Plan the programme and schedule of an event

Event organisers plan programmes and schedules with many people involved

Needs setupAI Act: no extra obligationsPlanning assignments & processesHospitality, tourism & events

Fits: Leaders & strategy · Sales · Marketing & communications · Office, administration & casework · Teaching & education · Creative & media production

Programme, rooms, speakers, technical equipment and service providers fit together before the running order goes out. Overlaps and changeover times that are too tight are spotted at the desk, not on the day of the event.

Is this for you?

  • You plan conferences, corporate events or festivals with several rooms or stages, many speakers or acts and service providers with their own schedules.
  • The running order is currently created in a spreadsheet, and every cancellation or postponement means hours of rearranging.
First step today

Take a small past programme with six items, replace names with roles such as “Speaker K” and use the template below to calculate a schedule. Check whether every condition is met and compare with your plan at the time.

How to go about it

  1. Clarify the framework and fixed conditions
  2. Collect programme items and resources
  3. Have a schedule generated
  4. Go through the plan with the project lead and technical team
  5. Distribute the running order
  6. Follow up after the event

Templates to copy

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Included in the training

The complete guide

  • 6 steps explaining exactly what to do
  • 3 proven templates to copy into your own AI
  • Safe use: data, checking, deciding, informing
  • Pitfalls, effort and how to recognise success

With the training you get all 430 guides for as long as your access runs.

See the trainingOne-off per person, no subscription

Same approach, other use cases

27 more use cases follow the pattern “Planning assignments & processes”.

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GT-08 · Legal status 08.10.2026