9.4 Program Schedules
A program schedule is a document designed to draw in and inform participants while presenting the various aspects of a program or special event in an organized, chronological timeline. Program schedules are helpful in keeping staff and volunteers on track and are also shared with participants in order that they know what is happening, when, and where they need to be.
Program schedules can be shared with participants prior to the date of the program or event or on the day of. For recreation-based events, conferences and retreats where programmatic choices can be made by the participant, the program schedule can be sent out ahead of time. Program schedules can be shared with participants electronically, posted in hard copy in high visibility areas at the program/event venue, or given to each participant in hard copy – what is commonly referred to as a “pocket program”.
Program Schedules present the big picture: Specific times and locations for various program features, such as guest speakers, activities, workshops, meetings, classes, breaks, etc., will occur. Program schedules are required at large events like conferences and trade shows due to multiple programmatic components occurring, sometimes concurrently, and multiple people playing multiple roles at various times throughout. Having a firm program schedule ensures that recreation professionals have the right people in the right places at the right times.
Example 1: Conference Schedule
Sometimes, program schedules are very simple and straightforward, delivering the timeline and rollout of the program or event with very few frills:
| Tuesday, November 7, 2023 | Wednesday, November 8, 2023 | Thursday, November 9, 2023 | |||
|---|---|---|---|---|---|
| Morning | Morning | Morning | |||
| 7:30-8:30 | Light Breakfast | 7:30-8:30 | Light Breakfast | 7:30-8:30 | Light Breakfast |
| 8:30-10:00 | Opening Remarks & Plenary | 8:30-10:00 | Morning Meeting & Plenary | 8:30-10:00 | Concurrent Session G |
| 10:00-10:30 | Break & Poster Vieweing | 10:00-10:30 | Break & Poster Vieweing | 10:00-10:30 | Break & Poster Vieweing |
| 10:30-12:00 | Concurrent Session A | 10:30-12:00 | Concurrent Session D | 10:30-12:00 | Plenary & Closing Remarks |
| Afternoon | Afternoon | ||||
| 12:00-13:15 | Lunch | 12:00-13:15 | Lunch | ||
| 13:15-14:45 | Concurrent Session B | 13:15-14:45 | Concurrent Session E | ||
| 14:45-15:15 | Break & Poster Judging | 14:45-15:15 | Break & Poster Judging | ||
| 15:15-16:45 | Concurrent Session C | 15:15-16:45 | Concurrent Session F | ||
| Evening | |||||
| 17:00-19:00 | Mocktail Networking Event | ||||
Example 2: Winter Carnival Poster
Other times, the program schedule can be decorative, playful and eye-catching, like this program schedule for a winter carnival shopping event hosted by the Fanshawe (College) Student Union (FSU):
Example 3: Adventure Poster
Sometimes, the program schedule is not the highlight of the document. Sometimes it’s the aesthetic like this:
