From invitation to the stage
In iveo speakers supply their profile and presentation themselves: the Programme Organiser invites them on the programme item, they maintain photo, bio and slides on "My appearance", and once confirmed and published they appear on the event website. On show day their presentation is already waiting in the agenda.
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.
- Invite
- Programme Organiser, responsible
hands over to Speaker
- Accept
- Speaker, responsible
- Profile
- Speaker, responsible
- Materials
- Speaker, responsible
hands over to Programme Organiser
- Confirm
- Programme Organiser, responsible
- Online
- Producer, responsible
- Programme Organiser
- Stage
- Operator, responsible
- Afterwards
- Speaker, responsible
Step 1 Invite
Invite a speaker
hands over to Speaker
As Programme Organiser you assign speakers who are already in the event to the programme item, or create new ones; an email address is enough for that. "Invite" sends the invitation and gives the person the Speaker role in this event. The invitation also contains the question about AI analysis, which they answer without logging in, unless the programme item is set not to use AI.
Step 2 Accept
Accept the invitation
The speaker accepts the invitation through the link in the email or in the lobby; until then they see nothing of the event. After that they land directly on "My appearance", where a short intro takes them through the page. They can read the full page of their programme item, but not edit it.
Step 3 Profile
Maintain the profile
On "My appearance" the profile is the first task: the speaker enters photo, short bio, languages and social media links themselves. They also decide whether photo and short bio appear on the event website. The team sees every change straight away, but the profile only goes online once it is published.
Step 4 Materials
Supply presentation and AI answer
hands over to Programme Organiser
The speaker uploads their presentation to "My appearance" in advance, because there are no USB sticks on site; it then appears in the agenda with their name and date. Without slides, they choose "I have no presentation". They answer the question about AI analysis through the link in the email or, once they are confirmed, on "My appearance".
Step 5 Confirm
Confirm participation
Once the speaker has said yes, you set them from "Unconfirmed" to "Confirmed" on the programme item, and iveo offers to send them a calendar invitation with time, stage and event venue. Only confirmed speakers appear on the website. The request for AI consent under "Collect consent" also goes only to confirmed speakers.
Step 6 Online
Publish the profile
First the Producer publishes the event. When a programme item is published after that, by the Programme Organiser or the Producer, its confirmed speakers go online with it. A speaker only appears on the website if they are confirmed on at least one published programme item, and photo and short bio only if they have released them.
Step 7 Stage
Appear on stage
Before show day, Director and Operator find the presentation in the programme item's agenda, and the speaker sees time, stage, their slot and the on-site contact on "My appearance". On show day the Operator takes the programme item live with "Go Live". The running order shows the people speaking with photo, role and allotted speaking time.
Step 8 Afterwards
View photos and videos
After the appearance, the Producer, Operator or Director uploads photos and videos to the programme item, and the speaker sees those of their own programme items. They can change their choice on AI analysis at any time under "My profile". Once recording and transcription are available, the analysis names speakers only with their consent.
Without iveo
Speaker details arrive by many routes: the photo by email, the bio from an old programme booklet, the slides on a USB stick shortly before the appearance. Someone in the team copies everything by hand onto the website and into the control room’s running order, chases missing details one by one and keeps track of who has already said yes. When a speaker changes something, the catching up starts all over again.
With iveo
The speaker maintains their profile and presentation themselves, directly on the programme item they are invited to. The programme team sees every change straight away, confirms participation and decides by publishing when the speaker appears on the event website. On show day the presentation is ready in the agenda, and the speaker has already decided for themselves whether they are named in a later AI analysis.
Frequently asked questions
More questions? Get in touch or start straight away in iveo.
Who can invite speakers?
The Producer and, on their own programme items, Organisers and Programme Organisers. For a new person an email address is enough; they enter their details themselves afterwards.
Why is a speaker missing from the event website?
Usually they are still on "Unconfirmed" on the programme item, or no programme item with them is published. Anyone confirmed on a programme item that is already published only appears with the next publish.
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.