A run-of-show document for hospitality staff at a congress should include a minute-by-minute timeline, role-specific task breakdowns, location and logistics details, key contact information, and escalation procedures. It gives every team member a single source of truth so the event runs smoothly from the first guest arrival to the final goodbye. The questions below unpack exactly what goes into each section and how to use the document effectively.
What sections does a run-of-show document typically contain?
A run-of-show document for a congress typically contains six core sections: the event overview, a detailed timeline, role assignments, location and floor plan references, contact lists, and contingency notes. Together, these sections give hospitality staff everything they need to perform their roles without having to ask questions on the day itself.
Here is what each section should cover:
- Event overview: The congress name, date, venue, expected guest numbers, dress code, and the overall tone or theme of the event.
- Timeline: A chronological schedule with specific times for setup, guest registration, sessions, breaks, catering moments, and breakdown.
- Role assignments: Who is responsible for what, including which staff member covers which zone or task.
- Location and floor plan: A clear map of the venue showing registration desks, breakout rooms, catering stations, and emergency exits.
- Contact list: Names and phone numbers for the event manager, venue coordinator, catering lead, and any other key people on the day.
- Contingency notes: Short instructions for common scenarios like a delayed speaker, a technical issue, or an unexpected influx of guests.
Keeping the document clean and consistent in layout helps staff scan it quickly under pressure. Use a clear font, bold the times, and avoid dense paragraphs.
How detailed should the timing be for hospitality staff?
For hospitality staff at a congress, timing in the run-of-show document should be broken down in increments of 15 minutes or less for high-activity periods, such as registration and breaks. During quieter stretches, 30-minute blocks are fine. The more transitions your team needs to manage, the tighter the timing should be.
Think about what your hosting staff actually needs to act on. A registration desk host needs to know exactly when doors open, when VIP guests are expected to arrive separately, and when the flow of guests is likely to peak. A catering host needs to know when coffee should be ready, when to start clearing, and when the next break begins. Vague entries like “morning session” are not useful in a working event runsheet.
A practical tip: add buffer time between major transitions. If a plenary session ends at 10:30, note that catering should be ready and staff should be in position by 10:25. This small detail prevents the scramble that happens when timing is listed as a single moment rather than a window to prepare for.
What role-specific information should each staff member receive?
Each congress hosting staff member should receive a version of the run-of-show document that highlights their specific responsibilities, location, reporting time, and the name of their direct supervisor on the day. A full document is useful for context, but a role-specific summary prevents information overload and keeps each person focused on their tasks.
Role-specific information should include:
- Reporting time and location: Where to go when they arrive and who to check in with.
- Task list by time: A stripped-down version of the timeline showing only the moments that require their action.
- Zone or station: The specific area they are responsible for, with reference to the floor plan.
- Guest interaction guidelines: How to greet guests, handle badge scanning, manage queues, or direct people to sessions.
- Escalation path: Who to contact if something goes wrong and how to reach them quickly.
When staff understand not just what to do but why their role matters in the bigger picture, they perform with more confidence. A brief note in the document explaining how their station connects to the guest journey goes a long way.
When should the run-of-show document be shared with congress staff?
The run-of-show document should be shared with congress hospitality staff at least 48 hours before the event, with a final updated version sent no later than the evening before. Sharing it too early risks distributing an incomplete draft; sharing it too late leaves no time for staff to read, ask questions, or prepare.
A reliable distribution approach works in two stages. First, send a working draft a few days in advance so staff can familiarise themselves with the structure, their role, and the venue layout. Second, send the final confirmed version once all last-minute changes from the client or venue have been locked in. Flag what has changed between versions so staff do not have to re-read the entire document from scratch.
It also helps to walk through the document during a team briefing on the morning of the event. Even well-prepared staff benefit from a 15-minute verbal rundown that covers the key moments, any updates, and the opportunity to ask questions. A shared document plus a live briefing is a stronger combination than either one alone.
How Stella Agency helps you prepare for congress day
Putting together a solid run-of-show document takes time, knowledge of the venue, and a clear picture of how your hospitality team will operate on the floor. That is exactly where we come in.
- We work with you in advance to map out the event timeline and translate it into a practical, role-specific runsheet for each team member.
- Our congress hosting and hospitality services arrives briefed, prepared, and ready to act from the first minute.
- We coordinate the morning briefing on-site so your team is aligned before the doors open.
- We handle the logistics of role assignments, zone coverage, and escalation protocols so you can focus on your guests.
Whether you are organising a large-scale congress or a focused corporate event, we make sure your hospitality team has everything they need to deliver a seamless experience. Get in touch with us to talk through your event and find out how we can support you from planning to execution.
