📖 Case Study
You’re planning an event with your team as an agency or organiser. Requests from individuals and organisations wishing to participate in your event are growing daily. It’s a balancing act between client or sponsor wishes, scheduling, and the fair distribution of content and topics. You work with Excel or Google Sheets and organise your programme using tables and workbooks.
🙄 Problem Description
The larger your event, the more complex the selection of the right content, planning, and organisation of your programmes can become. Even a dozen programmes can lead to important information being lost or essential details from your email communication with speakers, organisations, or clients being incorrectly copied into your Excel lists or folder structures.
Anyone who has planned an event knows what problems can arise. Examples:
- You receive too many emails with programme applications and need to keep track and make a selection of which people can be scheduled on which days.
- Programme content is changed multiple times by the speakers and sent to you via email two or three times over.
- Speakers are replaced or profile pictures for the website are updated a second time.
- Presentations or films are updated and sent via WeTransfer. However, the link expires tomorrow.
- The programme content in your Excel list doesn’t match the current version in your programme or on the event website.
- You’re still missing important information for your programme or speakers, and the emails somehow never reached you.
- The times are missing from your Excel list, and it’s unclear why and by whom they were changed.
⛈️ Impact
The consequences are clear: misunderstandings within the team, outdated information that can lead to embarrassing errors on the event day, and an enormous stress level for you and your team. Instead of focusing on the bigger picture, you spend your time on tedious administrative work. This not only hinders productivity but also jeopardises the smooth running of your event and, consequently, the satisfaction of your clients, participants on stage, and your audience.
🧠 Solution with iveo
This is where iveo comes in. With iveo, this chaos in event planning is a thing of the past. Imagine working collaboratively and in real-time on your event programme, your stages, and speaker profiles – all in one central place. Stronger together in event management: changes are immediately visible – to everyone on the team.
With iveo, you can specifically delegate individual programme items to team members or external organisers. This way, you delegate responsibility and save valuable time. No more unnecessary emails or calls.
This saves valuable time and avoids unnecessary email chains or constant calls.
You can find more information on iveo roles under Features
Everyone only sees what they need to see – and can work on it directly. No more manual reconciliations, no copy-pasting from Excel spreadsheets, no more uncertainties. Changes are immediately visible, drastically minimising the potential for errors. This not only relieves you as an event manager but also ensures transparent, efficient, and reliable collaboration with your clients. You regain valuable time that you can use for what truly matters: creating an unforgettable event.
You can delegate the following functions and solutions with iveo:
- Form requests for programme applications and potential participants
- Programme titles, description texts, topics, and programme images
- Speaker profiles with names, biographies, profile picture, functions for lower thirds, speaker organisation
- Creation of an agenda, notes for the production team, and file upload for presentations, films, and images
- Editing of organisations, organisation types, website, and logo
- Publication of programmes, speakers, organisations directly on the event website
- Automatically generated social media graphics for your programme
- Multilingual functions