From programme item to show day
In iveo a programme item stays in one system from planning until after show day: the Producer sets stage, time and team, the Programme Organiser plans the running order and the moderation, the moderator fills in their briefing, and on show day the Operator and Director take it live.
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.
- Set-up
- Producer, responsible
hands over to Programme Organiser
- Agenda
- Programme Organiser, responsible
- Moderation
- Programme Organiser, responsible
hands over to Moderator
- Briefing
- Moderator, responsible
hands over to Programme Organiser
- Prepare
- Live
- Operator, responsible
hands over to Director
- Time
- Operator, responsible
- Follow-up
hands over to Programme Organiser
Step 1 Set-up
Set stage, time and team
hands over to Programme Organiser
As Producer you create the stages and drag the programme item onto a stage and a time on the calendar. In the programme rules, every format gets a photo and a technical description. With "Manage team…" you bring the person who looks after the programme item into the team: they become Programme Organiser and see only this item.
Step 2 Agenda
Plan the running order
As Programme Organiser you choose the format; anything that differs from it, such as "only four chairs", goes under "Additional requirements". In the agenda you build the running order with durations and speakers and leave private notes for the control room, which never appear on the website. If the agenda runs longer than the programme item, iveo warns you.
Step 3 Moderation
Request a moderator
hands over to Moderator
If a person's profile requires a moderation briefing, you send them a request instead of assigning them directly, with a short reason under "Why this person?". They get an email and reply on the "Moderation requests" page with "Accept" or "Decline". If the Producer has offered briefing calls, you book a free slot for the call once they accept.
Step 4 Briefing
Fill in and submit the briefing
hands over to Programme Organiser
Once they have accepted, the moderator fills in the briefing and sets the order on stage; the team sorts out questions with comments on the box in question. They cannot submit it themselves: once every required question has an answer, the Producer or the programme item's organisers submit the briefing. Every submission saves a version of its own.
Step 5 Prepare
Prepare show day
Director and Operator go through each programme item's time, stage, people, agenda and additional requirements in advance and check that the presentations are in the agenda. Files of their own, such as intros, go in the "Production (internal)" card. In Produce mode the preview shows the next programme item per stage, with running order, agenda points and notes for the control room.
Step 6 Live
Take the programme item live
In Produce mode the Operator chooses the stage and takes the programme item live from the preview with "Go Live". The screens at the venue and the event website follow without reloading. In their view the Director sees what is live on each stage right now and, below it, the day across all stages.
Step 7 Time
Keep an eye on the time
The header of the live view shows the remaining time of the running programme item; if it runs longer than planned, it says "Overrun". Next to it are the event's time and a second clock, set to Berlin by default; another city applies only on your own device. If planning boxes on a programme item are still open, the view names them.
Step 8 Follow-up
Upload media and settle AI consent
hands over to Programme Organiser
After the appearance, the Operator or Director uploads photos and videos to the programme item, next to the livestream recordings per language. In the "Transcript" tab the programme team collects the speakers' AI consent and unlocks AI use once at least one speaker has agreed. The analysis itself follows once recording and transcription are available.
Without iveo
Until a programme item is on stage, the work is spread across many places: the schedule sits in a spreadsheet, the agenda in a document, the moderation briefing comes back as a form by email, and the control room ends up with a printed running order. If a time or a person changes shortly before, the control room is often the last to know. Photos and recordings then land in a folder that someone has to track down again.
With iveo
The programme item stays in one system from planning until after show day. The Programme Organiser plans the running order and the moderation where the Producer set stage and time, the moderator fills in their briefing on the same programme item, and the control room sees exactly that state in Produce mode. Changes made in Plan mode appear in the live view straight away. After show day, photos, videos and the livestream recordings sit on the programme item, together with the status of the speakers’ AI consent.
Frequently asked questions
More questions? Get in touch or start straight away in iveo.
Who works in Produce mode on show day?
Producer, Director, Operator and Moderator. Organisers and Editors deliberately have no access there: they plan, they do not run a show.
What is the difference between Director and Operator?
By default both have the same tools on show day, from "Go Live" and the YouTube control to uploading photos and videos. Who takes what is up to the team.
Can the moderator submit their briefing themselves?
No. The moderator fills in the briefing; the Producer and the programme item's organisers can submit it once every required question has an answer. Every submission saves a version of its own, and the moderator hears about it by bell and email.
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.