Make Sure Your Event Team Embraces the Run of Show

[00:00:00] So Tess

[00:00:02] Yes Keith

[00:00:04] This is going to be a horrible analogy

[00:00:06] Okay

[00:00:07] So you know when you get an infection

[00:00:09] Yeah

[00:00:10] And all the white blood cells rush to that infection and then they try and kill it

[00:00:14] Yeah

[00:00:16] Yeah well that has nothing to do with what we're about to talk about

[00:00:19] You sure?

[00:00:20] Yeah I'm positive

[00:00:21] Because we're talking about the spine of your event

[00:00:23] Oh

[00:00:24] And the spine of your event

[00:00:26] Is

[00:00:27] The Run of Show

[00:00:28] You're listening to the Event Tech Pull Up

[00:00:30] The show that brings you the good, the bad and the ugly of event technology

[00:00:35] With your hosts Tess Vismale of iSocial X and Keith Johnston of i3 Events

[00:00:42] And you and I were actually just talking a minute ago

[00:00:45] And some people have

[00:00:46] There's a challenge with that

[00:00:49] So why don't we tell everyone

[00:00:51] What can be a challenge for planners that have never worked with a run of show?

[00:00:56] So many

[00:01:00] First of all Keith I need to say that

[00:01:02] It takes someone who's

[00:01:04] Who's worked with a run of show for so many years

[00:01:06] To take that hat off for a moment

[00:01:08] And do what I love to say to both

[00:01:10] Respect the pause and stop

[00:01:12] And realize that someone else who's just receiving this information

[00:01:17] Might feel like it's overwhelming to them

[00:01:19] Because we don't look at it as overwhelming

[00:01:21] We look at it

[00:01:22] It just says it right there

[00:01:23] Just do what it says

[00:01:26] But think about how nowadays

[00:01:30] Content has to be in short bites for people

[00:01:32] Because people's attention span is

[00:01:33] As we say are three seconds

[00:01:36] And I think when some people look at all that information together

[00:01:39] They're like

[00:01:39] Oh my gosh

[00:01:40] I have to do that

[00:01:41] I have to be responsible for all of that

[00:01:43] Oh no

[00:01:44] Yeah and I guess I never thought of that

[00:01:46] Right?

[00:01:47] I hadn't either

[00:01:47] When you look at a really good run of show

[00:01:49] Like if you printed it

[00:01:51] It might be 20 pages

[00:01:52] And it's only for

[00:01:54] A 60 minute session

[00:01:56] Yeah

[00:01:57] Right?

[00:01:58] But it's because it's so detailed

[00:01:59] You know

[00:02:00] Turn this light on

[00:02:01] You know

[00:02:02] Do this

[00:02:02] Do that

[00:02:03] That

[00:02:04] That somebody who just glanced at it

[00:02:06] At first glance

[00:02:07] Might go

[00:02:07] Holy shit

[00:02:08] What the hell?

[00:02:09] Right

[00:02:09] I had that same experience

[00:02:11] Actually last night

[00:02:13] With someone who has done some events

[00:02:16] Worked in concierge

[00:02:18] So he's done things in the hospitality industry

[00:02:20] Right?

[00:02:21] And it was a simple role as an event manager

[00:02:26] At a dinner

[00:02:27] Where

[00:02:29] All

[00:02:30] There was a host

[00:02:31] Which was me

[00:02:32] A

[00:02:34] Wine expert

[00:02:35] In the room

[00:02:36] And then there are guests

[00:02:37] At a dinner

[00:02:38] At a restaurant

[00:02:39] And then there's some content

[00:02:41] And conversation going on

[00:02:42] Throughout the evening

[00:02:43] So

[00:02:43] Pretty straightforward

[00:02:44] Very basic

[00:02:45] In a sense

[00:02:45] Right?

[00:02:46] And the event manager's role

[00:02:48] In that case

[00:02:49] As you know

[00:02:49] Is

[00:02:50] Everything

[00:02:51] As it relates to

[00:02:52] Being the liaison

[00:02:52] Checking people in

[00:02:54] And then also liaison

[00:02:55] With the

[00:02:56] Restaurant

[00:02:56] With the venue

[00:02:57] Making sure that everything

[00:02:58] Is in detail

[00:03:00] Well

[00:03:00] When they received

[00:03:01] The information

[00:03:02] Had never done it before

[00:03:03] When they received

[00:03:04] The information

[00:03:04] That included the runner show

[00:03:06] And everything they needed to do

[00:03:07] I mean

[00:03:07] The company that

[00:03:08] Organizes this particular event

[00:03:10] Is so detailed

[00:03:11] They even

[00:03:12] Send pictures

[00:03:14] To the event manager

[00:03:15] So that they can

[00:03:16] Set the table

[00:03:17] Exactly as the picture

[00:03:18] Which is actually

[00:03:19] I mean

[00:03:19] That's awesome

[00:03:20] It's brilliant

[00:03:21] Along with the materials

[00:03:23] Are shipped

[00:03:23] They even asked the venue

[00:03:25] To print out

[00:03:25] All the things

[00:03:26] Table setting

[00:03:27] You know

[00:03:27] All the stuff

[00:03:28] Is already done for you

[00:03:29] So all you're pretty much

[00:03:30] Just doing is

[00:03:31] Following the runner show

[00:03:32] And I bet

[00:03:34] Someone looked at that

[00:03:35] And went

[00:03:35] Holy crap

[00:03:36] Yes

[00:03:36] And freaked

[00:03:37] The fuck out

[00:03:38] I can say that right

[00:03:40] Right

[00:03:40] It's a podcast

[00:03:41] Yeah it was

[00:03:42] Literally

[00:03:42] Freaked out

[00:03:44] Like I

[00:03:45] I didn't

[00:03:45] I didn't know

[00:03:46] As an event manager

[00:03:47] Like I had to do

[00:03:47] All of this

[00:03:48] And oh

[00:03:49] And

[00:03:49] And I

[00:03:50] It took me

[00:03:51] A long time

[00:03:52] And I'm usually

[00:03:53] Good

[00:03:53] You know me

[00:03:54] I'm usually

[00:03:54] Pretty good

[00:03:55] At empathizing

[00:03:56] With people

[00:03:57] And getting

[00:03:57] Quickly into

[00:03:58] Their point of view

[00:03:59] So that I could

[00:04:00] Further understand

[00:04:01] You do that

[00:04:01] Better than most

[00:04:02] Thank you

[00:04:03] So that I could

[00:04:03] Understand

[00:04:04] And

[00:04:05] But it took

[00:04:06] It kept

[00:04:06] Taking me a while

[00:04:07] Even as I'm

[00:04:08] Talking to

[00:04:09] It took like

[00:04:09] Four conversations

[00:04:10] At four different

[00:04:11] Times

[00:04:12] To really get

[00:04:13] To the crux

[00:04:14] Of that

[00:04:15] That is the problem

[00:04:16] They couldn't even

[00:04:17] Articulate it

[00:04:19] Because how can you

[00:04:20] Because they kept

[00:04:21] Saying yeah yeah

[00:04:21] No I understood

[00:04:22] That I needed

[00:04:22] To do this

[00:04:23] This and this

[00:04:24] And I said but

[00:04:25] And I said but

[00:04:26] It's

[00:04:26] And it's right there

[00:04:27] Like nine o'clock

[00:04:28] You do this

[00:04:30] 901 you do that

[00:04:30] But what's really funny

[00:04:31] Is as a person

[00:04:33] Who had managed events

[00:04:33] They could probably

[00:04:34] Look at the room

[00:04:35] And say oh these are

[00:04:36] All the things

[00:04:37] That need to be done

[00:04:37] They had just never

[00:04:39] Seen them listed out

[00:04:40] In that way

[00:04:41] No

[00:04:41] And then

[00:04:44] There's an agenda

[00:04:45] That goes to the client

[00:04:47] Which is simple

[00:04:48] Like basic stuff

[00:04:49] Regular agenda

[00:04:51] Well and for a dinner

[00:04:52] Like that it probably

[00:04:53] Only had like six

[00:04:54] Things on it

[00:04:54] Yeah

[00:04:55] Exactly

[00:04:56] That agenda

[00:05:00] She looked at

[00:05:01] And she's like yeah

[00:05:02] I understand

[00:05:03] I get it

[00:05:03] It makes sense

[00:05:04] Right

[00:05:05] But I'm like

[00:05:06] But it's all the other

[00:05:07] Things that need to go

[00:05:08] To make that happen

[00:05:08] But the details

[00:05:09] Exactly

[00:05:11] So then during the

[00:05:12] Even

[00:05:12] And I was in

[00:05:13] You know

[00:05:13] During the whole evening

[00:05:15] Normally

[00:05:16] I'm technically host

[00:05:17] So quote unquote

[00:05:18] Talent

[00:05:19] I don't get into that

[00:05:20] Any logistics

[00:05:21] Which you know

[00:05:21] It's hard for me to do anyway

[00:05:22] But I helped

[00:05:24] The whole time

[00:05:25] Because then

[00:05:26] I'm trying to

[00:05:27] For my curious sake

[00:05:28] Unpack

[00:05:29] Really what is the core issue

[00:05:30] But then also

[00:05:32] As I'm going through

[00:05:33] Saying okay

[00:05:34] If we want

[00:05:36] Our nerves to go out

[00:05:37] Or the first course

[00:05:38] To go at

[00:05:39] At 845

[00:05:40] Then you need

[00:05:48] That it's going

[00:05:49] Out

[00:05:49] At 845

[00:05:51] So this is the

[00:05:52] Things that need to

[00:05:53] Go to come up

[00:05:53] To that

[00:05:54] Right

[00:05:54] You see

[00:05:55] Yeah

[00:05:55] So even

[00:05:56] With a run of show

[00:05:57] And like we talked

[00:05:58] About in our episode

[00:05:59] The detail is there

[00:06:00] But there is still

[00:06:01] The detail behind

[00:06:02] The detail

[00:06:02] That even still

[00:06:03] Within

[00:06:04] The things that are

[00:06:05] Laid out in the run of show

[00:06:06] Yeah

[00:06:07] And there's

[00:06:07] One of the tools

[00:06:08] That we always talk about

[00:06:09] Has the ability

[00:06:11] To filter

[00:06:12] Run of show items

[00:06:13] By who it is

[00:06:14] Yes

[00:06:15] Right

[00:06:15] So the audio person

[00:06:16] Only gets the audio cues

[00:06:18] And so

[00:06:19] Which would alleviate

[00:06:20] A little bit of that issue

[00:06:21] Right

[00:06:22] Because then

[00:06:22] The person wouldn't see

[00:06:23] What the talent has to do

[00:06:24] And all that

[00:06:25] But then the flip side

[00:06:27] Of that is

[00:06:27] You kind of want them

[00:06:28] To see everything

[00:06:29] That way they can see

[00:06:30] How the whole thing

[00:06:30] Goes together

[00:06:31] Exactly

[00:06:31] So I think maybe

[00:06:32] It's presenting both

[00:06:35] Okay

[00:06:35] Here's the full thing

[00:06:36] Yeah

[00:06:37] But here's what your role is

[00:06:38] And I'm glad you said that

[00:06:39] Because I watched that

[00:06:40] Hall in action

[00:06:40] Last night too

[00:06:41] Because we were going

[00:06:42] Through it

[00:06:43] Even though she had said

[00:06:44] Oh I have the agenda

[00:06:45] And all that

[00:06:45] This is ahead of time

[00:06:46] Before we got to the venue

[00:06:47] And they were going

[00:06:48] Through one by one

[00:06:49] And then

[00:06:50] And I was trying

[00:06:51] To point something out

[00:06:52] Or ask a question

[00:06:52] She went back

[00:06:54] To the run of show

[00:06:55] And I said

[00:06:56] Well here's the agenda

[00:06:57] You can see it on agenda

[00:06:58] She's like

[00:06:58] Yeah I don't think

[00:06:59] That's going to help me

[00:06:59] So it clicked to her

[00:07:01] Yeah

[00:07:01] So but I watched it evolve

[00:07:04] And click as it went

[00:07:06] So it's very

[00:07:07] Very important

[00:07:08] That even though

[00:07:14] The importance of it

[00:07:15] And where they

[00:07:16] How it relates to them

[00:07:18] I think is key

[00:07:21] Thanks for joining us

[00:07:22] This week on the

[00:07:23] Event Tech Pull-Up

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