From submission to the website
In iveo a submission becomes a published programme item without anything being copied across: submitters send their contribution without an account, the Producer reviews, schedules and promotes it, and the Programme Organiser maintains it with the speakers and takes it onto the event website.
- Submitter
- Producer
- Programme Organiser
- Speaker
Who takes over when
Each row is one role, each column one step. The arrows show where the work moves on to the next role.
- Submit
- Submitter, responsible
hands over to Producer
- Review
- Producer, responsible
- Schedule
- Producer, responsible
- Promote
- Producer, responsible
hands over to Programme Organiser
- Maintain
- Programme Organiser, responsible
hands over to Speaker
- Supply
- Speaker, responsible
hands over to Programme Organiser
- Publish
- Programme Organiser, responsible
- Producer
Step 1 Submit
Submit a contribution
- Submitter
hands over to Producer
Anyone who wants to submit needs no account: a link to the form is enough. Once they confirm their email address, the contribution is formally received. A personal link lets them keep editing it for as long as it is in review.
Step 2 Review
Review and decide
Every contribution lands in a review list that you put together with your own columns, filters and internal notes. If something is missing, you request completion for several at once, and each selected submission gets its edit link by email. You accept the contributions that fit, which puts them on "In review"; a decline goes to the submitter by email, with a reason.
Step 3 Schedule
Schedule it on the calendar
You drag contributions on "In review" onto a stage and a time on the calendar, after which they are on "Tentative". For many contributions at once there is auto-assign, backed by an availability overview. Contributions marked as a group land on the same slot together with a single drag.
Step 4 Promote
Promote it to the programme
hands over to Programme Organiser
Once a contribution has its slot, you promote it to a programme item, along with its people, organisations and topics. Anyone already in the event is linked instead of being created twice. You can invite the submitter as Programme Organiser in the same step, and they land straight on their programme item.
Step 5 Maintain
Maintain the programme item
hands over to Speaker
As Programme Organiser you maintain the title, description, topics and format of your programme item and build the agenda with durations and speakers. You assign speakers or invite them by email so they add their photo and bio themselves. Date and stage stay with the Producer.
Step 6 Supply
Supply profile and presentation
hands over to Programme Organiser
Invited speakers land on "My appearance". There they add their photo and bio for the event website, upload their presentation and, if asked, answer the question about AI analysis. Their files then appear in the agenda with their name and date.
Step 7 Publish
Publish on the website
The Producer publishes the event and the website. After that, the Programme Organiser takes their programme item online themselves, from the set date if a publishing date is in place. Only speakers entered as confirmed appear on the website.
Without iveo
On its way into the programme, a contribution changes tools several times: it arrives through a form tool, gets assessed in a spreadsheet, is copied into the schedule by hand and is finally entered on the website once more. Someone collects speakers’ bios and slides by email, and every change has to be carried over in several places.
With iveo
The contribution stays in one system from the form to the website, with nothing copied across by hand. With each step it moves to the role that needs it at that moment: the Producer decides and schedules, the submitter maintains their programme item as Programme Organiser, and speakers supply their profile and presentation directly in iveo. Only what is published reaches the website, with the speakers entered as confirmed.
Frequently asked questions
More questions? Get in touch or start straight away in iveo.
Do submitters need an iveo account?
No. The form is reached through a link, and nobody needs an account. Submitters only confirm their email address and edit their contribution through a personal link for as long as it is in review.
What does the submitter see once their contribution has been promoted?
If you invite them as Programme Organiser when promoting it, they land straight on their programme item and maintain it themselves. They do not see other programme items, the calendar or the other submissions.
Setting up this journey?
The guide walks through each step in detail and shows how to set it up in iveo.
Try this journey on your own event
Create your event, invite your team and give everyone the role that fits their job.