Guide · uses the Head of Operations skill
How to create a conference run-of-show with Claude
The run-of-show is the show-day playbook: who is on point, what happens when, and which AV cue fires. The Venue & Logistics skill builds it minute by minute, pads the transitions, and adds the contingency notes your crew needs.
What you'll need
- Event date(s) and start/end times
- Every session and its duration, plus break times
- Special moments: awards, demos, VIP arrival
Step by step
- Load the Venue & Logistics skill. Paste the conference-venue-logistics SKILL.md into a Claude.ai Project, or install all eight skills for Claude Code. Install steps →
- Lock everything else first. The skill builds the run-of-show last, because it depends on everything else being locked — agenda, vendors and venue.
- Give Claude the schedule. Share event dates, start/end times, all sessions with durations, break times and special moments.
- Generate the run-of-show. You get a document with time, item, duration, owner/who's on point, AV cue and notes — including buffer time, contingency notes and emergency contacts.
- Get the crew version. Ask for the condensed version for the day-of operations team (the walkie-talkie crew).
- Prepare the ops team. Ask for a day-of contact sheet (name, role, phone, radio channel), a problem-resolution matrix for common issues (AV failure, catering delay, medical emergency, weather) and the pre-event ops briefing.
- Optional: share it. With Google Drive connected, the run-of-show is stored at 06-venue-logistics/run-of-show.md with edit access for the ops team. With Google Calendar connected, it creates a minute-level day-of calendar for the production team.
Example prompt
Build the run of show for our conference. Here are the session times, breaks and special moments (awards, demos, VIP arrival): …
Good to know
- The skill is conservative with timing: it pads transitions and doesn't assume anything runs on time.
From the skill's SKILL.md
The exact instructions the Head of Operations skill gives Claude for this workflow.
Run-of-Show Producer
Build the minute-by-minute show-day playbook.
What it covers
- Ask for: event date(s), start/end times, all sessions and their duration, break times, special moments (awards, demos, VIP arrival)
- Generate a run-of-show document with: time, item, duration, owner/who's on point, AV cue, notes
- Include buffer time, contingency notes, and emergency contacts
- Produce a condensed version for the day-of operations team (walkie-talkie crew)
- When Google Drive is connected, store the run-of-show as a shared document at
06-venue-logistics/run-of-show.mdwith edit access for the ops team - When Google Calendar is connected, create a day-of calendar with minute-level events for the production team
Day-of Operations Commander
Prepare the operations team for show day.
What it covers
- Generate a day-of contact sheet: name, role, phone number, radio channel for every key person
- Build a problem-resolution matrix: common issues (AV failure, catering delay, medical emergency, weather) with pre-assigned owners and backup plans
- Draft the pre-event ops team briefing covering: timeline, positions, break schedule, escalation path
- When Zoom is connected, schedule a pre-event ops meeting for remote team members
- When Gmail is connected, distribute the ops brief and contact sheet to all team leads
More guides
How to build a conference sponsorship prospectus with ClaudeRead the guide →How to write a conference Call for Speakers with ClaudeRead the guide →How to review and rank conference speaker submissions with ClaudeRead the guide →How to build a conference planning timeline with ClaudeRead the guide →
Try it with the Head of Operations skill
Free and MIT licensed. Paste it into Claude.ai in five minutes, or install all eight for Claude Code with one command.