Collaborative agenda built by 200+ contributors

Our client needed a platform to allow over 200 people to collaborate on a single, unified event agenda. Event administrators, session leaders, session chairs and speakers would all contribute, with defined roles and capabilities in updating session information, lecture specifics and of course headshots and biographies for those speaking in each session.

Specifically, the information should not only be collated, but displayed in a digestible format on both desktop and mobile devices.

In addition to all front-end functionality the client required a reporting tool in order to export a legible spreadsheet of the agenda structure at any given moment, to include all sessions and speakers for the population of their show guide.

Tiered agenda

Only top level session information was displayed before a click. This kept a complex agenda digestible and page load speeds punchy.

Responsive layouts

All session, chair person, speaker and lecture information also had to be clearly laid out and legible on mobile devices.

Admin dashboards

Each role had a custom dashboard, to encompass only the functionality required for their contribution. For example, session leaders needed to be able to create and share chairs/lectures, where speakers should only have the ability to update their own lecture.

Event admin

Event team members had admin permissions, in order to create top level tracks and assign them to session leaders who could then take control of its content.

Session leaders

A session leader could create chair people, lectures and running orders for the top level session to which they'd been assigned.

Chairs and speakers

Chairs and speakers had the ability to complete and/or update their profile information and that of any associated lecture - reflected in real time in the event programme.

Session links

Unique links were automatically generated for each lecture created by a session leader. Sending this to a speaker would allow them to register for the event and update their associated lecture as and when they needed.

Automation

Each speaker managed their lecture directly - this meant no data management for the client and an automated, seamless process for everybody involved in the creation of an otherwise complex agenda.

Data exports

With over 200 contributors to the event agenda, the organisers needed to be able to create an instantaneous snap shot of all sessions and speakers as and when they needed. This report also included speaker headshots and any associated files in the given instant that the export button was clicked.