Set up and plan stages and stage formats for your event

With iveo you set up your event's stages with name, colour, image and Zoom room, and describe in formats how a stage is technically set up. Organisers choose the format of their programme item themselves and note deviations under “Additional requirements”.

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“Formats” box with four format cards showing a stage sketch and technical description, “Additional requirements” below

Before a programme item can go anywhere, it needs a stage: the room or area it happens in. You set up stages once while building the event, and you can search them, put them in order, archive them and restore them. On the calendar the stages are the columns, and their colour shows you at a glance where a programme item is running.

The technical equipment does not belong to the stage but to the format. A format uses a photo or sketch to describe how the stage is set up: how many chairs, whether there is a lectern, how many microphones. Programme Organisers choose the format for their own programme items themselves. Once chosen, it sits on the programme page below live access as a small card with the additional requirements, and “Edit format” opens the full box again.

How it works

How to use Stages & Formats

Create stages
Under “Stages” in the event sidebar you give each stage a name, description, colour and optionally an image. The colour reappears later on the calendar and on the event website.
Add the Zoom room and notes
Once the stage is saved, you enter the Zoom room with join link, meeting ID and passcode and upload the PDFs “Notes for interpreters” and “Notes for virtual participants”.
Set up formats
Under Settings → Programme rules, each format gets a photo, a title and a technical description in the “Format details” section, covering chairs, lectern and microphones, for example.
Choose the format on the programme item
The “Formats” box on the programme page shows all formats side by side. Whoever may edit the programme item selects one by clicking its card.
Record deviations
Anything that differs from the format, such as “only four chairs”, goes under “Additional requirements”. Everyone involved in the programme and the director can see this field.

Workflows using this

Plan a multi-stage conference programmeWith iveo you plan a conference programme across several stages in one shared calendar: drag programme items onto stage and time, keep speakers and organisations up to date and publish everything at the same moment on your release date.

FAQ

FAQ: Stages & Formats

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Who can create and edit stages?

Only Producers see the “Stages” page. If it is missing from your sidebar, that is down to your role.

What happens to programme items when I delete a stage?

You normally archive stages and restore them when needed. Before a final deletion, iveo shows how many programme items are on the stage. They only lose their stage assignment and are not deleted along with it.

Do formats and technical details appear on the event website?

No. Format details, “Additional requirements”, the Zoom room and the stage's notes PDFs stay internal. What is publicly visible of a stage is, for example, its colour.

Can I reserve a format for my own team only?

Yes. With “Hide for organisers” a format disappears from the box on programme pages. Producers still see it, with a note, and set it themselves.

What do I need the stage's Zoom room for?

When a person takes part virtually, “Save & send Zoom info” sends them the dial-in and the stage's notes for virtual participants, with a calendar entry. Interpreters receive the stage's technical notes as a PDF with their invitation.

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How to use Stages & Formats

Create stages

Add the Zoom room and notes

Set up formats

Choose the format on the programme item

Record deviations

Workflows using this

FAQ: Stages & Formats

Set up your first event in iveo