Choose a starting structure
These sample running orders cover the whole advertised slot, including the welcome and close. They are illustrative templates, not universal ideal durations. Agree the format with the speaker and replace role labels with names.
Times are elapsed from the start. Keep technical setup and the speaker’s arrival check before the advertised opening. An exercise led by the host or local facilitators needs its own preparation.
Three downloadable templates
30-minute slot
| Elapsed time | Segment | Owner |
|---|---|---|
| 00:00–00:03 | Welcome, participation instructions and introduction | Host |
| 00:03–00:23 | Focused keynote, including any agreed reflection | Speaker |
| 00:23–00:28 | Moderated questions | Host + speaker |
| 00:28–00:30 | Next step and close | Host |
Download the 30-minute template
45-minute slot
| Elapsed time | Segment | Owner |
|---|---|---|
| 00:00–00:04 | Welcome, access information and introduction | Host |
| 00:04–00:29 | Keynote with a planned participation moment | Speaker |
| 00:29–00:41 | Moderated questions | Host + speaker |
| 00:41–00:45 | Summary, follow-through and close | Host |
Download the 45-minute template
60-minute slot
| Elapsed time | Segment | Owner |
|---|---|---|
| 00:00–00:05 | Welcome, participation instructions and introduction | Host |
| 00:05–00:35 | Keynote with agreed audience interaction | Speaker |
| 00:35–00:50 | Moderated questions | Host + speaker |
| 00:50–00:57 | Application or local reflection | Host / local facilitators |
| 00:57–01:00 | Next step and close | Host |
Add the production notes
- Speaker arrival and final sound check time, with the reference time zone.
- The exact introduction and cue to start the keynote.
- How the moderator selects and passes questions.
- The agreed signal for timing and the final question.
- Who launches any media and who owns the fallback.
- Recording, captioning and replay responsibilities.
Use the rehearsal checklist to test these handovers. The running order tells the team what should happen; rehearsal checks whether the setup supports it.
Plan what can move
Decide before the event which segment can shorten if the opening runs late. Preserve the agreed core message and an honest close. If the session cannot fit the allocated time, change the scope or advertised slot rather than relying on attendees staying longer.
For a replay or second time-zone delivery, prepare a separate running order. Do not assume the first event’s introduction or questions will fit unchanged.