A timetable is a useful tool to help describe all the details of an event.

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How to Create a Time Table

When creating a time table, it is important to gather and add relevant information continuously throughout the planning process. A well-structured run sheet provides an overview of the programme, responsibilities, logistics, and timing.

Information to Include

• An overview of key events, presentations, participants, and the locations where activities will take place.
• A separate participant list including names, titles, organisation/workplace, telephone numbers, email addresses, and roles.
• Time allocated for transport between activities and venues (walking or driving time). Walking times should preferably be checked in advance.
• Time for AV setup and technical preparations, including sound and lighting.
• Time buffers for questions from the audience, media representatives, or participants.
• Time for interviews and photography.
• Venue information, preferably including links to maps, Google Maps, or MazeMap. See, for example: https://www.ntnu.no/kart-og-rom
  For events involving several rooms or locations, it may be useful to prepare a simple sketch or overview showing where activities will take place.
• A clear overview of responsibilities: who does what.
• Duration of each presentation, session, or activity.
• Comments or notes as needed.

It may be helpful to structure the time table using one or more tables to make it easier to maintain an overview.