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How to Build Your Event Agenda

A well-organized agenda is the roadmap for your attendees, guiding them to the content and experiences they’ll love.

Welcome to the Agenda Builder! This is your creative space for crafting the perfect schedule for your event. 

This guide will walk you through everything from creating your first session to using advanced tools to manage a complex schedule.

 

Getting Started: The Basics

 

Your agenda is built with two simple components:

  • Days: These are the top-level containers for your schedule, representing each calendar day of your event (e.g., "Day 1," "Workshop Day").

  • Sessions: These are the individual time blocks within each day. A session can be anything: a keynote speech, a lunch break, a networking hour, or a panel discussion.

 

Building Your Schedule: Step-by-Step

 

Let's dive into the most common tasks you'll perform in the Agenda Builder.

 

1. How to Add and Manage Days

 

First, you'll need to create the days for your event.

To Add a New Day:

  1. Click the Add Day button in the top navigation bar.

  2. Give the day a clear name (e.g., "Day 1: Welcome & Keynotes").

  3. Select the correct date from the calendar.

  4. Click Create Day.

Once created, you can drag and drop the day tabs to reorder them. Hover over any day to use the quick action icons:

  • Shield Icon: Manage who can see the content for this entire day.

  • Edit Icon: Change the day's name or date.

  • Trash Icon: Delete the day and all the sessions within it (use with care!).

  • Add Session: Quickly add a new session directly to that day.

 

2. How to Add a Session

 

Once you have a day, you can start filling it with sessions.

  1. Click the Add Session button (either in the top bar or on a specific day).

  2. Fill in the essential details:

    • Session Title (Required): Make it clear and engaging!

    • Start/End Time (Required):Define the session's time slot.

    • Location/Room: Add a physical room number or a virtual meeting link.

    • Description: Provide all the juicy details. Use the rich text editor to add formatting, links, and lists.

 

3. How to Customize Your Session Details

 

After creating a session, click the Edit Icon to access customization options.

  • Speakers: Assign presenters, moderators, or panelists to the session. You can add existing speakers from your database or create new ones on the fly.

  • Categories: Help attendees filter the agenda by organizing sessions into tracks (e.g., "Marketing Track," "Beginner Level," "Workshop").

  • Attachments: Upload presentation slides, handouts, or other resources for your attendees. You can even set them to become available at a specific time.

  • Media: Add a session image to make your agenda more visually appealing. An 400x400px (or larger) image works best.

  • Enable Chat: Foster engagement by allowing attendees to chat with each other during the session.

 

4. How to Reorder and Manage Sessions

 

Your agenda is a living document. Easily make changes on the fly.

  • Quick Actions: Hover over any session to use these time-saving icons:

    • Eye Icon: Quickly hide or show a session on the public agenda.

    • Copy/Clone Icon: Duplicate a session to quickly create a similar one. Perfect for recurring coffee breaks or workshops.

    • Plus Icon: Add a breakout session (more on that below!).

    • Trash Icon: Delete the session.

 

Creating and Managing Breakout Sessions

 

Breakouts are smaller, simultaneous sessions that attendees can choose between.

  1. Create the Parent Session: First, create a main session (e.g., "Afternoon Breakouts: 2:00 PM - 3:00 PM"). In its settings, check the box for Enable Breakouts.

  2. Add Breakout Options: Now, on your main agenda view, click the plus icon on that parent session to add the individual breakout choices (e.g., "Breakout A: Advanced SEO" and "Breakout B: Social Media 101").

  3. Customize Each Breakout: Each breakout can have its own unique speakers, room, description, and even a capacity limit to prevent overcrowding.

 

Powerful Tools for Your Agenda

 

Save time and create a more dynamic experience with these advanced features.

  • Bulk Import: Have a massive agenda? Click the Import button to download our spreadsheet template. Fill it out with your session data and upload it to build your entire schedule in minutes.

  • Cloning Sessions: The clone tool is your best friend for recurring content. Use it to easily create copies of daily keynotes, breaks, or repeated workshops without re-entering all the details.

 

Troubleshooting & FAQs

 

Why isn't my session appearing on the public agenda?

  • Check that the session is visible (the eye icon shouldn't be crossed out).

  • Make sure the Day it belongs to is also active and visible.

  • Clear any active search or filter terms at the top of the page.

  • Review the session's permission settings to ensure you have access.

Best Practices for a World-Class Agenda

  • Plan Your Flow: Start by adding your "anchor" sessions first (keynotes, meals, big networking events). Then, fill in the gaps with other content.

  • Stay Organized: Use clear, consistent naming conventions for your sessions (e.g., "Workshop: Topic Name") and leverage categories to create filterable tracks.

  • Think Hybrid/Virtual: If your event isn't in-person, put virtual meeting links in the "Location" field and consider building in "tech check" time slots for speakers.