A good schedule lets attendees see everything they came for without running between rooms. Here’s a dependable way to build one for a convention or any multi-day event.
1. List your rooms and hours
Write down every room or space, its capacity and its available hours on each day, including setup and teardown time the venue requires.
2. Collect every session
Gather all panels, games, workshops, performances and meetups in one list with the host, expected length, expected audience size and any equipment needed (projector, microphones, tables).
3. Place your anchor events first
Opening and closing ceremonies, keynote guests and your biggest events go in first, in your largest rooms, at times when most attendees are on site.
4. Fill around them and avoid conflicts
Don’t schedule two events aimed at the same audience at the same time.
Don’t double-book a host or a guest.
Match each event to a room that fits its expected crowd.
5. Build in buffers
Leave time between sessions in the same room for the crowd to leave and the next host to set up — 15 minutes is a common starting point. Plan meal breaks, too.
6. Publish it clearly — and keep it updated
Post the schedule online before the event, show it by day and by room, and let attendees know where to check for changes. A mobile-friendly schedule matters most once people are on site.
Quick checklist
Rooms, capacities and hours
Complete session list with hosts and needs
Anchor events placed
Conflicts checked
Buffers and meal breaks
Published schedule with an update plan
About Gathering Pilot: Gathering Pilot is event planning software in development for conventions, weddings and craft fairs — guest lists, ticketing and badges, vendor and booth management, schedules, budgets, seating, and mobile apps for organizers and attendees. Join the waitlist to hear when it’s ready.