If you're planning a conference and start looking into how to build the schedule, you'll usually land in one of two places. Either you're looking at a full blown conference app, the kind with a price tag and a build timeline, or you're looking at a spreadsheet turned into a PDF that nobody can actually browse on their phone. There's a much simpler middle option: an embeddable agenda that lives right on your own website.

Do You Need a Separate App for Your Conference?

For most conferences, no. If you've looked into this before, you've probably run into tools like Sched, Whova, or Guidebook. They're solid products, but they're built and priced for large conferences with thousands of attendees and a dedicated events budget. For everyone else, that's a lot of setup and cost for a single weekend. Most attendees would rather just pull up a link.

An embedded agenda gives you the same core experience, a browsable schedule, session details, calendar saving, without the app store step.

Building an Interactive Conference Agenda Without a Developer

This is the part that usually sounds harder than it is. With Proxi, you build your schedule once, sessions, times, locations, descriptions, and it generates an interactive conference agenda you can drop onto your existing site as an event calendar widget. No developer needed, no separate site to maintain. Attendees find it in the same place they already go for event info instead of getting sent somewhere new.

Can Attendees Save Sessions to Their Own Calendar?

Yes, and this is the feature that actually gets people to show up. Every session gets an add to calendar button, so when someone taps it, the session lands straight in their personal calendar, Google, Outlook, whatever they use, with a reminder before it starts. That's the difference between someone loosely planning to catch a session and someone who actually walks in because their phone just buzzed.

A Real Example: FutureMinds

One of our customers, FutureMinds, built their entire conference guide this way. Their schedule is embedded right on their site, attendees browse it in agenda or list view, filter down to what they care about, and save sessions to their own calendar. No app, no developer, no custom build. FutureMinds set it up themselves and had it live well ahead of their event.

How to Update the Schedule When Something Changes

Rooms change. Speakers run late. A session gets added the morning of. With an embedded, live agenda, you update it once and everyone viewing your website sees the new version immediately. No reprinting, no re-uploading a PDF, no announcement over a microphone hoping people hear it.

Can I Filter by Track or Speaker?

Yes. Give attendees a list view they can filter by track, speaker, or session type, alongside the agenda view for browsing by time. Some people want to see everything in order, others want to jump straight to their track. Offering both means you're not forcing one browsing style on everyone.

Tie Sessions to Where They're Happening

Because the schedule lives inside Proxi, each session can connect to a spot on your venue or event map. Someone looking at "Keynote, 10am, Main Hall" can see exactly where that is without asking anyone. The same goes for vendor booths and sponsor tables, which gives sponsors real visibility on a map people are actively using, a nice thing to point to when you're building sponsorship packages for next year.

Getting Started

Start with the schedule you already have locked in. Add sessions with times, locations, and descriptions, turn on calendar saving, and grab the embed code for your website. Layer in vendors, sponsors, and venue details as they firm up. By the time your event opens, you'll have a live agenda embedded right where your attendees already look, no app, no developer, no PDF nobody can read on their phone.

Running a conference or multi-day event? Proxi makes it easy to build and embed a schedule your attendees will actually use, and update it in seconds when something changes.