thinkhard.SI

Prompt repository Email, meetings & presentations

Write a run of show for a webinar or all-hands meeting

You are hosting an online session with several speakers and need a minute-by-minute plan of who does what, with cues and backup plans.

Registry no.
OFF-035
Collection
Email, meetings & presentations
Laid out for
Any chat model
Score
10 out of 10
Blanks to fill
6
Added

Email, meetings & presentationsAny chat

The prompt

Score 10 of 10, Excellent

Use it when You are hosting an online session with several speakers and need a minute-by-minute plan of who does what, with cues and backup plans.

  • {{event}}
  • {{date_time}}
  • {{session_length}}
  • {{platform}}
  • {{people}}
  • {{segments}}
Full prompt and why it works
Prompt
Write a run of show for {{event}}, for everyone involved on the day: speakers, the host, and whoever runs the technology. They will keep it open during the session so that nobody has to ask what happens next, which means it has to be easy to follow at a glance.

Session details:
- Date, start time and time zone: {{date_time}}
- Total length: {{session_length}}
- Platform and tools (video platform, polls, chat, recording): {{platform}}
- Who is involved, and their roles: {{people}}

What has to happen, in rough order (segments, speakers, demos, questions, announcements):
"""
{{segments}}
"""

Produce:
1. A table with the columns Clock time, Duration, Segment, Who speaks, Behind the scenes (slides, polls, spotlight, recording), Cue to move on. Start 15 minutes before going live with a tech check, and end with the recording stopped and a note on what is sent out afterward. For example, one row in the form wanted: 10:58 | 2 min | Handover to demo | Host | Producer spotlights the demo lead and stops screen share | Host says the demo lead's name
2. Timing: durations from going live to the close that add up exactly to the total length, not counting the tech check, with the total shown under the table. If my segments do not fit, shorten the lowest-priority segment and say which, rather than running over.
3. Backup plans, one line each, for the common failures: a speaker's audio or video drops, slides will not share, a demo breaks, nobody asks a question, and the session runs long.
4. A short host script: the welcome (under 80 words), a one-sentence handover line for each speaker, and the close.

Use only the names, times and segments I gave. Do not invent speakers, job titles or content for a segment. If something the plan needs is missing, such as who presses record or whether questions are spoken or typed, put "[to decide]" in that cell and list every open point at the end.

Variables

{{event}}
What the session is, for example "our quarterly all-hands" or "a customer webinar on the spring release".
{{date_time}}
Date, start time and time zone.
{{session_length}}
Total length, for example "60 minutes".
{{platform}}
The platform and features you will use, for example "Zoom webinar with polls and Q&A, recorded".
{{people}}
Each person and their role, for example "Ana: host; Sam: demo; Lee: producer".
{{segments}}
What has to happen, in rough order, with any timings you already know.

Why it works

  • Format. One table with a cue to move on and a behind-the-scenes column keeps the speakers and whoever runs the platform on the same page minute by minute.
  • What good looks like. The durations must add up exactly to the total, and an overrun is solved by cutting a named segment rather than by hoping.
  • If unsure. Gaps such as who presses record are marked "[to decide]" and listed, because those are what go wrong live.

How to use it

  1. Press Fill in variables and type your details into each blank. What you type stays in this browser.
  2. Copy the filled prompt into the AI tool you already use, such as ChatGPT, Claude or Gemini, or open it in the Grader or the Prompt Tester here.
  3. Before you rely on it, try it on three or four real examples. The Prompt Tester runs them all at once and shows which ones go wrong.
Use it from code

Get this prompt as JSON from the free REST API, with your own text in the blanks, or let an AI assistant fetch it through the MCP server. No key.

curl -s https://thinkhard.si/api/v1/prompts/webinar-run-of-show

With the MCP server added to Claude, ChatGPT, Cursor or VS Code, call get_prompt with {"prompt": "webinar-run-of-show"}, or just ask for it by name.