As a corporate event producer or planner, you know that creating a flawless live event is no small feat. From logistics to timing, there are so many moving parts that need to come together perfectly. But what truly ties everything together is something many event professionals overlook: the show flow.
In simple terms, a show flow is the detailed timeline that outlines every aspect of your event, from start to finish. It’s your road map, your blueprint for success. Whether it’s a corporate conference, a gala, a product launch, or a live performance, a rock solid show flow ensures that everyone on your team is aligned and knows what to do—and when to do it.
Why The Show Flow is Your Best Friend
As you’re planning a live event, your show flow should be treated like your best friend. It’s always by your side, guiding you through the event with clarity and precision. Just like any good friendship, you need to nurture this relationship. A well-constructed show flow can take a lot of pressure off your shoulders. Your trusted companion that lets you anticipate issues before they arise and ensures that everything runs according to plan.
A show flow is much more than just a list of times and activities. It’s a carefully crafted document that holds the power to:
- Keep your team on track: Every member of the production team, from lighting to sound to staging, will know exactly what’s happening and when. No one will be left guessing or scrambling last minute.
- Ensure smooth transitions: The transition between different segments of your event can make or break the flow of the experience. A well-planned show flow will allow you to orchestrate these transitions seamlessly, keeping the energy high and the audience engaged.
- Minimize stress: When everyone knows their role and responsibilities, the pressure on you as the producer is significantly reduced. A clear plan lets you focus on the bigger picture and respond to any unforeseen challenges calmly and effectively.
How to Create a Show Flow That Works
Creating a show flow that works for your event requires attention to detail and an understanding of all the moving parts involved. Here’s a simple step-by-step approach to help you get started:
- Outline the Event’s Key Segments: Start by identifying the key components of your event. This could include the opening remarks, presentations, performances, breaks, meals, and any other important activities. Break each element down into smaller tasks.
- Establish Timing for Each Activity: For each segment, determine how long it will last. Be realistic about timing, allowing for things like transitions, setup, and potential delays. It’s better to overestimate time than to run behind.
- Include Details for Every Element: Beyond the basic timing, include technical details for each segment. For example, if there’s a speaker, include the time needed for mic checks, any visual aids they’ll need, or cues for lighting and audio.
- Coordinate with Your Team: This is where collaboration comes in. Ensure that everyone—from the AV team to the stage managers—has a copy of the show flow and understands it fully. Make sure each person knows their responsibilities, and encourage open communication to address any questions or concerns.
- Build in Flexibility: No event goes exactly as planned. Build in buffer time for unexpected delays, and make sure the show flow is flexible enough to adapt to last-minute changes.
- Keep It Accessible: Make sure your show flow is easy to access at all times. Whether it’s printed out, stored on a shared drive, or kept in a project management tool, ensure it’s always within reach during the event.
Not comfortable coming up with a show flow yourself? No problem. Our team are experts in managing the details and can help you and your team come up with a detailed minute by minute plan for your conference.
The Role of a Show Caller
When it comes to the show flow, there’s one individual who holds the reins behind the scenes: the show caller. This role is absolutely essential in ensuring that the event runs smoothly, transitions are seamless, and all elements come together on time.
If you’re an event producer or planner, understanding the show caller’s role—and how they leverage a well-crafted show flow—is critical to creating a flawless live event. We will explore the vital duties of a show caller and how they use the show flow to coordinate, manage, and call the shots during a live production.
What Does a Show Caller Do?
A show caller is essentially the event’s traffic controller, orchestrating the entire show in real-time. They are responsible for communicating with the production team (including lighting, sound, video, stage management, and more) and making sure each part of the event unfolds according to plan. The show caller keeps everything moving on time, ensuring the event stays on track, adapts to any unexpected changes, and that no crucial detail is overlooked.
Here are some key responsibilities of a show caller:
- Timing & Transitions: The show caller ensures that each segment of the event starts and ends at the right time. They also manage transitions between activities—such as moving from a keynote speaker to a performance, or from a Q&A session to a break—so that the audience experiences smooth, uninterrupted flow.
- Cueing the Team: During the event, the show caller communicates with all departments (AV, lighting, stage crew, etc.) to cue them when it’s time for specific actions. This could be a lighting change, the beginning of a presentation, or the adjustment of microphones. They use their show flow to deliver these cues with precision and accuracy.
- Problem Solving & Adaptability: If something unexpected happens—whether it’s a technical glitch, a delay in the schedule, or an issue with a speaker—the show caller uses the show flow to adjust quickly and keep the show moving forward without the audience noticing.
- Monitoring the Big Picture: The show caller is constantly watching the event’s progress, ensuring that the pace and overall tone of the show align with the event’s goals and audience expectations. They’re responsible for keeping an eye on everything, from timing to technical details, and making adjustments as needed.
Stress-Free Production Starts with Stratum and a Solid Show Flow
At the end of the day, a flawless event comes down to preparation—and a good show flow is the key to that preparation. When you invest time into creating a detailed, clear plan, you set your team up for success and create an environment that’s less stressful for everyone involved, including yourself.If you’re feeling unsure about your event’s show flow or you’d like help building a custom timeline that perfectly aligns with your vision, don’t hesitate to reach out to Stratum. We specialize in helping event producers and planners like you create seamless, memorable live events. We’d love the opportunity to work with you on your next project.
