The guest agenda, and which export you want

Which export do I want?

The crew PDF is for the people running the show. It carries every block including the crew-only ones, wall-clock times, speakers, rooms, energy levels, and your notes. It wears Planet Events branding, or your event’s brand colors if you set them. You get it from the “↓ Crew PDF” button in the run-of-show toolbar, and anyone who can open the event can download it.

The guest agenda is for the people attending. It carries only the blocks you marked guest-visible, under the guest-facing names you gave them, and it wears your client’s branding rather than ours. You build it on the event’s “Guest agenda” screen.

The short version: if the reader is standing at the tech table, they want the crew PDF. If the reader is sitting in a seat, they want the guest agenda. Most shows need both, and the useful habit is to export both before doors open.

Opening the builder

Open your event and click the “Guest agenda” tile. Building the agenda is an editing job, so it’s open to admins and editors. If the event doesn’t have a run of show yet, there is nothing to shape and the screen says so: build the show first, then come back.

The screen is a live paper preview on the left and the controls on the right. The preview is the actual letter-format sheet, updating as you work, so you are looking at the thing you are about to hand out rather than at a settings page.

Guest visibility: what appears at all

Every item in the list has an eye next to it. Eye open means guests see it, eye closed means they don’t. Transitions start hidden, because a mic swap is not an agenda item. Everything else starts visible.

Hiding an item does not shorten your show. The time it occupies stays in the schedule, so the times printed next to the items your guests do see are still correct. A guest reading a 30-minute gap between two sessions is reading a real 30-minute gap, not a gap you created by hiding a changeover.

The counter above the list tells you how many of your items are currently visible, and the note under the preview says the same rule out loud: crew items and internal names never appear on the sheet.

Display titles: what they’re called

Your internal title and your guest-facing title are two different jobs. “MC walk-on / mic check” is right for the booth and wrong for a program. Click the pencil next to any item to give it a display title, and the sheet uses that instead.

The item keeps its internal name in the builder, shown above the guest name so you always know which block you’re renaming. Clear the display title and it falls back to the internal one.

Your client’s branding, not ours

A guest handout is your client’s document. Give it their logo by URL, pick a primary and an accent color from the swatches or with the color picker, and the title, rules, and time markers all pick them up live. If the logo URL doesn’t resolve, the builder tells you rather than silently shipping a blank space.

There is one template today, Classic: single column, quiet rules, works for everything. Elegant, Modern, and Minimal are marked SOON on the same rail and are coming during the beta. They are shown rather than hidden so you can see what the shape of this is going to be.

Room locations are off by default and there’s a toggle for them. Turn it on if your guests need to find rooms, leave it off if the whole show is in one.

Multi-day shows

If your agenda spans more than one day, the sheet groups items under Day 1, Day 2, and so on, with the full date under each heading. Days are read the way a showrunner reads them rather than the way a calendar does: anything running past midnight belongs to the night it started, up to 4am, so a gala that ends at 1am does not turn into a second day.

When an item does sit past that boundary inside an unbroken stretch of programme, it stays on the day it belongs to and its time is marked +1d, so nobody misreads a 1:30am time as an early start.

Each day starts on its own page, so a printed handout can be split day by day and nobody is handed a sheet that begins halfway down. That was a beta user’s request, and printing was her reason for it.

Exporting it

The export card at the bottom of the controls tells you what you’re about to get: how many guest items, which template, letter format. Click “↓ Export guest PDF” and the download starts.

The file is yours and your client’s permanently. It needs no login, no wifi, and nothing from us to be readable, which is the point of exporting it before the day rather than during it.