eventrundown.com
A ready-to-use run-of-show template for all-hands meetings and town halls. Covers AV setup, executive remarks, department updates, live Q&A, and team recognition.
Town hall run-of-show example — 200 attendees
A/V team tests microphones, slides, and livestream connection
Leadership team arrives, reviews talking points and slide order
Employees enter, find seats, and grab coffee from welcome stations
CEO opens with company highlights, Q2 performance summary, and vision
CTO shares product roadmap progress and upcoming releases
VP Sales presents Q2 numbers, wins, and pipeline outlook
Assign exact time slots to each department so no one runs long and crowds out Q&A.
Share the timeline link with remote employees so in-person and virtual attendees follow the same agenda.
Dedicated slot for team awards and tenure milestones ensures recognition isn't rushed or skipped.
Quarterly All-Hands Meetings
Company-wide updates on performance, strategy, and priorities
Town Halls with Live Q&A
Open-floor sessions where employees engage directly with leadership
Annual Kickoff Meetings
Setting direction and rallying the team at the start of the year
Crisis Communication Meetings
Structured urgent all-hands when leadership needs to address the company quickly
Professional workshop and conference timeline
Professional photoshoot timeline from setup to wrap
Speaker-facing schedule for summits with mic checks, stage cues, and Q&A
Multi-day leadership retreat with strategy sessions and team building
Start with this template or describe your event to get a custom town hall schedule in seconds.
DescribeLong department segments lose the room. Brief, visual updates keep energy high and leave time for Q&A.
Use a pre-meeting form so leadership can prepare thoughtful answers rather than fielding surprises on stage.
Assign one person to watch the clock and signal speakers when time is running short — non-negotiable for events with 5+ segments.
Remote employees and those who couldn't attend expect a recording. Have the system ready before doors open.
Employees should leave knowing exactly what they should do differently next quarter based on what they heard.
Most effective all-hands meetings run 60–90 minutes. Beyond 2 hours, attention drops significantly and the Q&A suffers. If your agenda requires more time, break it into a morning session plus a post-lunch optional breakout rather than forcing everyone to sit for 3+ hours straight.
Use a live Q&A tool like Slido or Mentimeter so employees can submit questions anonymously throughout the meeting rather than waiting until the end. Vary the format — mix slides with short video clips, recognition moments, and interactive polls. Departments should present highlights, not read reports.
Yes, always. Even if attendance is high, employees in other time zones, those on leave, and those who had conflicts will need access. Post the recording within 24 hours with a timestamped summary so people can jump to the segments most relevant to them.
Share the agenda at least 48–72 hours before the meeting so employees can submit questions, prepare relevant follow-ups, and know what to expect. For major announcements or strategy meetings, a week in advance gives employees time to think through questions worth raising.