Free Template
Family Reunion Run-of-Show Template
Your master document. The difference between a smooth event and a chaotic one.
A family reunion run-of-show is the internal coordinator's bible - different from the guest-facing schedule. It includes every setup task, vendor arrival time, coordinator assignment, and "what happens if" note. Every person running something at the event should have a copy. This template is structured minute-by-minute with owner columns, so nothing falls through the cracks and everyone knows exactly when to do exactly what without asking the organizer.
Run-of-Show Template
This is the coordinator-only version. Fields in [BRACKETS] are placeholders. Print one per coordinator, laminate if it might rain.
Run-of-Show vs. Guest Schedule: Know the Difference
| Run-of-Show (this template) | Guest-Facing Schedule | |
|---|---|---|
| Who sees it | Coordinators and volunteers only | All guests |
| Time detail | 5–15 minute increments | 30–60 minute blocks |
| Includes owners | Yes - every item has a name | No |
| Includes setup/breakdown | Yes | No |
| Includes contingencies | Yes - rain backup, etc. | No |
| Format | Working document, annotatable | Clean printable or screen-friendly |
How Reunly Manages Your Event Schedule
Reunly's schedule builder lets you build your full event timeline with time slots, activity descriptions, and coordinator assignments. Your committee can access it on any device - so when the run-of-show changes at 2 PM on event day, everyone sees the updated version without a flurry of texts.
- ✓Schedule builder with time slots and activity descriptions
- ✓Coordinator assignments attached to each schedule item
- ✓Shared access - all committee members see the live schedule
- ✓Mobile-friendly for on-site reference during the event
- ✓Schedule history saved for future reunions
🚀 With Reunly
Skip the template - let Reunly handle this automatically
Reunly manages your event schedule and coordinator assignments so you don't have to copy and paste from a template.
Frequently Asked Questions
What is a run-of-show document?
A run-of-show is a minute-by-minute master document that tells every coordinator and volunteer exactly what is happening at every moment of the event. It's different from the guest-facing schedule - it includes setup and breakdown, vendor arrival times, coordinator cues, and contingency notes that guests don't need to see.
Who should have the run-of-show?
Every committee member and volunteer lead should have a copy - printed and on their phone. The lead organizer should have the master version with all coordinator phone numbers. Vendors who need to hit specific cues (caterer, DJ) should get the relevant sections of the document.
How detailed should the run-of-show be?
More detail is almost always better. Include 5 to 15 minute time increments rather than broad blocks. Note the owner (person responsible) for each item. Include contingency notes for weather or timing shifts. A run-of-show that's 'too detailed' rarely causes problems - one that's too vague causes many.
When should I build the run-of-show?
Start drafting 3 to 4 weeks before the event and finalize it 1 week before. Walk through it with your committee at the final planning meeting to catch gaps, resolve timing conflicts, and make sure everyone knows their cues. Print final copies the day before the event.
Related Templates
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