Free tool
Event meeting timeline planner
Enter your event dates and get a dated plan for its meetings: what to decide, set up, book, and follow up, and when. Print it, download it, or add it to your calendar.
Results
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How to use it
- 01
Enter the event dates
Choose the first day of the event and how many days it runs.
- 02
Choose how long you have
Twelve weeks suits a major trade show. With less time, the plan moves the early steps closer together and keeps the final week as it is.
- 03
Take it with you
Print the plan, download it as a CSV for a spreadsheet, or add every step to your calendar as an all-day reminder.
Keeping the plan on track
Name one owner early
Most of the plan depends on someone with the authority to make decisions. Name them in the first week, not the last.
The order matters more than the dates
If you start late, do the steps in the same order, faster. Skipping goals or room booking causes more trouble than starting outreach a week late.
Review bookings every week
Weekly reviews against your goals show early whether one expert is overbooked or a target segment is missing.
Plan the fortnight after
Follow-up decides what the event was worth. Put the debrief and report in calendars now, before the event fills everyone's diary.
FAQ
Event timeline questions
From our event meeting planning timeline, which assumes a significant conference or trade show where your team hosts meetings with experts. The guide explains the reasoning behind each step.
Choose a shorter planning time and the steps before the final week are spaced proportionally closer together, in the same order. The event week, the event itself, and follow-up keep their timing.
With weekends avoided, a step that would fall on a Saturday or Sunday moves to the Friday before, or to the Monday after for follow-up steps. Event days are never moved.
One all-day entry per step, marked as free time so it does not block your calendar. Import it into Google Calendar, Outlook, or Apple Calendar.
No. The planner is free to use and needs no account.
Which tool should we build next?
Describe a calculator, planner, or generator that would save you time. Suggestions go straight to the team.
Run the whole programme in one place
CallShark is being built to hold event meeting programmes in one place: expert availability, meeting rules, bookings, and outcomes. Tell us about your next event.
Prefer to read first? Browse the CallShark blog.