The battle-tested operational timeline for event organizers, from initial concept setup to post-event data audits.
Your Event Planning Timeline (7 Phases)
| Timeframe | Milestones & Responsibilities |
|---|---|
| At the start of planning | Create venues, categories, and roles. Create parent main event. Configure brand colors, wording, and default views once in settings. |
| While the program grows | Enter sessions or import via CSV. Regularly check the Dashboard and resolve all critical red warnings. |
| Four weeks before | Complete session photos and excerpts (yellow warnings in Dashboard). Publish the timetable and ticker pages on the website. |
| One week before | Enter daily venue opening hours on the main event. Assemble on-site screens and test all displays. |
| The day before | Adjust refresh interval in settings to 10–15 minutes. Export a full CSV backup. Launch all screens in full-screen mode. |
| During the event | Manage all cancellations and room shifts exclusively in the Event Master Editor – updates sync everywhere instantly. |
| Afterwards | Review and export attendee favorites analytics in the Dashboard. Back up full program as CSV – ready as next year's template. |
Cheat Sheet: The Seven System Blocks
| Block / Shortcode | Purpose & Placement | Key Parameters |
|---|---|---|
[event_calendar] |
Main program directory with search, day selector, filters, and detail modals | parent_id, view, slim, venue, category, per_page |
[event_timetable] |
Interactive multi-track grid with halls, timeline, and live "now" indicator | parent_id, date, hide_empty_venues, hide_image |
[event_card id="123"] |
Single session card for keynotes and featured highlights | hide_title, hide_ticket, hide_fav, compact_buttons |
[event_live_ticker] |
What is on now and up next – for web pages and live venue screens | parent_id, venue, count, fullscreen_button, preload_images |
[event_speakers] |
Speaker directory featuring biographies and assigned sessions | parent_id, role, layout, columns, orderby, limit |
[event_monitor] |
Full-screen room door sign & split screen from Room Monitor add-on | venue, count, show_upcoming_roll, roll_interval |
[event_monitor_hub] |
Kiosk launchpad for foyer steles and tablets from Room Monitor add-on | (Configured in WordPress Settings) |
Tip: Built-in Shortcode Generator
No need to memorize shortcode attributes: The visual Shortcode Generator under Events → Settings configures every block interactively with one-click copy.