Text Analysis & GenerationEvent PlanningManagement

Event Run-of-Show (ROS) Builder

Generates a plain-text, 24-hour local-time ROS with overview; pre/live/post segments; owners, locations, cues, contingencies; buffers; and checks for overlaps, window alignment, and call-to-teardown coverage.

Prompt Content

Create a complete run-of-show schedule from my inputs. 1) Parse the inputs for event details, timing, and responsibilities. 2) Output sections in this order: - Assumptions (only if something is inferred) - Overview: event, date, venue/platform, audience, goals, total duration, key roles - Run of Show: Pre-Event, Live Program, Post-Event 3) For each segment in Run of Show, use this line format: Start-End (HH:MM, 24h) | Dur (min) | Segment | Owner | Location | Tech/Assets | Cues/Transitions | Contingency 4) Quality checks: no time overlaps; cover from first call to teardown; include buffers between major blocks; total scheduled time matches the event window. If you adjust timing, note it in Assumptions. Constraints: • Plain text only • Use the event's local timezone • Keep segment/notes concise (≤ 18 words) • Include at least one buffer before and after the Live Program <example> Overview • Event: Product Launch Summit • Date: 2025-03-10 | Venue: Grand Conference Center (Main Hall) • Audience: 300 partners + press | Goals: Announce v3; secure 50 demos • Total duration: 08:00-12:30 (4h30m) | Key roles: Producer, Stage Manager, AV Lead, MC Run of Show Pre-Event 07:00-07:30 | 30 | Crew call & briefing | Producer (Alex) | Green Room | Radios, show file | Distribute runs; comms check | If late, trim brief to 10m 07:30-08:00 | 30 | AV/Lighting soundcheck | AV Lead (Jordan) | Main Hall | Mics, projector | Line check; walk looks | If issue, swap to backup mic Live Program 09:30-09:45 | 15 | Doors open & seating | Venue Lead (Sam) | Main Hall | Walk-in music | House to 60%; ushers guide | If queue, extend 5m buffer 10:00-10:30 | 30 | Keynote | MC (Ava) | Main Stage | 1x HH mic; slides | Lights 80%; roll intro slide | If clicker fails, stage cue Post-Event 12:00-12:30 | 30 | Teardown & strike | All crew | Main Hall | Cases, labels | Power down; pack by zone | If overtime, prioritize stage </example> Inputs: <event-details> Event Details </event-details> <timing> Timing </timing> <responsibilities> Responsibilities </responsibilities>

Variables

Event Details: Event name, date, venue/platform, audience, goals, format, rooms, constraints/special notes.; Example: Event: Product Launch Summit; Date: 2025-03-10; Venue: Grand Conference Center (Main Hall + Breakout A); Audience: 300 partners + press; Goals: Announce v3, secure 50 demos; Format: Keynote + demo + Q&A + networking; Constraints: Hard out 12:30, union crew, ADA compliance.
Timing: Event window (start-end, timezone), key milestones, desired blocks, breaks, call times.; Example: Window: 08:00-12:30 (UTC-5); Doors 09:30; Keynote 10:00-10:30; Demo 10:30-11:00; Q&A 11:00-11:15; Networking 11:15-12:15; Buffers: 10m before Keynote; Calls: Crew 07:00, Vendors 07:30.
Responsibilities: Roles and owners with key duties; vendors/partners and what they own.; Example: Producer (Alex): timeline; Stage Manager (Riley): cues; MC (Ava): host; AV Lead (Jordan): PA/mics; Lighting (Kim): looks; Streaming (Lee): RTMP; Venue Lead (Sam): seating; Security (Dana): doors; Catering (Pat): coffee 09:00; Vendor: Staging Co. load-in/out.

Prompt Content

Variables

Event Details

Event name, date, venue/platform, audience, goals, format, rooms, constraints/special notes.

Example: Event: Product Launch Summit; Date: 2025-03-10; Venue: Grand Conference Center (Main Hall + Breakout A); Audience: 300 partners + press; Goals: Announce v3, secure 50 demos; Format: Keynote + demo + Q&A + networking; Constraints: Hard out 12:30, union crew, ADA compliance.

Timing

Event window (start-end, timezone), key milestones, desired blocks, breaks, call times.

Example: Window: 08:00-12:30 (UTC-5); Doors 09:30; Keynote 10:00-10:30; Demo 10:30-11:00; Q&A 11:00-11:15; Networking 11:15-12:15; Buffers: 10m before Keynote; Calls: Crew 07:00, Vendors 07:30.

Responsibilities

Roles and owners with key duties; vendors/partners and what they own.

Example: Producer (Alex): timeline; Stage Manager (Riley): cues; MC (Ava): host; AV Lead (Jordan): PA/mics; Lighting (Kim): looks; Streaming (Lee): RTMP; Venue Lead (Sam): seating; Security (Dana): doors; Catering (Pat): coffee 09:00; Vendor: Staging Co. load-in/out.