The ROS is the timeline that maps out key moments from the first guest arrival to the final farewell. Whether you’re hosting an intimate gathering or a large-scale production, the ROS keeps everyone aligned and ensures the event flows seamlessly. This document is meant to be shared internally across the team and production crew to keep everyone in sync.

Types of ROS

Simple ROS

Ideal for smaller events. A straightforward timeline covering the essentials.

Detailed ROS

Used for larger events or productions. Includes:

• Cue points for emcee or host

• Music or lighting transitions

• Vendor timing (e.g., catering load-in, entertainment setup)

• Breaks for bands, performers, etc.

Digital ROS

For events with moving parts, hybrid formats, or remote teams, the ROS can be shared via Google Docs or event apps to allow live updates and real-time collaboration.

Presentation Tips

• Color Coding: Assign colors to sections—blue for food & beverage, pink for entertainment, yellow for logistics.

Best Practices

• Distribute Early: Share the ROS with all key vendors and internal leads at least 1–2 weeks in advance to avoid last-minute confusion.

• Include Buffers: Add 10–15 minutes of cushion time between segments to absorb delays (e.g., late arrivals, speeches running long).

• Digital Backup: Always have a copy saved on a tablet or shared drive for easy access on-site.