How to Simplify Multi-Day MICE Scheduling with TIMIFY’s Course Planner

From Chaos to Control – Solving MICE Scheduling Challenges

Planning meetings, conferences, or exhibitions across multiple days is notoriously complex. Organisers and venues must sort out room availabilities, speaker schedules, equipment needs, and participant preferences—all while avoiding overbookings or costly no-shows. Project management tools and practices are essential for organizing and streamlining these tasks, ensuring that every detail is coordinated efficiently.

In the ever-changing world of MICE events, manual planning simply can’t keep up. The risk of scheduling conflicts and underutilised resources is high, especially when dealing with multiple stakeholders and dynamic changes. Event managers and organizations face these challenges regularly, making automation and digital solutions crucial for improving efficiency.

That’s where TIMIFY’s Course Planner steps in. Designed as an event management solution to automate and simplify one or multi-day event planning, it supports both project management and event management needs. It helps hotels and MICE organisers to optimise every aspect of their schedule—saving time, maximising resources, and elevating the attendee experience.

Challenge 1: Manual Resource Allocation

​​​​​​​Wastes Time and Risks Errors

Typical problem: Booking rooms, staff, or AV gear manually often results in double bookings or overlooked needs—especially when multiple sessions happen in parallel or consecutively.

TIMIFY Course Planner Solution: Resources are auto-assigned based on pre-set rules. Whether it’s a room, speaker, or projector, Course Planner ensures it’s reserved for the right time, place, and session—no overlap, no oversight.

Challenge 2: Double Bookings & Conflicts

Derail Plans

Typical problem: It’s easy to miss conflicts when juggling schedules for speakers, venues, and equipment. One error can cause a domino effect of rescheduling chaos. Last minute changes can further complicate the process, making it essential to have flexible solutions that can quickly adapt to unexpected updates.

TIMIFY Course Planner Solution: Built-in conflict detection scans every event and resource for clashes—before you publish the schedule. Get alerted early and avoid costly mistakes.

Challenge 3: Equipment Isn’t Used

​​​​​​​Efficiently

Typical problem: Attendees often need specific equipment (e.g. VR gear, laptops). Without automation, organisers either under-allocate (frustrating attendees) or overbook (wasting resources).

TIMIFY Course Planner Solution: Assigns equipment based on requirements and also supports speaker management to ensure all session needs are met. If someone cancels, the system releases their equipment automatically—maximising usage and reducing waste.

Challenge 4: Multi-Day Events Are a

​​​​​​​Scheduling Nightmare

Typical problem: Organising events that span several days—like conferences, seminars, or corporate retreats—requires precision. Sessions need logical order, rooms must be available, and conflicts avoided. Doing this manually with spreadsheets? Stressful and error-prone.

TIMIFY Course Planner Solution: Automatically sequences multi-day events based on your input. It detects dependencies, checks resource availability, and schedules sessions in optimal slots—so your three-day conference flows like clockwork. The tool helps you create a clear and conflict-free event schedule, ensuring every session is properly organized.

Challenge 5: Low Attendance Hurts Event

​​​​​​​ROI

Typical problem: Some sessions don’t reach the minimum number of sign-ups, wasting resources and venue space. Often, organisers find out too late.

TIMIFY Course Planner Solution: Set a minimum attendance threshold. If sign-ups fall short, Course Planner flags it in advance—giving you time to cancel, consolidate, or promote the session. Customizable registration forms help you efficiently track and manage attendee sign-ups, ensuring all data is integrated for better event planning.

Challenge 6: VIP or Invite-Only Sessions

​​​​​​​Are Hard to Manage

Typical problem: Manually sending and tracking private booking invitations for key guests is inefficient and prone to overlap or confusion. Managing all event details for VIP sessions, such as guest lists and logistics, is crucial to ensure a seamless experience.

TIMIFY Course Planner Solution: Send private booking links with several time options. Once a time is picked, others are released—ensuring exclusivity and efficiency for VIP meetings or press briefings.

From Complexity to Control

MICE events are complex by nature—but your scheduling doesn’t have to be. TIMIFY’s Course Planner transforms how you plan, coordinate, and deliver events by serving as a comprehensive event management platform and offering powerful event planning tools.

Whether you’re juggling dozens of sessions, managing high-value guests, or optimising limited resources, you benefit from robust attendee management and attendee engagement features that keep you in full control—with minimal manual effort.

This solution helps you save time and enhances the overall event experience for your attendees.

Ready to upgrade your MICE scheduling?

Are you ready to streamline your Meetings, Incentives, Conferences, and Exhibitions? With the TIMIFY Course Planner, you can eliminate the most common scheduling headaches.

👉Discover the Course Planner​​​​​​​