Create your event schedule

How to build a schedule that the team can review

Start with the access time and the closing time you need to respect. Then list the activities in their actual order: reception, presentation, food service, break, closing, or teardown. Separate the duration of the activity from the transition needed to move people, switch equipment, or prepare for the next moment. No example value replaces confirmation with the venue or vendor.

A lead indicates who should oversee that block. Notes can store a brief instruction such as "set up microphone" or "have materials ready." Avoid including unnecessary personal information. If you need to reorder, use Move Up or Move Down; Duplicate copies the activity and its parameters. The five-minute break is an explicit activity that you can rename or modify.

What happens when a fixed time no longer fits

The calculation starts from the beginning plus any selected delay. For each activity, it compares that running time with its fixed time, if it has one. The start will be the later of the two. If reached early, a wait appears; if reached late, it indicates how many minutes the milestone was missed by. The activity does not overlap with the previous one, nor is it pretended to have started on time.

The end time adds the duration. An activity's transition is added before the next one; no transition is counted after the last activity. If you need to pack up equipment or tear down, add an activity for it. Overtime past closing is the positive difference between the calculated end and the target closing time. It does not constitute venue authorization to extend the event.

Comparing a delay without hiding its consequences

Scenarios keep the same activities, fixed times, and durations. One starts without a delay, and the other includes the minutes you entered. In the example, there is a twenty-minute wait before dinner: an initial twenty-minute delay can absorb that wait without shifting the end time. A larger delay leaves less buffer or postpones the milestone. Check the numbers and talk with the leads before altering the actual schedule.

If the event spans past midnight, mark that the end time is on the next day. The calculated times add "day +1" or the necessary offset. The twelve-hour format changes the on-screen display; files retain clear times and the calendar date. Durations and buffers are user-declared inputs, not automated professional estimates.

What the calendar includes and what it does not

The ICS file contains an entry for each activity, including start, end, name, lead, and notes. Local civil times are converted to UTC using your selected time zone. The structure uses iCalendar, RFC5545, accessed on October 14, 2026. Line breaks and special characters are escaped; long lines are byte-folded to keep the file readable by calendar applications.

Importing the file is a separate, voluntary step. The page does not send invitations, does not register the event in Convite, and does not sync changes with a remote calendar. Importing different versions may create duplicate entries: check your calendar and keep the summary sheet of the version you plan to share. An ambiguous local time due to daylight saving time changes is rejected to avoid silently picking an interpretation.

A reusable summary sheet and local data

CSV allows you to review activities in a spreadsheet. TXT serves as a reference sheet for the team. JSON saves declared parameters for future reference; it does not open an account or project within the app. Browser print output can be saved as a PDF. No file requires a backlink or includes advertising.

All calculations take place in this browser. There is no automatic storage of the title, leads, or notes. "Reset example" clears the session state displayed by the tool, including the backup copy text. Download a reference sheet if you wish to keep it before closing your browser.

Before finalizing your plan, see how to divide tasks, review the prep timeline and confirm requirements for the launch event.