Call for papers: collect, review and schedule submissions

With iveo you collect contributions for your programme through a public form with no login, review them as a team in an overview you put together yourself, and turn accepted submissions into programme items, along with their people, organisations and topics.

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Review list of a call for sessions: incoming proposals with submitter, number and status such as In review, Accepted or Submitted

Anyone who does not fill a programme alone collects proposals. In iveo that happens in the same system the programme is later built in. You transfer nothing from a form tool into a spreadsheet and from there into the schedule.

You put the overview of submissions together yourself: columns from the standard fields and your own questions, adjusted in width and order and saved as a named view. Above it, metrics show how contributions spread across departments, how far the decisions have progressed and where the planning conflicts are. For everything else there is a CSV export.

If you move all submissions with a calendar slot at once with “Promote all”, every invited person gets a single email listing all their programme items, each with date and time in the event’s time zone, stage and their own link.

How it works

How to use Submissions

Set up the form
Alongside the standard fields you ask your own questions and give every step of the form an explanatory text. The submission deadline ends at the end of the day in the event's time zone.
Share the link
People who submit need no account, a link is enough. After sending, the person confirms their email address, and with that the contribution is formally received.
Review as a team
You choose the overview's columns, save them as a named view and change status, department and internal notes straight from the list. If something is missing, “Request completion” sends the personal edit link.
Accept or decline
A rejection requires a reason and goes out as a message to the person who submitted, never silently.
Schedule on the calendar
You drag accepted submissions onto a stage and a time. For many at once there is auto-assign with an availability overview.
Move into the programme
The submission becomes a programme item with pre-filled fields. If you like, you invite the person who submitted it as a Programme Organiser in the same step.

FAQ

FAQ: Submissions

More questions? Get in touch or start straight away in iveo.

Do people submitting need an iveo account?

No. The form is public, a link is enough. The person submitting only confirms their email address, and after that the contribution is formally received.

Can people change their contribution later?

Yes. Through a personal link they edit their contribution for as long as it is under review. If many submissions are missing details, select them in the list and click “Request completion”: each one gets its own email with its edit link.

When exactly does the submission deadline end?

At the end of the day in the event's time zone, not the browser's. The field names the zone explicitly, so nobody has to do the arithmetic.

What do I do when two organisations submit the same idea?

You mark the contributions as a group. They stay separate submissions, but one drag places them in the same calendar slot, and “Create as one programme” turns them into a single programme item. The people who submitted are not told about the grouping.

Does moving a submission into the programme create duplicate people?

No. iveo matches the people in the submission against your event. If the same person is already there, with the same email address or the same name, they are linked instead of created again. iveo fills empty fields, nothing is overwritten.

What does an invited submitter see after acceptance?

As a Programme Organiser they land straight on their programme item and maintain it themselves from then on, without visibility into anyone else's contributions.

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How to use Submissions

Set up the form

Share the link

Review as a team

Accept or decline

Schedule on the calendar

Move into the programme

FAQ: Submissions

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