Programme Organiser

Your role at a glance

Organisers and Programme Organisers have exactly the same permissions. Everything on this page applies to both roles.

You look after the programme items whose team you are in. There you maintain everything yourself: texts, speakers, organisations, agenda and topics, and you publish your items. You do not see the event’s other programme items.

The role is the typical case for external partners who run a session of their own, and for people whose submission has been moved into the programme. An overview of the course of events, with graphics, is on the page Programme Organiser in iveo.

Getting started

You get the role through a programme item: a Producer brings you into the team of that programme item, or you are invited when your submission is moved into the programme. The invitation arrives by email with an access link or sits as a pending invitation in your lobby. A membership without an assignment to a programme item shows you nothing, and that goes for Organisers too.

1. Accept the invitation, via the link in the email or in the lobby. Until you do, you see nothing, not even your own programme item. If you come in through a submission, you land directly on your programme item afterwards.
2. If the event requires a code of conduct, you read it to the end and accept it.
3. In the sidebar your programme items appear under My programme, each with the organisations involved, the number and the date and time in the event’s time zone. A click opens the programme page.

The search at the top of the header shows only your own programme items. In the messages window you find the teams of your programme items.

What you typically do

Maintaining your programme item

1. Open the programme item under My programme.
2. Click “Edit” on a box and save with the bar at the bottom. Whatever others save on the same programme item appears straight away in the box in question.
3. In Programme details you maintain title, subtitle, topics and description, plus the thumbnail.
4. In the Formats box you choose the format. If your programme item differs from it, note that under Additional requirements.
5. Once one of the boxes Speakers, Organisations, Agenda or Interpretation is fully planned, you lock it with “Done”.

More on the page Programme and Calendar.

Bringing in speakers and moderation

1. With “Add Speaker” in the Speakers box, you assign people who already exist in the event.
2. If the person does not exist yet, you create them straight from the search. With “Let the person enter their own details” an email address is enough, and “Invite” sends them an invitation so they maintain photo, bio and the rest themselves.
3. Set people to “Confirmed” as soon as they have agreed. Only confirmed people appear on the event website. iveo offers to send a calendar invitation for the programme item.
4. If you choose the Moderator function for a person with a briefing requirement, iveo sends them a request. You write why you want this person.
5. In the “Transcript” tab of the Media assets card, you collect your speakers’ AI consent.

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

Agenda and materials

1. In the Agenda, use “Add agenda point” to set up the running order, with duration, speakers and, if needed, Slido.
2. Drag materials into the agenda point’s drop zone. External people without an account get upload links.
3. Leave private notes for the director. They also appear in the moderation briefing, never on the website.
4. Speakers upload their presentations themselves. They then appear in your agenda; only the team can delete them.

More on the pages Programme and Calendar and Uploading presentations.

Moderation briefing and briefing call

1. If the briefing is switched on in the event, a briefing card appears on your programme item as soon as a person with a briefing requirement is on it.
2. As briefing contact, choose someone from the programme team or add a new person.
3. If a Producer has offered briefing calls, you book a free slot in the “Briefing call” card once the moderator has accepted.
4. Once the moderator has filled in their answers, you submit the briefing with “Submit briefing”; every submission saves a version. After the deadline the form is read-only for you; you can still comment.

More on the page Programme and Calendar.

Publishing

1. Check whether the event itself is already online. Until then no programme item can be published.
2. If a publishing date is set, a banner counts down at the top of the programme page. Until then only Producers publish. After that you update and publish your programme items yourself, any time.
3. If you have not yet accepted the event’s code of conduct, the dialogue shows it first.
4. The dialogue shows your programme item as it will appear on the website and highlights the changes. New or changed speakers and organisations go online with it, of the speakers only confirmed ones.
5. If a Producer has switched on the social media images, you download ready-made images in the Media assets card under the “Graphics” tab and, if needed, give them a design of their own with “Customise design”.

More on the pages The public event website and Code of conduct for your event.

What you do not see, and who to ask

Your permissions end at your programme items. That is deliberate: a partner organisation sees nothing of the other partners’ sessions and nothing of the host’s staff list.

• Other programme items, the calendar, submissions, the guest list and the member list you do not see. If you open an event-wide page directly, such as the speakers list, you land on your first programme item.
• Creating or deleting programme items you cannot do.
• Date and stage, type and department are set by a Producer. A format that the Producer has hidden for Organisers is also set only by them.
• Speakers’ email addresses only the Producer sees. You enter an address only as long as none is on file yet.
• The event’s host organisation you see, but you do not attach it to your programme item. A Producer or Editor does that.
• Videos and livestream are maintained by the Producer. Photos and videos on the programme item you see and download; Producers, Operators and Directors upload them.
• Website editor, Produce mode, Inbox and AI assistant are not part of your role.
• The “Moderation requests” page you see only if you yourself have been asked to moderate, and then only your own requests.

For everything outside your programme items, a Producer of the event is responsible, usually the person who invited you. Questions about the app are answered by the iveo team via “iveo Support” in the messages window. This page describes the role’s default; your event can have the permissions cut differently. The overview is on the page Roles and permissions.

Working with other roles

• Producer: They assign you programme items, set date and stage, set the publishing date and publish the event and website. You hand maintained programme items back and publish them yourself.
• Speaker: You invite them and request their AI consent. They maintain their profile and upload their presentations on My appearance; the files then appear in your agenda.
• Moderator: You request the moderation. Once they accept, they fill in the briefing, and you book the briefing call with them.
• Editor: They maintain people and organisations across the event and, if needed, enter the host organisation on your programme item. You can work on the same box at the same time; you decide a conflict right at the field.
• Director and Operator: They run the show on show day. Your private notes from the agenda appear in their control-room view, and they also see the additional requirements for the format. More on the page Producing on show day.

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: Once a submission is promoted, you maintain the programme item, bring in speakers and publish it. Often you are the person who submitted it.
• From programme item to show day: You plan format and agenda, request the moderator, book the briefing call and submit the briefing.
• From invitation to the stage: You assign speakers to your programme item or invite them, set them to “Confirmed”, request their AI consent and publish the programme item.

Frequently asked questions

What is the difference between Organiser and Programme Organiser? In permissions, none. Both work only on the programme items whose team they are in. Anyone who should help plan the whole event needs an event-wide role such as Producer or Editor.

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

I open a link to the speakers list and land on my programme item. Is that a mistake? No. Event-wide pages such as speakers, organisations, stages or the calendar do not exist for your role. iveo therefore takes you to your first programme item; you switch to the others via the sidebar.

Why do I see so little information when adding a person? The search in “Add Speaker” finds people across the whole event but shows only name, title, employer and photo. The search covers the name only. Only once you link the person to your programme item do you see their other details.

Can I bring a colleague into my programme item’s team? Yes. With “Manage team…” at the top of the programme page you assign them by email address. No email is sent: if they already have an iveo account, they find the invitation in their lobby. If they do not, the assignment waits until a Producer takes them on.