Strong together in event management

📖 Case Study

You are planning an event with your team as an agency or organizer. The inquiries from involved people and organizations who want to participate in your event are growing daily. It is a balancing act between customer or sponsor requests, time planning and the fair distribution of content and topics. You work with Excel or Google Sheets and organize your program using tables and workbooks.

🙄 problem description

The bigger your event is, the more complex it can be to choose the right content, plan and organize your programs. Just a dozen programs can result in important information being lost or essential information from your email communication with speakers, organizations or customers being incorrectly copied into your Excel lists or folder structures.

Anyone who has ever planned an event knows what problems can arise. examples:

• You're getting too many emails with Program applications and must keep track and make a selection on which days which people can be planned.
• Program content are changed several times by the speakers and sent to you twice and three times via email.
• Speakers are replaced or profile pictures for the website are updated a second time.
• presentations or movies are updated and sent via Wetransfer. But the link expires tomorrow.
• Die Program content Your Excel list doesn't match the current version in your program or on the event website agree.
• You are still missing important information for your program or speakers and the emails somehow never reached you.
• The times are missing from your Excel list and it is not clear why and by whom they were changed.

⛈️ Effects

The consequences are clear: misunderstandings within the team, outdated information that can lead to embarrassing mistakes on the day of the event, and an enormous level of stress for you and your team. Instead of focusing on the big picture, spend your time doing annoying administrative work. This not only slows down productivity, but also jeopardizes the smooth running of your event and thus the satisfaction of your customers, participants on stage and your audience.

🧠 Solution using iveo

Here comes Iveo into the game. Heard with iveo this chaos during event planning in the past. Imagine yourself working together and in real time on your event program, your stages and the Speaker profiles — and all in one central location. Changes are immediately visible — for everyone on the team.

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With the help of iveo Can you individual Program items purposefully at teammates or external organizers delegate. In this way, you transfer responsibility and save valuable time. No more unnecessary emails or phone calls.

This saves valuable time and avoids unnecessary email loops or constant phone calls.

You can find more information about the iveo roles Can you find at functions

So everyone only sees what they need to see — and can work on it directly. No manual adjustments, no copy-paste from Excel spreadsheets, no more uncertainties. Changes are immediately visible and the potential for errors is drastically minimized. that Not only does it relieve yourself as an event manager, but also ensures a transparent, efficient and reliable Collaborate with your customers. You get back valuable time that you can use for the essentials: creating an unforgettable event.

You can delegate the following functions and solutions with iveo:

• Form queries from program applications and potential participants
• Program titles, descriptive texts, topics and program images
• Speaker profiles with names, biographies, profile picture, features for belly bands, speaker organization
• Preparation of an agenda, instructions for directors and file upload for presentations, films and pictures
• Editing of organizations, organization types, website and logo
• release from programs, speakers, organizations directly to the event website
• Automatically generated social media graphics for your program
• Multi-language features

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