Producer

Your role at a glance

As a Producer you are responsible for a whole event. You are the most senior role on the customer side: within the event you may edit and publish everything, connect your own domain, merge duplicate entries and create sub-events. You decide who works on the team and in which role.

The role usually goes to the event lead, the project lead or the production lead. An event can have several Producers.

How the role fits into the course of an event is shown, with graphics, on the page Producer in iveo.

Getting started

You become a Producer in one of two ways: either you create your event yourself, as described on the page Create an event, or another Producer invites you with this role.

1. You accept an invitation in the lobby or via the link in the email. Only then do you see the event.
2. If the event has a code of conduct, you read it to the end the first time you open the event and accept it. This applies to every role, Producers included.
3. The event sidebar shows you all areas, including Stages, Programme, Calendar, Speakers, Organisations, Submissions, Inbox and Website. Guests is added as soon as you switch on guest management. Settings takes you to the team, the code of conduct, publishing and the other event settings.

What you typically do

Setting up the event

1. In the lobby, use “Create event” to set the name, time zone, date range and daily time window.
2. In the setup wizard, start with an import of your running order, with placeholders or blank.
3. Under Stages, create the venues, each with a colour and, if needed, a Zoom room and the notes for interpreters and virtual participants.
4. Create programme items and drag them onto a stage and a time in the Calendar.

More on the pages Create an event and Programme and Calendar.

Inviting the team

1. Under Settings → Team you invite people by email and assign their role as you do so.
2. You assign external partners on the programme item, not on the Team page: “Manage team…” at the top of the programme page brings them into the team of that one programme item. They become Programme Organisers and see only that item.
3. On the Team page you resend or revoke pending invitations. Anyone who is no longer involved is archived there with “Archive member”; the person loses access immediately.
4. Under Settings → Code of conduct you publish a code if needed, which every member accepts before seeing the event.

More on the pages Roles and permissions and Code of conduct for your event.

Reviewing and accepting submissions

1. For your call for sessions, set up the form with your own questions and a submission deadline.
2. Sift, sort and assess what comes in in the list under Submissions.
3. Accept contributions or decline them with a reason.
4. Move accepted submissions into the programme. In the same step you invite the person who submitted as a Programme Organiser; the option is switched on by default.

More on the page Submissions and calls for sessions.

Publishing the website and programme

1. Under Website, design the template, branding and home page.
2. If needed, set a date under Settings → Publishing from which programme items can be published. Until then only Producers publish.
3. Publish the event. Only then can individual programme items, people and organisations be released.
4. If needed, connect your own domain.

More on the pages The public event website, Connecting your own domain and Programme and Calendar.

Setting up guests and registration

1. Switch on guest management in the guest settings. Only then does Guests appear in the sidebar.
2. Decide whether and how visitors register themselves: mode, number of attendees, registration deadline, double opt-in and consent text.
3. Hand the guest list over to a Guest Manager and share the public registration URL.

More on the page Guests and registration.

Show day and follow-up

1. On show day, switch to Produce mode. There you take stages live and start the YouTube livestream.
2. Put the graphics for projector, foyer and stream full-screen on the screens at the venue.
3. After the programme item, upload photos and videos in the Media assets card.
4. If the event is to continue as a series, start the next edition in the event settings, in the “Series” card, with “Start next edition”.

More on the pages Producing on show day and Screens at the venue.

What you do not see, and who to ask

As a Producer you see everything in your event. A few things still do not rest with you:

• Other events. Your role applies only in this event. In another event you can have an entirely different role.
• Profiles with their own iveo account. A profile linked to a person’s account is maintained by that person. You can edit it only if you created the entry or invited the person.
• Speakers’ AI consent. You request it. If someone agreed by email or in conversation, you record that in the pop-up for the person; only the person themselves can change their own decision. More on the page AI & transcription.
• Other people’s direct messages. Only the two people involved see a direct message.
• Changes in Produce mode. On show day, content there is read-only. You make programme changes in planning.

Questions about the app are answered by the iveo team: at the very top of the messages window at the bottom right is “iveo Support”. If you need a role cut differently from the default, talk to us. Permissions can be adjusted per event.

Working with other roles

• Programme Organisers: You assign them programme items via the programme item’s team, or they join when their submission is moved into the programme. They maintain their own items and publish them as soon as the event is online and a publishing date you have set has been reached. You publish the event and the website.
• Editor: You create stages, schedule and programme items. The Editor then maintains texts, people and organisations and releases individual content.
• Guest Manager: You switch on guest management and set up registration. The Guest Manager maintains the guest list.
• Director and Operator: On show day they take over stages, schedule and running order, take stages live and run the livestream. More on the page Producing on show day.
• Moderator: You request moderation on the programme item. They accept on the Moderation requests page and then fill in the moderation briefing.
• Speaker: You invite speakers and request their AI consent. They maintain their profile and upload their presentations on My appearance.

In these journeys

The journey pages follow a submission, a programme item or a speaker step by step across every role involved, including the places where things typically get stuck.

• From submission to the website: You set up the form, review and decide, schedule on the calendar, promote to the programme and publish event and website.
• From programme item to show day: You set stages, time and team, switch on the moderation briefing and offer briefing calls.
• From invitation to the stage: You publish event and website. When needed, you invite and confirm speakers yourself.

Frequently asked questions

Can an event have several Producers? Yes. You invite further people with the Producer role. You cannot archive yourself or the last Producer of an event.

Why does an invited person not see the event yet? A role only takes effect once the person has accepted the invitation. Until then they see nothing, even if they already appear in the list on the Team page. You resend a pending invitation there.

Why can’t a Programme Organiser publish? There are three reasons: the event itself is not yet published, the publishing date has not yet been reached, or the person has not yet accepted the code of conduct.

How do I remove a person from the event? You archive team members on the Team page; “Restore” brings them back. You archive people in the directory as well; there is no permanent deletion there. More on the page Speakers.

Can I change a role’s permissions? The permissions of each role are preset and can be adjusted per event. Talk to us and we will go through it together. The overview is on the page Roles and permissions.