know when to be where
Plan who works where and when.
Put event locations, sessions, and people on one schedule. Find coverage gaps, adjust the plan, and share clear schedules with your team.
For festivals, conferences, venues, and event teams.
A day at the summer garden festival
Same schedule, organized by location or by person.
Welcome tent
Main entrance
Main stage
Garden lawn
08:00 AM
09:00 AM
10:00 AM
11:00 AM
12:00 PM
01:00 PM
02:00 PM
Check-in & wristbands
09:00 AM–11:00 AM
Leonie K.
Late arrivals
11:30 AM–01:00 PM
Soundcheck
09:30 AM–10:30 AM
Marco R.
Opening set
11:00 AM–01:30 PM
Leonie K.
Needs coverage: Late arrivals
From plan to people
A clear path from schedule to staffed event.
01
Bring in the plan
Add locations, sessions, and people yourself, or import existing data from CSV or JSON.
02
Get people into place
Use Auto Fill for a first pass, then drag sessions and assignments to adjust the schedule.
03
Share with the team
Invite staff to check their own schedule and see what their coworkers are doing.
The useful details are there too.
Color-coded locations
Choose colors and icons to tell places apart.
Flexible assignment times
Set a person’s hours separately from the session.
Useful details
Add notes, then filter schedules by date, person, or location.
Frequently asked questions
- What is bewhere.app?
- bewhere.app is a free web app for event staff scheduling and shift planning. You put locations, time slots and people on one schedule, assign who works where and when, and share that plan with the crew.
- Who is bewhere.app for?
- Two common cases: (1) organizers who run a smaller event end to end — a local festival, club night, community day or venue program — and need one place for volunteers, bar, stage and door staff; (2) specialist teams booked onto a larger conference, trade fair or multi-day festival, such as photographers, catering or bar crews, AV/tech, runners or hostesses, who only schedule their own people across halls, stages and sessions.
- What kinds of events and roles can I schedule?
- Festivals, conferences, trade fairs, venues, sports events and volunteer programs. Typical roles include photographers and media, catering and kitchen, bar and waitstaff, stage and AV technicians, registration and info desk, security, runners and general volunteers — anyone you place across several locations and shifts.
- Does bewhere.app cost anything?
- No. bewhere.app is currently free of charge.
- Is there an iOS or Android app?
- There is no separate App Store or Google Play app. bewhere.app is a web app you open in the browser. On iPhone you can use Safari’s Add to Home Screen, and on Android Chrome’s Install app (or Add to Home screen), so it opens like a normal app icon.
- Can I import an existing staff plan?
- Yes. You can import locations, sessions, people and assignments from CSV or JSON, or let the AI import read a PDF, image, Excel sheet or web page and turn it into a draft event that you review first.
- How do staff see their schedules?
- You invite people by email. They sign in on their phone or computer and see their own shifts, the full day schedule and what their coworkers are doing.
- How does bewhere.app help with coverage gaps?
- Every session shows whether it is staffed. Auto Fill makes a first pass at assigning people, and you can then drag sessions and assignments to adjust the plan before anyone is left without cover.
Ready to put your event plan in one place?
Start with your locations and sessions, then work out who goes where.
Create an event