Event Schedule Template

What an event schedule includes

A schedule is read in a hurry, often on a phone between sessions, so consistency matters more than detail. Attendees scan for a time, a room and a name they recognize.

Each entry in the schedule answers the same questions. Decide the fields before you start, so that every session is described the same way:

• Time

  Start and end time. Show the end time as well; attendees plan their day around it.

• Title

  A short, specific session name that matches the speaker's slides and the signage.

• Session type

  Keynote, panel, workshop, breakout, networking, meal or break.

• Speakers

  Name, job title and organization of each speaker or panelist.

• Location

  The room name, plus floor or building if the venue is large.

• Track

  For multi-track events, the theme or audience the session belongs to.

• Description

  Two or three sentences on what attendees will learn or do.

One-day event schedule template

A sample schedule for a one-day, single-track event such as a seminar or customer day. Replace the sessions and times with your own; the useful part is the pattern of sessions, breaks and meals.

Multi-track conference schedule template

When sessions run in parallel, show them as a grid: time down the side and one column per track or room. Align start times across tracks so attendees can switch between sessions without walking in late.

For a multi-day event, repeat the grid for each day and put the day and date at the top of each.

Copy-ready event schedule template

A plain-text version for a document, an email or a printed handout. Copy it, fill in the blanks and repeat the day block for each day of a multi-day event.

[EVENT NAME] - SCHEDULE
[Venue name, address]
[Day, date]

[Time] - [Time]   Registration and breakfast
                  Location:

[Time] - [Time]   Welcome
                  Speaker: [Name, title, organization]
                  Location:

[Time] - [Time]   [Session title]
                  Type: keynote / panel / workshop / breakout
                  Speaker(s):
                  Track:
                  Location:
                  [Two or three sentences on what attendees will learn]

[Time] - [Time]   Break
                  Location:

[Time] - [Time]   [Session title]
                  Speaker(s):
                  Location:

[Time] - [Time]   Lunch and networking
                  Location:

[Time] - [Time]   [Session title]
                  Speaker(s):
                  Location:

[Time] - [Time]   Closing remarks
                  Location:

[Time] - [Time]   Reception
                  Location:

Schedule subject to change. Check the event app for the latest version.

How to make an event schedule

Build the schedule in this order, and it will hold together when sessions start moving:

1. 1

   Start with the fixed points

   Doors open, meals, the keynote, the close and any venue curfew. Everything else fits between them.

2. 2

   Choose standard session lengths

   Pick two or three lengths, such as 30, 45 and 60 minutes, so start times line up across rooms.

3. 3

   Leave time to move

   Allow enough time to walk between the two farthest rooms, plus a few minutes for the next speaker to set up.

4. 4

   Place breaks with purpose

   Breaks are when attendees visit exhibitors and meet each other. Put them near the exhibit hall and keep them long enough to be useful.

5. 5

   Check for clashes

   In multi-track events, don't put two sessions for the same audience at the same time, and check that no speaker is booked in two rooms at once.

6. 6

   Publish early, and mark changes

   Publish a draft as soon as the main sessions are confirmed; it helps sell tickets. Label later changes clearly.

7. 7

   Keep one master

   Printed, emailed and app versions should all come from the same source, so they never disagree.

Publishing your schedule with Eventdex

In Eventdex the schedule is built once and shown to attendees in the event app:

• Sessions with every field

  Each schedule entry has a program name, start and end time, room, speaker, description and public or private visibility.

  Event app agenda

• Tracks, rooms and panelists

  Seminars add a track and panelists, and rooms are set up once and reused across sessions.

  Conference management software

• Import and export

  Import the schedule from a spreadsheet using the sample template and field mapping, or export it to XLS or CSV.

  Conference management software

• A personal agenda for attendees

  In the app, attendees star their favorite sessions, add them to their calendar and open each session's documents and videos.

  Event mobile app

• Changes that reach people

  Update the schedule and the app shows the latest version; send a push notification when a session moves.

  Event mobile app

• Attendance by session

  Scan badges at session doors to see who attended each one.

  Attendee check-in app