Workflows and best practices from experienced event organizers
Create your event as "draft" and keep it private until the agenda is finalized. Switch to "published" when ready to share.
If you have a PDF or Excel run-of-show, use the Import feature instead of typing each session manually. Review the preview carefully before confirming.
Create one daily schedule per event day, even if a day has only a few sessions. This keeps your agenda clean and organized.
Add "Coffee Break", "Lunch", "Networking" as explicit sessions so attendees see the full day.
Collect speaker photos ahead of time (400×400px or larger). Upload them when you create each speaker's session.
Create or collect dark and light versions of your logo. Upload both so attendees see the right version regardless of their theme.
The branding panel extracts colors from your logo. If they don't look right, edit them manually using the color picker.
Stick to Google fonts that attendees' browsers can render. Avoid fonts you've only installed locally.
After setting up branding, switch between Light / Dark / High Contrast themes to see how your event looks to everyone.
Use appropriate roles: Organizer (rare), Coordinator (trusted leads), Staff (team members), Attendee (general public).
When someone needs to leave, revoke their access instead of deleting. This preserves their historical participation.
Use "Resend Invite" if someone says they didn't get the email. Better to send twice than to have someone miss the link.
Make sure all key people (organizers, speakers, coordinators) have been invited and can access the event before you announce it.
If your event is public, share the landing page URL. If private, send individual email invites with unique tokens.
Link your production folder at the beginning so files are organized as they're created.
If your run-of-show is in a Google Sheet that changes frequently, link it as the agenda source so you can sync updates.
Organize files by purpose (Presentations, Sizzle Reels, Audio, Reference) so you can find them easily when linking.
Unlinking a file from your event doesn't delete it from Drive or Dropbox. You can safely unlink and re-link as needed.
Dropbox tokens eventually expire. If linking breaks, reconnect your Dropbox account in the Shared Directories panel.