Event schedule maker for building detailed agendas and itineraries

Create and share event agendas in minutes with our easy-to-use event schedule maker and event schedule templates

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The event itinerary maker is included in the Planning Pod software suite


Venue Management Software

Perfect for event centers, hotels, restaurants, corporate facilities, non-profit venues and reception halls.

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Event Management Software

Perfect for corporate events, meetings, weddings, galas, fundraisers, educational events and more.

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"I really like the way the timeline is formatted and how easy it is to build an event schedule with staff and vendor assignments."
- Lauren Miller, Lauren Miller Events

Lauren Miller, Lauren Miller Events

4.82 out of 5 stars

See why more event professionals and venues rely on our tools to build their businesses!

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Keep staff, vendors and attendees on schedule with online or downloadable event agendas

Easily build and edit detailed event schedules

Great for either single-day or multi-day events, our event schedule maker lets you add unlimited items with descriptions, date/time blocks, vendor/staff assignments and category/room assignments. Quickly edit items in bulk and attach files to items.

Share with stakeholders and set reminders

Our event schedule planner simplifies collaboration with team members and vendors. Share a private link for easy online viewing. Download and email printable PDF or .csv files. Set email and text reminders so assigned contacts and vendors know where they need to be and when.

Clean, easy-to-read dashboards and layouts

Our user-friendly interface makes it easy to view event itineraries in collapsed or expanded mode. Filter and download agendas by category, vendor, assigned contact or venue/room. PDF downloads are branded with your organization’s logo, colors and contact information.

Use prebuilt templates (or build your own)

Save tons of time with event schedule templates. We offer several prebuilt timeline templates for weddings, parties, banquets, fundraisers, meetings, conferences and seminars, which you can customize for any kind of event. Or build your own reusable event timeline templates.

View your schedule anytime, anywhere

Because the event schedule app is cloud-based and mobile-friendly, you and your stakeholders can access your event agendas on any Web-enabled device, including smartphones, tablets, desktops and laptops.

Itinerary Categories

FYI ... If you’re interested in our event schedule maker, you may also like our: Attendee List ManagerEvent Budget ManagerEvent Task ManagementEvent Website BuilderFloor Plan Builder


What’s inside our Web-based event schedule maker

See why more event organizers and venues rely on our event schedule planner for classes, conferences, corporate events, festivals, fundraisers, galas, meetings, parties and weddings

Unlimited Timeline Items

Whether you are planning single-day or multi-day events, our event timeline software lets you add unlimited items to your agendas with detailed descriptions, dates and start/end times.

Item Categories and Assignments

Create color-coded categories to which you can assign line items and then filter line items by category. Perfect for grouping items by tracks, vendor types or audience types.

Vendor and Contact Assignments

If particular vendors or team members are responsible for a particular item on the timeline, you can assign that vendor or contact to the line item and then filter by that person/entity.

Venue and Room Assignments

If particular itinerary items are occurring in a designated venue room or space, you can assign the item to that space and then run a filter to view all items assigned to that room/space.

Intuitive, Clean Interface

We’ve made it easy to view and scan through event itineraries with item names and times prominently displayed. View in consolidated mode or see all item details in expanded mode.

Branded Downloads

Download PDFs of the entire event agenda or of filtered items, with all PDFs branded with your logo and colors. Download .csv files that are compatible with Excel or Google Sheets.

Shareable Private Links

Each event itinerary has a unique, private "Share URL" that you can provide to other stakeholders so they can view the entire agenda online.

Mobile Friendly

You can invite other users into your Planning Pod account where they can access the event schedule maker on iPhones, iPads, Android devices, Macs or PCs.

Email and Text Reminders

Need to make sure that assigned vendors and event staff show up at the right place and right time on event day? Set email and text reminders that they receive during the event.

Bulk Editing

Want to add a new item and move the times of all items occurring after that? Need to assign a new vendor to multiple items? No problem ... our bulk editing tool lets you do all this and more.

File Attachments

If there’s a special set of instructions, documentation or image that needs to accompany an item, you can attach files to your agenda items.

Item Filters and Search

If you want to view items or download a PDF that’s specific to a particular category, venue room, vendor or contact, it’s as easy as clicking on a link.

Conference Agenda Template

If you are planning a meeting, convention, seminar, class, training session or corporate event, you can use our conference schedule template as a starting point for building a custom timeline.

Special Event Schedule Template

Want to create a run sheet or timeline for a banquet, concert, dinner, fair, festival, fundraiser, gala, party or sporting event? Use our special event timeline template to save time.

Wedding Timeline Template

If you are an event professional who plans weddings, our wedding timeline template offers a detailed flow for day-of activities (that you can customize based on specifics for each event).

Build-Your-Own Templates

Have your own particular run-of-show timelines or need to build a bespoke agenda? You can create your own templates ... or if you have them in spreadsheets, you can easily import them.

Learn more about our solutions for event planners, organizers and venues

Jeff Kear · Owner, Planning Pod

6 insider tips for how to make an event timeline that rocks

When it comes to event management and planning, one of the biggest factors in whether your event runs smoothly is time management. As an event organizer, how your event flows and whether your event staff follow through on their responsibilities in a timely fashion ultimately falls in your lap. And the best way to ensure that your event stays on schedule and that all team members - from co-workers, caterers, vendors and security to volunteers, speakers and entertainers - know their roles and cues is to create a detailed event schedule long ahead of time.

Event schedules can go by many names - event agenda, event itinerary, event timeline and event run sheet are just a few - but they all essentially accomplish an identical goal: to clearly delineate when things are supposed to occur at your event, where they will occur and who is responsible for their execution.

Not only will building an event schedule help ensure continuity, but it also helps you and your team make better decisions on event day because it provides a clear map of the flow and focus of your event and eliminates any confusion as to what is supposed to be happening at any given moment.

So what are the keys to building a great event itinerary? Here are a few key tips from event insiders.

1. Pick the right tool for the job

In the past, event organizers relied on event timeline templates in MS Excel or Word as their go-to event scheduling tool of choice. And although spreadsheets do offer a nice, tidy way to organize rows of itinerary items with details, they have several significant limitations.

For example, spreadsheets don’t do very well when it comes to integrating with calendars (for easily selecting dates or ordering items automatically by date/time) or with email programs (for setting up notifications). It’s very difficult to make bulk changes to spreadsheets when you need to add an new item and adjust all the times for subsequent items. And there’s always the risk that you or team members may make changes to an old version or lose track of the current version.

Due to the limitations of event schedule spreadsheets, many event professionals are now using online event schedule makers or software to manage their event timelines. Some of these tools are free and others are fee-based, but regardless they can save you so much time and reduce errors and oversights that could sink your event that they are well worth the price you pay.

2. Make your schedule easy to share

Most events don’t plan themselves, and at the least you will be working with a small team, including vendors, event staff and your own staff. As such, it’s critical that these team members be involved early on in providing input for the day-of event schedule.

Your agenda therefore needs to be shareable online and easily accessed by team members. Using a Web-based event schedule builder that lets you share links to your schedule is a great way to give these people access, as is downloading and emailing the schedule to them in PDF or .csv format.

NOTE: If your attendees also need to view the schedule for their own planning purposes, event schedule apps that are attendee-facing enable you to easily share the agenda with your guests. Many of these event apps allow attendees to configure their own personal event agendas, which is a great value-add.

3. Prepare for lots of edits

Event schedules may get edited dozens or even hundreds of times because of all the fluctuations and additions regarding the activities you are planning and the schedules of the people who are going to be carrying those activities out.

Hence, you want to be able to easily add new items, edit existing items, move them around with ease and be able to quickly edit start/end times for multiple items when you need to push them up or back on the timeline. An event timeline maker tool that offers drag-and-drop and bulk editing functionality would serve you well here.

4. Create reusable event itinerary templates

Probably the biggest timesaver when creating event agendas is having event schedule templates at your disposal that serve as a starting point for building out your timelines.

If you are building an event schedule from scratch, there are many free event schedule templates available online that are great to consult to get a sense of all the items you may need to add regarding the type of event you are planning. Here are just a few types of templates available:

  • Conference schedule template
  • Fundraising event timeline template
  • Meeting schedule template
  • Party itinerary template
  • Wedding timeline template

At the end of the day, you will be best served by a template that fits your specific needs, so it may take a while to fine tune your event timeline template, but the time you spend upfront will save you time down the road for your future events.

5. Keep your agendas clean and easy to read

It’s easy to accumulate clutter in your event itineraries, as many organizers want to pack every single detail regarding their event into the timeline. However, event schedules are most useful when they can be easily scanned at-a-glance because, on event day, your team members are moving fast and won’t have time to read through lots of text and distinguish which details are more or less important.

As such, you should limit the information that is added to your event schedules to essential details, which can include:

  • Item name
  • Short description/note
  • Item date and start/end times
  • Assignments, which can include staff, vendor, speaker and sponsor assignments
  • Room/space assignments (where the activity will occur)

6. Implement timesaving triggers and automations

Wouldn’t it be great if your event timeline actually did things like send email or text reminders to your staff and vendors during the event regarding items they were responsible for? Such integrations are now possible, with online event schedule makers linking to data-sharing platforms like Zapier, so you should consider tools that allow for this level of flexibility and customization.

Learn more about our solutions for event planners, organizers and venues