources/) 3. Run of show template for B2B conferences Free template # Run of show template for exhibitors and sponsors An hour-by-hour plan for a sponsored conference: setup, meeting blocks, booth coverage, the customer dinner and the follow-up, each with an owner. [Get the spreadsheet](#get-the-file) [Read it on this page](#template) A run of show is the minute-by-minute schedule for an event. Organizers write one for the stage. This one is for the team that sponsors or exhibits: it puts every booth shift, pre-booked meeting, session, dinner and follow-up task on one sheet, each with a named owner and a line saying when it counts as done. It starts the day before the event, when the booth is built and the team is briefed, and it ends 5 days after, at the debrief. The rows after the event give every conversation a follow-up and an owner. How to use it ## How to build your run of show 01 ### Copy the days One block per event day, plus the setup day and the 5 days after. Delete the rows your event does not have. 02 ### Name an owner per row Put one person's name on every row, so each task has someone who answers for it. 03 ### Say when each row is done Write what has to be true for the row to count as done, such as every capture having an owner by 6 pm. 04 ### Share it before travel Send the sheet and the contacts tab to everyone on site 3 days before setup. Free spreadsheet ## Get it as a spreadsheet The same template as an Excel file that opens in Google Sheets, Excel or Numbers. Work email, one email back, and you are not added to any list. Work emailFirst name (optional)Email me the spreadsheet One email with the download link. You are not added to a mailing list. Read the [privacy policy](/privacy/). The template ## The run of show, hour by hour ### Run of show Times are an example for a 2-day conference. Replace them with your agenda. | Time | Block | What happens | Owner | Where | Done when | | --------------- | ------------------- | -------------------------------------------------------------------------------------------- | ------------- | -------------- | --------------------------------------------------------------------- | | Setup day | | | | | | | 2:00 pm | Booth build check | Stand built, power and internet tested, demo stations running, collateral unpacked | Event lead | Booth | The demo runs offline on every device | | 4:00 pm | Lead capture setup | Capture app installed and signed in on every phone, a test capture sent to the CRM | Ops | Booth | The test record shows on the event campaign | | 5:00 pm | Team briefing | Target accounts by tier, the meeting schedule, booth roles, capture rules, dinner guest list | Event lead | Hotel or booth | Each rep can name the accounts they own | | Day 1 | | | | | | | 7:30 am | Stand-up | Today's meetings, walk-up targets, who covers the booth during sessions | Event lead | Booth | Booth schedule confirmed for the day | | 8:30 am | Booth opens | Booth coverage schedule starts, with at least one AE on the stand at all times | Booth captain | Booth | Schedule followed, gaps flagged in the team channel | | 9:00 am | Pre-booked meetings | Meetings from the schedule, each with a briefing line on the account | AEs | Meeting room | Notes, owner and next step captured within 10 minutes of each meeting | | 12:30 pm | Lunch breaks | Staggered breaks so the booth is never empty | Booth captain | Booth | No uncovered slot | | 2:00 pm | Session or panel | Speaker slot or sponsored session, with a follow-up offer at the end | Speaker | Session room | Attendee questions logged against their records | | 5:30 pm | Daily debrief | Review the day's captures, route hot conversations to their owner the same day | Event lead | Booth | Every capture has an owner and a next step | | 7:30 pm | Customer dinner | Hosted dinner for tier 1 accounts and open opportunities | Host AE | Restaurant | Attendance and conversations logged that night | | Day 2 | | | | | | | 7:30 am | Stand-up | Yesterday's hot conversations, today's meetings, accounts still not met | Event lead | Booth | Unmet tier 1 accounts assigned to a rep | | 9:00 am | Pre-booked meetings | Second day of scheduled meetings | AEs | Meeting room | Notes, owner and next step captured within 10 minutes | | 3:00 pm | Last-day push | Reps work the unmet tier 1 list in sessions and at partner booths | AEs | Venue | Each unmet account has a contact attempt logged | | 5:00 pm | Pack up | Stand packed, shipping labels on, rented devices returned | Ops | Booth | Return receipt from exhibitor services | | After the event | | | | | | | Day +1 | Personal follow-up | A written follow-up to every meeting and hot conversation, referencing what was said | AEs | Email | Sent by the end of the first day back | | Day +2 | Triage | Remaining captures sorted by fit and intent, owners assigned, sequences live | SDR lead | CRM | No capture without an owner | | Day +5 | Debrief | Results against target, what worked, the decision on next year | Event lead | Call | Debrief sheet filled in and shared | ### Contacts Fill in before travel. The organizer contacts are in the exhibitor manual. | Role | Name | Phone | Responsible for | | ------------------------------ | ---------- | ---------- | ----------------------------------------------------------------------- | | Event lead | \_\_\_\_\_ | \_\_\_\_\_ | The run of show, the daily stand-up and debrief, every decision on site | | Booth captain | \_\_\_\_\_ | \_\_\_\_\_ | The coverage schedule, booth standards, lunch breaks | | Meeting owner | \_\_\_\_\_ | \_\_\_\_\_ | The meeting schedule, the meeting room booking, last-minute changes | | Ops and shipping | \_\_\_\_\_ | \_\_\_\_\_ | Freight, exhibitor services orders, lead capture devices | | Dinner host | \_\_\_\_\_ | \_\_\_\_\_ | The guest list, the restaurant booking, seating | | Exhibitor services (organizer) | \_\_\_\_\_ | \_\_\_\_\_ | Power, internet, furniture, badge scanners | | Venue AV | \_\_\_\_\_ | \_\_\_\_\_ | Screens and sound for any session or booth demo | Get more from it ## Make sure the follow-up rows get done ### Put follow-up on the sheet The 3 rows after the event sit on the same sheet as the booth shifts, so they get an owner before anyone travels. ### Write captures into the plan A meeting row is done when notes, an owner and a next step are captured, so the debrief works from records. ### Keep one copy Share the sheet as a link and change times there. A forwarded attachment goes out of date with the first change. With Luminik, your meetings and booth conversations reach Salesforce or HubSpot with an owner and a next step, so you fill this sheet from CRM records. [See how it works](/product/). ## Questions about running the show What is a run of show? A run of show is the time-by-time schedule for an event, listing what happens, when, where and who owns it. Organizers use it for the stage. Exhibitors and sponsors use it for booth shifts, meetings, sessions, dinners and follow-up. What should a run of show for an exhibitor include? Setup and lead capture testing, a daily stand-up and debrief, the booth coverage schedule, pre-booked meeting blocks, any speaking slot, side events and dinners, packing up, and the follow-up and triage tasks for the days after the event. Each row needs an owner and a line saying when it counts as done. How far ahead should I build the run of show? Draft it 3 to 4 weeks out, when meetings start booking, and share the final version 3 days before setup. The meeting rows fill in as outreach replies arrive. Keep going ## What to use before and after this one [ Event planning checklist for exhibitors A week-by-week plan for sponsoring or exhibiting at a B2B event, built around who you need to meet and when your outreach goes live.](/resources/event-planning-checklist/) [ Event debrief template One workbook for the meeting 5 days after the event: results against target, every target account and its next step, and the decision on next year.](/resources/event-debrief-template/) [ The Event ROI Business Case Turn the budget and the results into break-even and the one slide a CFO reads.](/resources/event-roi-business-case/) [ Event ROI calculator Model expected closed-won revenue from your conversion rates.](/tools/event-roi-calculator/) ## See your next event's attendee list, meetings and CRM records Bring the event you are planning. In 20 minutes we show who is attending, which accounts match your ICP, and how meetings reach Salesforce or HubSpot. [Book a 20-min walkthrough](/demo/) ![Prasad Subrahmanya](/founders/prasad-192.webp) > I take every walkthrough myself. Bring the next event on your calendar. Prasad Subrahmanya, founder