Free tool

Event schedule template

Fill in your event details and time slots, then print or copy the schedule in one click. Eight starter templates included.

Mijn Reünie provides tools for event management. You organize the event, we provide the software.

Start from a template:

Event details

Event name

Date

Location

Organiser(s)

Timeline

TimeActivityWhoNotes

Ready to sell tickets and manage your event?

Mijn Reünie handles registrations, ticket sales via iDEAL, LiveWall and check-in. Free to start.

Create your reunion

How to create your event schedule

1
Choose a template
Pick one of eight starter templates and adapt it to your event.
2
Fill in the event details
Enter the event name, date, location and organiser. These appear at the top of the printed schedule.
3
Add and arrange time slots
Adjust each time slot to match your programme. Assign a responsible person and add notes per activity.
4
Print or copy
Click Print for a print-ready PDF, or Copy to paste the schedule into Word, Google Docs or an email.

What are good examples of event schedule components?

Good examples of event schedule components are a clear start and end time, dedicated buffer time, and exactly one responsible person per task.

1
Build in buffer time: Plan 10-15 minutes of buffer after complex sections. Guests always arrive later than expected.
2
One responsible person per activity: Give each activity a single owner so everyone knows who takes the lead.
3
Share at least a week in advance: Send the final schedule to all team members and suppliers.
4
Note phone numbers: Add the catering manager's phone number in the notes column.
5
Keep it realistic: Fewer activities done well beats an overloaded evening.

Example event schedule

Below is a complete example of a filled-in event schedule for a school reunion evening.

Time	Activity	Responsible	Notes
17:00	Setup & decoration	Committee	Table decorations, banner, AV check
18:30	Doors open	All committee	Name tags at entrance, music on
19:15	Welcome speech	Chair	2 to 3 min, class photo on screen
19:30	Dinner / buffet	Catering contact	Caterer: 06-12345678
20:30	Presentation	Jan de Vries	Beamer needed, slides in shared folder
21:00	Class quiz	Emma Bakker	10 questions, prizes ready
21:30	LiveWall & free programme	All	QR code on tables, screen on
23:00	Last orders	Bar contact	Music softer after 23:00
00:00	End of programme	Chair	Thank guests, share photo album link

This example is for a school reunion of ~60 people. Adjust the times and activities to fit your event.

Mijn Reünie is not just for reunions

The name says reunion, but the platform is built for any event where you want to sell tickets, manage registrations and create a shared experience.

School & class reunions
Birthday parties & milestone celebrations
Wedding receptions
Graduation & school parties
Company events & team outings
Networking drinks & borrels
Sports galas & award evenings
Club days & association events
Neighbourhood parties
Kids parties & family days

What you get with every event

✓Ticket sales via iDEAL & credit card: €1.50 per ticket, no monthly fee
✓Your own event website: With a personal domain like yourreunion.nl
✓Registration management: Guest list, attendance tracking and exports
✓LiveWall: Guests upload photos live to be shown on screen during the event
✓Check-in app: Scan tickets at the door with your phone
✓Free to start: No setup costs, no subscription

Create your free event →

Frequently asked questions

What is an event schedule template?+

An event schedule (also called a run of show or event run sheet) is a detailed timeline of your event. It lists each time slot, the activity taking place, who is responsible, and any special notes — so everyone knows exactly what to do and when.

How do you create a schedule for a reunion or party?+

Start with the fixed anchors: arrival, dinner and end time. Then fill in the activities in between. Assign a responsible person to each activity and add notes for anything that needs attention, like AV setup or catering instructions. Use one of the starter templates in this tool as a starting point.

What should an event schedule include?+

A good event schedule should include: the event name, date and location, a timeline of all activities in order, one responsible person per activity, and a notes column for special instructions or important details.

Can I print or save the schedule as Word or PDF?+

Yes. Click the print button to print directly or save as PDF using your browser's print dialogue. The copy button lets you paste the schedule as plain text into Word, Google Docs or an email. Your data is automatically saved in your browser so you can always pick up where you left off.

How many time slots does an event schedule need?+

It depends on the length and type of event. For a 3-4 hour reunion evening, 5-8 time slots is typical. Add a slot for every distinct activity — including free time, breaks or setup and breakdown time.

Does this template work for events other than reunions?+

Yes, the template works for any event: a reunion, wedding reception, birthday party, conference, networking drinks, graduation, gala or kids party. Choose one of the eight starter templates or customise the time slots entirely to match your programme.

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