Run of Show Template

iLRN Events · Run of Show

Run of Show: [Event Name]

Everything a volunteer needs to run this event: the brief, times, planning stack, marketing, build, roles and the day-of schedule. Back to Events Management.

How to use this template Copy this page into the Events chapter and rename it. Replace every grey [bracketed] item and every orange “Add link.” Delete rows you don’t need. Keep dates and join links in sync with the Community Calendar.

What and when

Event brief

[Event type]

[Event Name]

[Two or three sentences: what happens, who it is for, and why it matters. Write it so it can be pasted straight into the calendar listing and social posts.]

Session times

Give Pacific plus the main audience’s time zone. Add a row per session (rehearsal, workshop days, AM and PM sessions).

Session	Date	Pacific	[Audience time zone]	Where
[Rehearsal (crew only)]	[Date]	[Time]	[Time]	[Frame or Zoom]
[Main event]	[Date]	[Time]	[Time]	[Frame or Zoom]

Key facts

Event at a glance

Event	[Event Name]
Type	[Workshop / Social / Exhibition / Conference]
Date(s)	[Date], confirm on the Community Calendar
In person	[Location, or “Virtual only”]
Virtual venue	[Frame name and framevr.io link]
Capacity	[Frame capacity]
Format	[Stream, talks, workshop, social, Q&A]
Event lead	[Name]
Status tracking	Jira board (see Planning stack)

Spreadsheets, Jira and Drive

Planning stack

The project spreadsheet is the planning source; its tasks and Gantt dates feed the Jira board, and Jira is where status is tracked. Files and assets live in Drive.

Project spreadsheet

Tasks, Questions tab, Gantt

→

Jira board

Status and owners

→

Google Drive

Files, assets, recordings

Spreadsheets that inform Jira

Spreadsheet	What it holds	Link
[Project spreadsheet]	[Task list, Questions tab, Gantt chart]	Add link
[Asset or inventory sheet]	[What it tracks]	Add link

Jira

Item	Link
Jira board	Add link
Jira project key	[KEY]

Google Drive

Folder or file	What it holds	Link
Project folder	[Planning files, working documents]	Add link
Source materials	[Images, templates, background info from partners]	Add link
Audio and video	[Sound files, recordings]	Add link
Marketing assets	[Social cards, event images]	Add link
Archive	[Anything archived to free up a Frame]	Add link

Other working spaces

Space	Purpose	Link
Canva (marketing)	[Social cards, event images]	Add link
[Other]	[Purpose]	Add link

Every public touchpoint

Marketing and links

Channel or asset	Audience	Owner	Link
Community Calendar listing	Public	[Name]	Add link
RSVP or registration form	Public	[Name]	Add link
Social cards (Canva)	Public	[Name]	Add link
LinkedIn post(s)	Public	[Name]	Add link
Discord: volunteer general	Volunteers	[Name]	Add link
Discord: community	Members	[Name]	Add link
Email to members	Members	[Name]	Add link
Partner cross-posts	Partner audience	[Name]	Add link
Live stream link	Attendees	[Name]	Add link
Virtual venue	Attendees	[Name]	[framevr.io link]

The Frame

Venue and build

Element	Detail
Frame	[Frame name, link, capacity]
Main build	[Buildings, rooms, set pieces]
Skybox	[Skybox]
Audio	[Ambient audio, music, sound effects]
Screens and streams	[Where the stream or screen share appears]
Interactive elements	[Whiteboards, buttons, portals, photo spots]
Performance targets	Avg FPS 60 or higher; minimum 40 desktop, 30 iOS Safari. Compress images before upload.

Who does what

People and roles

Person	Role on this event	Contact
[Name]	Event lead	[Discord or email]
[Name]	Environment build	[Discord or email]
[Name]	Marketing	[Discord or email]
[Name]	Host / MC	[Discord or email]
[Name]	Tech support	[Discord or email]
[Name]	Documentation	[Discord or email]
[Name]	Partner / guest	[Discord or email]

Gates to event day

Milestones

Detailed tasks and due dates live in Jira. These are the dates that gate the event.

When	Milestone	Done when
6+ weeks out	Proposed	Name, goal, audience, lead set; row added to Events Management
5 weeks out	Set up	Spreadsheet, Jira board and Drive folder created and linked here
4 weeks out	Promoted	Calendar listing, RSVP and first posts live
1 week out	Built and staffed	Environment built, FPS checked, roles assigned
[Date]	Rehearsal	Stream, audio, roles run end to end
[Date]	Event day	Event runs; recording captured
Within 1 week	Closed out	Close-out checklist complete

Minute by minute

Day-of run sheet

Times are relative to doors opening (T). Once the start time is confirmed, add clock times for each time zone.

Legend ■ Prep ■ Live ■ After

Time	Segment	Owner	Notes
T − 60 min	Crew in Frame; tech check	Tech support	Stream test, audio levels, FPS check, screen share
T − 30 min	Confirm with partners on site	Event lead	Stream live, camera angle, on-site contact
T − 10 min	“Doors open” post	Marketing	Discord, LinkedIn, calendar link
T	Doors open; greeters at spawn	Host	Welcome, how to move, where to look
T + 10 min	Welcome and introductions	Host	[Who is introduced]
T + [__]	[Main segment]	[Owner]	[Notes]
T + [__]	[Participation / activity]	[Owner]	[Notes]
T + [__]	Q&A	Host	Collect questions in chat
T + [__]	Thanks and close	Host	Group selfie, feedback link, next event
After close	Crew debrief (15 min)	Event lead	What broke, what to keep

Contingencies

Stream drops

Switch the screen to a holding image; host narrates; retry the stream.

FPS falls under target

Hide optional animations and particle effects first.

Frame at capacity

Post the overflow link: [link].

Presenter no-show

[Backup plan]

Within one week

Close-out

☐	Export the FrameVR performance CSV and attendance count
☐	Save the recording and screenshots to the Drive project folder
☐	Post the recap (Discord, LinkedIn) and link it on Events Management
☐	Log volunteer hours in the time sheet
☐	Decide whether the scene stays up as an archived experience
☐	Close or archive the Jira board
☐	Restore or repurpose the Frame
☐	Move this event to Past events on Events Management

Back to Events Management · Questions? volunteers@immersivelrn.org