When it comes to corporate event production, the key to a smooth experience often lies in a meticulously crafted document; enter The Show Flow, making its grand entrance to keep everything on cue! Think of it as the GPS for your event – it tells you where to go, when to turn, and hopefully helps you to avoid any potholes along the way.

Your experienced event production partner – aka your Corporate Event Ninjas – uses the show flow to keep every detail perfectly aligned. From the VOG kicking things off to the closing cue signaling the end of the event, they’ve got it under control with the help of this important tool.

The Show Flow is your event’s outline, detailing the sequence of activities, timings, and cues for all involved parties. Here’s what it typically includes:

Agenda of Activities: This is the breakdown of every segment, such as presentations, videos, panel discussions, entertainment, awards/recognitions, breaks, breakout sessions and so on.

Timing: Precise start and end times for each segment, ensuring you don’t end up with an audience that thinks they’ve signed up for a 12-hour presentation.

Technical Cues: Instructions for lighting, sound, and video production, like when to hit that spotlight and walk-on song just as the CEO enters the stage, giving them that “I’m a superstar” vibe.

(And if you give them the chance to choose their walk-on song, you’re bound to see their excitement soar as they walk on stage, radiating even more confidence and charisma!)

Roles and Responsibilities: A clear layout of who does what, so we don’t have any confusion like “Wait, are you supposed to be on stage or backstage?”, or “Uh hellooo, who is putting the stools onstage for the discussion panel?”

By establishing specific duties for each team member, you foster a smooth and efficient workflow, allowing everyone to focus on their contributions and ensuring the event runs flawlessly.

Why do we care about this powerful document?

Let’s break it down!

Think of it like a family vacation plan – everyone needs to know who’s driving, who’s navigating, and who’s just in the back arguing about which restaurant to stop at. The show flow ensures everyone is on the same page.

Plus, with a solid plan in place, you can silence that constant “Are we there yet?” because everyone will know exactly where they’re headed!

With corporate events, timing is everything. With a detailed show flow, the event has a roadmap, coordinating each segment and transition to keep everything on schedule. Additionally, it ensures that speakers, tech crews, and visuals are precisely timed, allowing smooth handoffs and reducing last-minute rushes.

A comprehensive show flow also gives everyone – from the event director to the tech team – a shared timeline. This helps prevent missed cues and allows quick adjustments when needed.

In the wild world of live events, a show flow allows the show caller – our trusty event leader – who can quickly reference the plan and pivot smoothly when challenges arise. If you’ve got a top-notch show caller on your team, you might not even notice when she swoops in to avert disaster, skillfully issuing resolutions and instructions behind the scenes while keeping the show rolling.

I really believe the show caller is hiding a superhero cape under that black-on-black event production outfit!

Audience engagement is the goal of a smooth event. A perfectly timed show flow creates anticipation, keeps the energy flowing, and makes everyone feel like they’re part of the experience. No one wants to be the person checking their watch, hoping for a way out, right? A good flow makes sure your audience stays hooked and invested from start to finish.

After the event, the show flow serves as a valuable tool for reflection. It allows you to review what went well and identify areas for improvement. This insight can guide your planning for future events, helping you refine your approach and elevate the overall quality of your productions.

Check out our blog about The Post Event Debrief for more info on how this can help elevate your event.

While the event producer typically takes the lead in creating the show flow document, it takes a village! Input from various stakeholders is essential:

Client Representatives: Because they’re the ones paying for the party, and we want to make sure we’re producing the event that far exceeds their expectations!

A/V Technical Teams: They’re the ones who know whether our brilliant ideas are even feasible – like attempting to bring acrobats into a ballroom or a holographic wooly mammoth onstage! They’re also the ones that will later follow the cues regarding lighting, music, camera angles and so on.

Talent and Speakers: We must make sure our VIPs are wearing their mics and know when to have them walk on stage, when to cue the video, the lights, the music, and when to bring out the hook to pull them offstage if they’re going too far over their allotted time.

Collaboration is key; when everyone pitches in, they create a show flow that everyone can depend on.

With the help of a perfectly timed espresso drink courtesy of the executive producer (at least that’s how OUR executive producer rolls), the show caller is the one keeping an eye on the clock, the energy in the room, and reminding everyone to breathe between segments (and to make that mad dash to the restroom before the show starts)!

Seriously though, the show caller is the backbone of a corporate event, ensuring that every detail is communicated and executed flawlessly. They walk the production crew through each phase of the program while handling any curveballs that come their way.

Here are some key responsibilities:

Coordination: The show caller serves as the central point of communication, coordinating between different teams such as lighting, sound, video, and stage management. They ensure everyone is aligned with the event’s timeline and objectives.

Script Oversight: They manage the event script, keeping track of timing and cueing speakers, performers, or presenters at the right moments. This requires a deep understanding of the flow of the event.

Real-Time Adjustments: During the event, the show caller must be prepared to adapt to any unexpected changes or issues, such as technical difficulties or last-minute schedule alterations. Their ability to think on their feet is essential for quick problem-solving.

Communication: A key part of their role is to communicate clearly and effectively with all involved parties. This includes relaying important information, issuing commands, sharing new versions of the show flow as it’s updated, and providing feedback to ensure everyone is on the same page.

Disaster Management: In the face of potential disasters, the show caller is the one who calmly implements contingency plans, guiding the team through any challenges and keeping the event on track.

Performance Monitoring: They continuously monitor the event’s progress, making sure each segment starts and ends on time, while also assessing audience engagement and adjusting the flow as necessary.

Need help with your event?

Contact us and we can help you plan your next event.