On site schedule; planning set up, run and packdown of your event

You have your program, now you need to plan who does
what, when and where to set up, run and packdown your event



The on site schedule, also known as the run sheet or run of show is aceessed via the left hand nav panel

Schedules for every room/location

For every room/location you use there will be  furniture and equipment to set up, signage to put in place, people to be briefed, etc.  the list goes on

All of this needs careful planning if you want the event to run smoothly and for that you need schedules

Joi will automatically create a schedule for every room/location you have in the program

Additional Schedules

In addition to the program room/location schedules you can create a schedule for any other location you may need
  • Event office
  • Speaker prep room
  • Green room
  • Freight delivery
  • Bus transfers
  • etc.

Plan by adding activities

You have your schedules, you are now ready to start planning. Enter all the activities you need to do to set up, run and packdown your event

Click anywhere in the schedule to activate

Hover over the schedule and the 'add activity' option will appear

Click to open the activity pop up


Activity info

  • Give the activity a name
  • Adjust the time to the minute
  • Tag people: Workforce, performers, sponsrs, exhibitors and resource. Then the activies will appear in their schedules
  • Add assets: Things you need to do the activity. Could be anything, signage, floorplans, presentation materials etc.


Labels, like tags, can be used to organise your schedules

Get into the detail

Collaborate with your team and vendors to work out exactly what needs to be done and when 

It's the detail in the planning stage that will make your event a success


Using the on site schedule for delivery

There are three main ways to use your on site schedules

  1. Timeline view: This is for the core team and contains all the information you need to deliver the event
  2. Schedules by tagging: share personalised schedules with resource, performers and exhibitors 
  3. Share: Create schedules as required 

Timeline view

The timeline view is a list of all activities and sessions in sequential order

You can view as one continual timeline or by room/location

Timeline on mobile

On your mobile, sign into Joi on your web browser and select the event you are delivering

Go to timeline view and you will have all the information you need at your fingertips

Timeline detail

  • Click activity and  the activity information pop up will open
  • Click a sssion and the session information pop up will open
  • Click the address on the actiity or session and the room/location information pop up will open

Performer, exhibitor and resourse schedules

Tag performers, exhibitors and resource to activities and create their personalised schedule

This schedule will automatically appear in their brief

Note: They can also add this schedule to their own calendars

Create share schedules

You can create and share as many schedules as needed

Personalise scdules by using the filter


Send share schedules

Once you have named your share schedule and applied the required filter you can send as a URL

always on the same page

Keeping schedules up to date

With events, change is constant. Schedules need to be kept up to date. If you are using docs or spreadsheets this is very time consuming. This is not the case with Joi

All schedules are shared as URL's which means if you make any changes to program or schedule the URL will update automantically. Everyone is on the same page...always

Start planning events for free.

Access all the features in Joi for 7 days, then decide which plan suits you.

7 day free trial Book a 30 min demo

Or compare plans from $50AUD,  €35EUR,  £30GBP, or $40USD per month for 10 active events.