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One tells you what’s happening. The other tells your crew how to make it happen.
True Story. All I Got Was an Agenda.
I was hired to show call an event with an Event Manager I hadn’t worked with before.
Right out of the gate, I offered to create the show flow and sent her a copy of my template so that she knew what I was referring to. She assured me she had it covered.
As we got closer to show day, I asked to see it several times, but the document never materialized.
And when I arrived onsite to tech the show?
She handed me an agenda.
Houston, we have a problem.
Meeting Planners and Event Managers juggle a tremendous number of responsibilities, and building a technical show flow may not be part of their expertise. That’s understandable. Looking back, perhaps we simply weren’t speaking the same language.
The missing show flow delayed our tech rehearsal while I worked to build the document the crew needed. Lesson learned. Next time, I’ll make sure we’re on the same page long before we get onsite.
So, What’s the Difference?
An agenda tells us the CEO is taking the stage at 9:00 AM.
A show flow tells us HOW the CEO gets there.
Is there walk-on music, a VOG introduction, or an opening video? How many people are presenting at once? Are there slides, videos, or a live demo? Where does the presenter enter and exit? What happens on the screens? Do we need furniture on set?
See the difference?
An agenda gives us the schedule. A show flow gives the production team the roadmap to execute it.
From Agenda to Show Flow
When I’m producing, the client’s agenda is my starting point. From there, I open my show flow template and begin filling in the details.
And that’s when the questions REALLY start!
The process reveals content that needs to be created, technical requirements, transitions that need attention, and decisions that haven’t been made yet.
We’re not just documenting the production. We’re designing it.
That’s why I like to start building the show flow early. It helps the entire team prepare instead of discovering unanswered questions during tech rehearsals.
Who Owns the Show Flow?
Typically, the Producer owns the show flow. They understand the creative vision, the content, and how the show should unfold.
But an experienced Show Caller can absolutely build it. Many actually prefer to because it helps them wrap their head around every cue and transition.
Here’s the catch.
That takes time. And time costs money.
Building a show flow can require several hours of pre-production, sometimes considerably more when pre-show read-throughs and paper techs are involved.
If the Show Caller is expected to create it, establish that responsibility upfront, include it in their scope, and compensate them accordingly.
And remember, even when the Show Caller builds the document, the Producer still needs to collaborate, review, and approve it.
Set Your Crew Up for Success
A show flow doesn’t have to be fancy, and there’s no single template that works for everyone. But someone needs to own it, build it, and make sure the production team has what they need before show day.
An agenda tells us what’s next. A show flow tells us how to get there.
Want to see what a show flow looks like? Take a look at this sample show flow template.
Finding the right people makes all the difference! Hire a vetted event professional ready to seamlessly support your team whenever and wherever they are needed.