From invitation to the stage

What this is about

This journey follows a person from the invitation to a programme item onto the stage and beyond. The programme team invites and confirms, the speaker supplies profile and presentation themselves, and on show day everything is already waiting in iveo. 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 invitation to the stage.

Who is involved

Role	What they do in this journey	More
Programme Organiser	Assigns speakers to the programme item or invites them, sets them to “Confirmed”, requests their AI consent and publishes the programme item.	Programme Organiser
Speaker	Accepts the invitation, maintains the profile, uploads the presentation and answers the question about AI analysis.	Speaker
Producer	Publishes event and website. Invites and confirms speakers themselves when needed.	Producer
Operator	Takes the programme item live on show day; the presentation is then ready in the agenda.	Operator

Step by step

Invite a speaker

Who: Programme Organiser or Producer.

1. Open the programme item and click “Add Speaker” in the Speakers box. You assign people who already exist in the event directly.
2. If the person does not exist yet, you create them from the search. With “Let the person enter their own details” an email address is enough.
3. “Invite” creates the person and sends them the invitation. That gives them the Speaker role in this event.
4. The invitation also contains the question about AI analysis, unless the programme item is set to “Don’t use AI for this programme”. The person answers through the link in it, without logging in.
5. While the invitation is still open, you remind them with “Remind about invitation” in the row’s ⋮ menu, at the earliest every 24 hours.

More on the pages Programme and Calendar and Speakers.

Accept the invitation

Who: Speaker.

1. The person accepts the invitation through the link in the email or in the lobby with “Accept”. Until then they see nothing of the event.
2. If the event requires a code of conduct, they read it to the end and accept it.
3. When they open the event, they land directly on My appearance. On the first visit, a short intro in three steps takes them through the page.
4. The sidebar shows My appearance and My profile. They read the programme page through “View full programme”, without editing it.

More on the pages My appearance for speakers and Speaker.

Maintain the profile

Who: Speaker.

1. On My appearance the profile is the first task. If a photo or a bio is missing, the person fills it in straight away with “+ Photo” or “+ Bio”.
2. Under My profile they maintain photo, title, name, job title, short bio, languages, social media links and their organisations.
3. In the “Public profile” section they decide whether photo and short bio appear on the event website.
4. The event team sees changes straight away. The profile only goes online once the team publishes it.

More on the page Your speaker profile.

Supply presentation and AI answer

Who: Speaker. The files reach the Programme Organiser.

1. In the programme’s card on My appearance, under “Presentation (optional)”, there is one row with “Upload” for each of their own agenda items; without an agenda item of their own, a row “For the programme”.
2. PDF, PowerPoint, Word, Excel, images and videos are allowed, up to 2 GB per file. There are no USB sticks on site; everything has to be in iveo beforehand.
3. Without slides, the person chooses “I have no presentation”. The team then sees “No presentation” on their entry.
4. They answer the question about AI analysis through the link in the email or on My appearance with “Allow AI” or “Decline AI”. The question appears there once they are confirmed and one of their programmes can be analysed with AI. The choice applies to all their programmes in the event.
5. Their files then appear in the programme item’s agenda, with the name and the date of the upload.

More on the pages Uploading presentations and AI & transcription.

Confirm participation

Who: Programme Organiser or Producer.

1. Once the person has said yes, you set them from “Unconfirmed” to “Confirmed” in the Speakers box, directly in the row or in the edit dialogue.
2. iveo asks “Send calendar invitation?”. With “Send” the person gets an invitation to the programme item with time, stage and event venue.
3. On My appearance their programme card then carries the “Confirmed” chip.
4. In the “Transcript” tab of the Media assets card, “Collect consent” opens the list of confirmed speakers. From there you send the request for AI analysis or remind people one by one.

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

Publish the profile

Who: Producer. The Programme Organiser publishes the programme item too.

1. The Producer publishes the event. Before that, neither a programme item nor a person can be published.
2. When you publish the programme item, its confirmed speakers go online with it if they are new or have changed. Producers and Editors also publish a person individually with the button on their detail page.
3. A speaker only appears on the website if they are entered as “Confirmed” on at least one published programme item. Otherwise they are missing from the speaker overview and from the search.
4. Photo and short bio only appear if the person has released them. Hiding takes effect immediately, showing them again only with the next publish.
5. Once the website is online, the person sees their profile on My appearance in the website’s look. The “Live” marker means: it is published.

More on the pages The public event website and Speakers.

Appear on stage

Who: Operator. The control room runs the programme item.

1. The presentation is ready in the programme item’s agenda, with the name and the date of the upload. Director and Operator find it there before show day.
2. On My appearance the person sees time, stage, “Your slot” and the schedule with their own agenda items. “For your information” names the on-site contact.
3. If they take part virtually, the team can email them the Zoom dial-in and the stage’s notes.
4. On show day the Operator takes the programme item live in Live with “Go Live”. The running order shows the people speaking with photo, role and allotted speaking time.

More on the pages Producing on show day and My appearance for speakers.

View photos and videos

Who: Speaker.

1. After the programme item, the Producer, Operator or Director uploads photos and videos in the Media assets card. Speakers see those of their own programme items.
2. The speaker changes their choice on AI analysis at any time under My profile in the “AI analysis” section. It applies to all their programmes in the event.
3. Recording and transcription of programme items are still in preparation. Once the AI analysis is available, it names speakers only with their consent; without consent their contribution stays unnamed. More in the section Recording & transcription (coming soon).

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

Where things get stuck

• The person sees nothing of the event. They have not accepted the invitation yet. If they have no iveo account yet, they carry the tag “Invited” in the people lists until then. Remind them with “Remind about invitation”, at the earliest every 24 hours.
• A speaker is missing from the website. They are still on “Unconfirmed” on the programme item, or no programme item with them is published. If you confirmed them on a programme item that is already published, they only appear with the next publish.
• A speaker is missing under “Collect consent”. The list only shows confirmed speakers, and a person only gets the AI question on My appearance once they are confirmed. If the programme item is set to “Don’t use AI for this programme”, iveo does not ask the question at all.
• A repeated AI request does not go out. The same person can be asked again after 24 hours at the earliest. iveo never writes to placeholder addresses.
• The profile is saved but not online. Saving publishes nothing. The profile goes online when the team publishes the programme item or the profile; a photo shown again also only appears then.
• The wrong file is uploaded. Speakers cannot delete their files themselves. The person uploads the right version and tells the team which file can go; the team does the deleting.

Frequently asked questions

Who can invite speakers? Producers and, on their own programme items, Organisers and Programme Organisers.

Does a speaker have to agree to the AI analysis? No. Without consent, an AI analysis does not name them once it exists; recording and transcription are still in preparation. The choice applies per event to all their programmes and can be changed at any time.

Can the team record consent on a speaker’s behalf? Yes, if the person agreed by email or in conversation: in the pop-up under “Collect consent”, confirmed with a checkbox. The person gets a short information email and can change their decision. A person’s own decision can only be changed by them.

What does a speaker see in iveo? “My appearance” and “My profile”. They read the full programme page through “View full programme”, without editing it. Other programme items, people or organisations are not part of their role.