The Conference Hero Calendar, With or Without Google

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

Every meeting, Booth Planner activity, and conference session you add already lives in Conference Hero. Together they make up the Conference Hero calendar. You don't need to connect Google Calendar or Outlook to plan the booth, schedule meetings with leads, or take bookings from your event page. Connecting one adds two things: invites sent from your own calendar, and your other appointments counted as busy.

What's on it

Meetings with leads, on the calendar of the person who owns them.
Booth Planner activities: booth shifts, sessions you're attending, setup, travel. They're on the calendar of everyone assigned.
The conference program: the sessions in each conference's session catalog, whether or not anyone on the team is going.

Week and month views

Open Meetings and pick Week or Month, next to List and Agenda.

Everyone shows the whole team's schedule. Just me shows your meetings, the activities you're on, and the sessions you're attending.
Tick Conference program to add the sessions from the agenda. They have a dashed outline, so they stand apart from your team's own plans.
Pick a conference at the top of the page to see only that event.
Times are in your own time zone. A session you open also shows its time at the conference when the two differ.
Click a meeting or activity to open it in the panel on the right. Click a session to see who's attending, open the Booth Planner, or download it as an .ics file.

In the week view, items at the same time sit side by side and a line marks the current time. The month view shows up to three items a day; click +N more to open that week.

Add it to Google, Outlook, or Apple Calendar

Click Add to your calendar on the Meetings page (Week or Month view) or Add to calendar in the Booth Planner toolbar. There are two links:

My schedule - meetings you own and Booth Planner activities you're on, including sessions you're attending.
Team schedule - everyone's meetings and activities, plus the conference program.

Click Get link, then Google Calendar, Outlook, or Apple Calendar to add it, or Copy the link for another calendar app. The calendar shows up as Conference Hero (your schedule) or Conference Hero - Team. You subscribe once and the calendar keeps itself up to date: add, move, or cancel something in Conference Hero and your calendar app picks it up at its next refresh.

Google Calendar decides when to refresh a subscribed calendar, usually every few hours and sometimes only once a day, and there's no way to make it go faster. Apple Calendar and Outlook check more often. Under each link, the window shows when a calendar app last read it. If it still says "Not read by a calendar app yet" after you subscribed, the app couldn't reach the link: check you added the whole link, or reset it and add it again.

A subscribed calendar is a read-only copy. Changes you make to it in Google or Outlook aren't read back into Conference Hero.

Avoid seeing things twice

The same item can reach your calendar app more than one way, and then it shows twice. The window tells you when that would happen:

Team schedule link and the workspace calendar. If your admin connected a shared workspace calendar, it already holds the team's schedule. Follow one or the other.
My schedule link and your own calendar. Meetings with leads already go on the Google or Outlook calendar you connected under My Calendar, so they show on it and on the Conference Hero calendar.

Keep the link to yourself

Your link is personal: anyone who has it can see what's on that calendar, such as titles, times, places, and who's on each item. Internal meeting notes and lead email addresses are never included. If a link was shared by mistake, click Reset link: the old one stops working right away, and you add the new one to your calendar app. Turn off removes the link. Links also stop working when someone leaves the workspace.

Download a copy

Download a copy gives you an .ics file of your schedule, the team's schedule, or, from the Booth Planner, the team's schedule with the conference program. It's a one-time copy to import into a calendar and doesn't change when the schedule does. To add one meeting, open it and use the Calendar button next to its time (Google, Outlook, or an .ics file).

Bookings without a connected calendar

Booking links and the book-a-meeting card on event pages work without a connected calendar:

Visitors see the open times in your booking hours (or the card's hours) that don't clash with your Conference Hero meetings and Booth Planner activities. Once you connect Google or Outlook, everything on that calendar counts as busy too.
The person who books gets a confirmation email from Conference Hero with the calendar invite attached, so the meeting lands in their calendar. It's sent as "Your Name via Conference Hero", and replies go to you.
If the meeting's time, place, or title changes, they get an updated invite. If it's cancelled or they're taken off it, they get a cancellation.

With a calendar connected, the invite comes from your Google or Outlook calendar instead.

Meetings you schedule yourself are different: Conference Hero only emails a lead an invite from your own connected calendar. Without one, the meeting is on the Conference Hero calendar only. Add it to your own calendar app with the meeting's Calendar button or a calendar link.

When to connect Google or Outlook anyway

Connecting your calendar under Integrations → My Calendar is still worth it:

Invites for meetings you schedule come from your own address, and leads' replies (accepted, declined) show on the meeting.
Everything on your calendar, not only what's in Conference Hero, counts as busy for your booking link and the free-time suggestions.

A shared Workspace Calendar, connected by an admin under Integrations, copies the whole team's schedule into one Google or Outlook calendar. The Team schedule link does much the same without anyone connecting an account, so use whichever your team prefers.