From programme item to show day

What this is about

This journey follows a programme item from planning until after show day. First the team sets stage, time and running order and prepares the briefing with the moderator, then the control room takes over in Produce mode, and finally photos and recordings land on the programme item. This page shows you who acts in which step and points to the matching help pages for the details. An overview with graphics is on the page From programme item to show day.

Who is involved

Role	What they do in this journey	More
Producer	Sets stages, time and team, switches on the moderation briefing and offers briefing calls.	Producer
Programme Organiser	Plans format and agenda, requests the moderator, books the briefing call and submits the briefing.	Programme Organiser
Moderator	Accepts the request, fills in the briefing and sorts out questions in comments.	Moderator
Director	Follows the day across all stages, takes things live when needed and uploads photos and videos afterwards.	Director
Operator	Takes the programme item live, keeps an eye on the remaining time and uploads photos and videos afterwards.	Operator

Step by step

Set stage, time and team

Who: Producer. The Programme Organiser takes over after that.

1. Under Stages you create the places, with a colour and, if needed, a Zoom room and the notes for interpreters and virtual participants. Only Producers see this page.
2. Create the programme item and drag it onto a stage and a time on the Calendar. Producers set date, stage, type and department.
3. Under Settings → Programme rules every format gets a photo and a technical description.
4. With “Manage team…” at the top of the programme page you bring the person who looks after the programme item into the team. They become Programme Organiser and see only this item.

More on the pages Producer and Programme and Calendar.

Plan the running order

Who: Programme Organiser.

1. In the Formats box you choose the format. If the programme item differs from it, note that under Additional requirements, for example “only four chairs”. The control room sees the field; it is never published.
2. In the Agenda you build the running order with “Add agenda point”: duration, speakers and, if needed, Slido. The bar at the top warns you when the agenda runs longer than the programme item.
3. Leave private notes for the control room on the agenda point. They appear in the control-room view and in the moderation briefing, never on the website.
4. Once one of the speakers, organisations, agenda or interpretation boxes is fully planned, you lock it with “Done”.

More on the page Programme and Calendar.

Request a moderator

Who: Programme Organiser or Producer. The moderator replies.

1. Assign the person in the Speakers box with the function Moderator. If their profile requires a moderation briefing, iveo sends them a request instead of assigning them directly.
2. Write a reason under “Why this person?” and click “Send request”.
3. The moderator gets an email and replies on the Moderation requests page with “Accept” or “Decline”. Until they accept, they show as “Unconfirmed” on the programme item.
4. If a Producer has offered briefing calls, you book a free slot in the “Briefing call” card on the briefing page once the moderator has accepted. There is one call per programme item.

More on the pages Moderator and Programme and Calendar.

Fill in and submit the briefing

Who: the moderator. The programme team submits.

1. If the briefing is switched on in the event and a person with a briefing requirement is on the programme item, a briefing card appears there.
2. As Programme Organiser you choose a briefing contact from the programme team or add a new person.
3. Once they have accepted, the moderator fills in the briefing and drags the people into their seating order under “Order on stage”.
4. You sort out questions with comments directly on the box in question. New comments arrive by bell and email.
5. Once every required question has an answer, you click “Submit briefing”. Every submission saves a version (V1, V2, …), and the moderator hears about it by bell and email.

More on the pages Programme and Calendar and Moderator.

Prepare show day

Who: Director and Operator.

1. Go through the programme items in Plan mode under Programme: time, stage, people, agenda and the additional requirements for the format. You only read them.
2. Check that the presentations are there. Speakers upload them in advance, and they appear in the programme item’s agenda. There are no USB sticks on site.
3. Put files for the control room, such as intros or video clips, on the programme page in the “Production (internal)” card. Speakers do not see them.
4. In Produce mode, the Live view shows the next programme item per stage in the Preview: the running order with photo, role and allotted speaking time, the agenda points and the notes for the control room.

More on the pages Director and Producing on show day.

Take the programme item live

Who: Operator. The Director follows it in their day overview.

1. Switch to Produce at the top of the sidebar and choose the stage in Live.
2. “Go Live” takes the programme item from the preview live; “Stop” ends the switch.
3. The screens at the venue and the event website follow without reloading.
4. In the Director view the control room sees at the top what is live on each stage and, below it, the day across all stages.
5. If a livestream is switched on for the programme item, you start it from the preview with the “YouTube” chip.

More on the pages Operator and Producing on show day.

Keep an eye on the time

Who: Operator.

1. The header of the Live view shows the remaining time of the running programme item.
2. If it runs longer than planned, it says “Overrun”.
3. Next to it are the event’s time and a second clock, set to Berlin by default. Another city applies only to you on this device.
4. If planning boxes on a programme item are still open, the view names them.

More on the page Producing on show day.

Upload media and settle AI consent

Who: Operator and Director. The programme team takes over after that.

1. Open the programme item and, in the Media assets card, the “Recordings & media” tab.
2. Upload photos as JPEG or PNG and enter photographer and usage rights once for all photos. You upload videos as MP4 or MOV; the livestream recordings sit next to them, per language.
3. Organisers, Programme Organisers and moderators see photos and videos and download them. Speakers see those of their own programme items.
4. The “Transcript” tab shows how many speakers have agreed to the AI analysis. Producers or the programme item’s organisers collect missing consent there and can unlock AI use with “Activate AI use” once at least one speaker has agreed. Once every confirmed speaker has agreed, that happens automatically.
5. Recording and transcription of programme items are still in preparation. Once they are available, the AI analysis follows from them; until then there is neither a transcript nor an AI version. More in the section Recording & transcription (coming soon).

More on the pages Programme and Calendar and AI & transcription.

Where things get stuck

• The briefing card is missing on the programme item. The briefing is off per event until a Producer or a person with the role Moderator sets it up under Settings → Moderation briefing: first “Create catalogue from template”, then turn on the switch. After that the card only appears on programme items with a person who has a briefing requirement.
• The briefing is filled in but never submitted. The moderator cannot submit. Producers and the programme item’s organisers click “Submit briefing”, and only once every required question has an answer.
• The briefing call cannot be booked. Booking only works once a Producer offers briefing calls and releases them with “Booking open”, and only after the moderator has accepted. Until then the slots say “Can be booked once the moderator has accepted.”
• After the deadline the briefing is locked. For organisers the form is then read-only. Producers keep editing, and so does a person with the role Moderator on the programme items they moderate themselves; everyone can still comment.
• Nothing can be corrected in Produce mode. Content is read-only there. A Producer or the Programme Organiser changes titles, times or people in Plan mode; the change appears straight away in Live and Director.
• The screen at the venue stays empty. Check whether the right stage was selected in Live. If the screen shows a 404 page, the device is not logged in or is logged in with an account that is not a member of the event.
• “Activate AI use” does not work. That is only possible once at least one speaker has agreed. Only the Producer and the item’s organisers can activate it.

Frequently asked questions

Who has access to Produce mode? 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 for show day: Live, Director, Screen Graphics, Lower thirds, “Go Live”, the YouTube control and uploading photos and videos. Who takes what, you decide in the team.

Is every moderator sent a request? No. iveo only sends a request to people whose profile requires a moderation briefing. For everyone else, the function Moderator assigns the role directly.

Does the control room see the notes from the agenda? Yes. Private notes on an agenda point appear in the preview of the Live view and in the moderation briefing, never on the website. The control room also sees the additional requirements for the format.