The Office of Scheduling and Advance is responsible for all of the president's meetings, events and appearances - public and private. The director of scheduling and advance is Alyssa Mastromonaco, and beneath her, the office is divided into two sections, with a structure similar to that of a presidential campaign.
The scheduling team is responsible for making sure the president is in the right place at the right time. It starts months in advance planning the high-level structure of the president's month and, in the short term, the scheduling team is blocking out every minute. The advance team focuses on logistics for events: making sure the sound is set up, figuring out what a stage will look like, etc. During the 2008 campaign, Obama put on grandiose events, some of which were criticized because of their size, and the inauguration was one of the largest in U.S. history. The advance team is key to making sure the events run smoothly.