Booth Planner: Shifts, Sessions, and Schedules

Updated July 22, 2026·Planning a Conference·Share on X

The Booth Planner is where you turn a list of attendees into a real plan for the event days: who staffs the booth when, which sessions the team is covering, and what each person's day looks like. Open a conference and go to the Booth Planner tab.

The Booth Planner is team scheduling. It is different from the Meetings page, which handles one-on-one meetings with leads. Keep the two straight: Booth Planner is your crew's schedule, Meetings is your lead calendar.

Schedule blocks

Everything on the planner is a block on a day. A block has a type, a time range, and one or more assignees. Common block types:

  • Booth shift - who is working the booth during a window.
  • Session - a talk, keynote, or workshop the team is attending.
  • Meal, travel, setup, teardown - the logistics around the booth.

Because a block can have multiple assignees, you can put three people on the morning rush and one on the quiet afternoon. Assignees can be team members or Event Staff, so contractors and booth crew show up on the schedule without a login or a paid seat.

Adding blocks

Click a time slot or use Add block. Pick the type, set the day and time range, choose assignees, and add a note or location. Times are handled in the conference's local timezone, so nobody has to do timezone math in their head.

Sessions and the catalog

Conference agendas are long. Instead of typing every session, use the session catalog AI import: upload the agenda (PDF, spreadsheet, or document) and let Claude extract the sessions into the catalog. Then add the ones your team is covering to the schedule as session blocks. This reuses the same document-reading engine as the AI Task Planner.

Exporting printable schedules

Booth crews want paper, not a login. Export a clean PDF in four formats:

  • Master schedule - the whole team's day on one sheet.
  • Personal agenda - one person's blocks, for handing to each staffer.
  • Timeline - a time-ordered view of the day.
  • Activity list - sessions and blocks merged into a single chronological list.

Exports are formatted for US Letter with readable type and color-coded block types that match the on-screen badges. You can export a single day or several days at once.

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