Itinerary & Schedule Guide

Feature overview

How it works

Each itinerary item has four fields:

• Time — a specific time or a time range (e.g. "9:00 AM" or "9:00 AM – 11:30 AM").
• Title — what's happening ("Airport pickup," "Welcome dinner," "Hiking at Mt. Fuji").
• Location — address, venue name, or a Google Maps link so guests can navigate directly.
• Notes — extra detail like dress code, what to bring, or a backup plan if the weather turns.

Add items one at a time or in bulk. Drag to reorder. Edit or delete any item without affecting the rest of the schedule.

Import an existing schedule

Already have the timeline written up somewhere? You don't have to retype it. Open the Itinerary manager, hit Import file, and Brunchie's AI reads it for you. It works with:

• Word docs (DOCX) — a planner's run-of-show or day-of timeline.
• PDF — an exported agenda or a vendor's printed schedule.
• Photos (PNG, JPG, JPEG) — a snapshot of a printed itinerary or a whiteboard.
• Spreadsheets (CSV, XLSX, XLS) — a schedule you've kept in Google Sheets or Excel.

Brunchie shows you a preview of every item it picked up — time, title, location, notes — so you can check and tweak each row before anything goes live. When you confirm, the imported items replace what's currently in that itinerary (the preview is your chance to catch anything first). Importing only touches the itinerary you're working in, so a host-only "vendor runbook" stays put when you import your guest-facing schedule. Only hosts and cohosts can import. Files up to 25 MB. Full walkthrough in the importing data guide.

Multiple itineraries per hangout — guest schedule + private host prep

A hangout can hold more than one itinerary. The first one ("Schedule") is what your guests see by default. Hosts and cohosts can create extra itineraries for things like vendor arrival times, surprise reveals, or a day-of runbook — each with its own visibility.

Open the Itinerary manager from the hangout page. For each itinerary you'll see a Who can access? section with one toggle:

• Guests row — Tap Hide to make the itinerary host-only (visible to you, cohosts, and any vendors you've added as external cohosts). Tap View to share it with everyone in the hangout.

Vendors you trust with the day-of runbook should be added at the external cohost level — they then see host-only itineraries the same way your cohost team does. Vendors added as plain external guests only see guest-audience itineraries.

Use cases for multiple itineraries

• Wedding weekend — Public "Schedule" with rehearsal dinner, ceremony, reception. A second host-only "Vendor runbook" with florist 9:00, photographer 10:30, ceremony cue 14:55 — your photographer/DJ/coordinator (added as external cohosts) see it; regular guests don't.
• Bachelorette / bach trip — Run the bach as its own hangout (not inside the wedding hangout). Use one shared itinerary so the group sees the plan, plus a host-only "Surprise reveal" itinerary the maid of honor uses to plan secret stops without spoiling them. Full step-by-step in the bachelorette setup guide.
• Conference / retreat — Public "Sessions" itinerary, plus a host-only "Speaker green room / AV setup" runbook for speakers and production crew (added as external cohosts).
• Group trip — Shared itinerary for the whole group, plus an optional host-only one for the trip leader's logistics notes (Airbnb codes, host phone numbers, backup plans).

Host-only itineraries never appear on the guest view, in shared calendar feeds (.ics), or in the guest preview link — even when somebody shares the link with someone outside the group.

Who can change visibility

Cohosts can edit and reorder items in any itinerary, including host-only ones. But only the event owner (the person who originally created the hangout) can flip an itinerary's audience between guest-visible and host-only. That's deliberate — it prevents a well-meaning cohost from accidentally exposing a host-only schedule to all guests.

Building a multi-day schedule

For trips and weekend events, organize your itinerary by day:

1. Add a day header — label it with the date or a friendly name ("Day 1 — Arrival," "Saturday," "Wedding Day").
2. Fill in the timeline — add items under each day in chronological order.
3. Repeat for every day of the event. Guests can scroll through the full plan or jump to a specific day.

Multi-day itineraries keep everything in one place instead of scattered across group chats, emails, and shared docs. For a real-world example, see how we set up a Japan trip itinerary.

Use cases

• Wedding weekend — rehearsal dinner on Friday, ceremony and reception on Saturday, farewell brunch on Sunday. Include vendor arrival times and photo session slots so the bridal party stays on track. Our wedding planning guide covers the full workflow.
• Bachelorette / bach trip — a guest-visible itinerary plus a host-only "surprise reveal" runbook. See the bachelorette setup guide.
• Group trip — flights, check-in, daily activities, restaurant reservations, and free time. See the group trip planning guide for more.
• Conference or retreat — sessions, breakout rooms, meals, and networking blocks. Share one link with all attendees instead of emailing a PDF agenda.
• Party or celebration — timeline for setup, guest arrival, speeches, cake cutting, and cleanup. Even a single-day event benefits from a clear schedule.

Sharing with guests

Your itinerary lives inside the hangout. Everyone in the group sees the same up-to-date schedule — no separate link, no app download, no version confusion.

• One link — share the hangout link and guests land on the itinerary along with everything else (polls, expenses, checklists).
• No app needed — the itinerary works in any browser on any device.
• Always current — edits sync instantly. Update a restaurant reservation or push back a departure time and everyone sees the change right away.
• Audience-aware — each viewer only sees the itineraries they have access to. Hosts, cohosts, and external cohosts see everything (including host-only runbooks). Guests and plain external guests only see guest-audience itineraries.

Want the schedule in your personal calendar too? Use calendar sync to export itinerary items directly to Google Calendar, Apple Calendar, or any app that supports ICS files. The .ics feed respects audience visibility — host-only items never leak into a guest's calendar.

Tips

• Add backup plans — note a rain-day alternative for outdoor activities so the group isn't scrambling if the forecast changes.
• Include travel time — add buffer items between activities ("30-min drive to venue") so the schedule feels realistic, not aspirational.
• Use a host-only itinerary for sensitive timing — vendor cues, surprise reveals, payment timing. Tap Hide on the Guests row in the manager.
• Link to calendar sync — remind guests they can sync the itinerary to their own calendar so they get native reminders. Details in the calendar sync guide.
• Use notes for logistics — put parking info, booking confirmation numbers, or dress codes in the notes field so guests have everything in one place.
• Keep it scannable — short titles and specific times. Save the detail for the notes field.

For a step-by-step wedding timeline walkthrough, read our wedding planning timeline blog post.

{{demo_preview:itinerary}}