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Run-of-Show Builder

Example prompt: "Read our session schedule from Airtable, pull each session's AV and staging notes, and write a minute-by-minute run-of-show document in Google Docs. Include speaker callouts, AV cues, room transitions, and the breaks. Share it with the ops team in Slack when it's ready."

The Problem

A run-of-show is the operational document the AV team, stage managers, and floor staff work from on the day — every cue, every transition, every introduction, broken down minute by minute. It's the document that turns a session schedule into something the crew can actually execute against, and it usually gets put together by hand from the session tracker, the AV requirements sheet, and the speaker bios. Every time the schedule changes — a session moves, a speaker swaps, a break gets shortened — the run-of-show has to be rebuilt or it goes stale.

How GloriaMundo Solves It

We build a workflow that you trigger on demand whenever the schedule lands or changes. An integration step reads the session schedule from Airtable, including start time, end time, room, speakers, and any session notes. A second integration step pulls the AV and staging requirements per session from a linked sheet — microphones, lower-thirds, video roll-ins, lighting cues. A code step time-sorts the sessions, identifies the transition windows between them, and inserts the breaks and meals on the right boundaries. An LLM step composes the run-of-show document, with each session block laid out as a timed entry containing the speaker callout, AV cues, and any special notes the producer left. A final integration step writes the document to Google Docs, shares it with the ops team, and posts a link to Slack. Glass Box preview shows the timed structure and a sample of the composed entries before the document is created, so you catch a missing AV cue while there is still time to fix it.

Example Workflow Steps

  1. Trigger (on-demand): Run the workflow whenever the schedule is updated.
  2. Step 1 (integration): Read the session schedule from Airtable, including times, rooms, speakers, and notes.
  3. Step 2 (integration): Pull AV and staging requirements per session from the linked sheet.
  4. Step 3 (code): Sort sessions by start time, identify transition windows, and insert breaks and meals on the correct boundaries.
  5. Step 4 (LLM): Compose the timed run-of-show document with speaker callouts, AV cues, and per-session notes.
  6. Step 5 (integration): Write the document to Google Docs and grant access to the ops team.
  7. Step 6 (integration): Post the link to the #event-ops Slack channel.

Integrations Used

  • Airtable — session schedule and any producer notes
  • Google Sheets — AV and staging requirements per session
  • Google Docs — destination for the composed run-of-show document
  • Slack — notifies the ops team that the new run-of-show is ready

Who This Is For

Event producers and stage managers running multi-session conferences and product launches who need an operational document the crew can work from, and who do not want to rebuild it from scratch every time a session moves.

Time & Cost Saved

Building a run-of-show by hand for a one-day conference with 12-15 sessions takes 3-4 hours, and rebuilding it after a schedule change adds another hour each time. This workflow produces a draft in one run that the producer can fine-tune, and the next rebuild is just another run. Uses integration, code, and LLM steps, costing a small to moderate number of credits per run.