Speaker Mangement
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Speaker management consists of two parts. The backend module, which event organizers work with, and a frontend portal for the event's speakers.
The module makes it possible to invite speakers, view the status of speakers or remind them directly from the system, manage substitutes after a cancellation and schedule speakers. This allows you to keep track of events with many speakers at all times.
But the module also offers advantages for speakers. They can use the speaker portal to accept or cancel events, edit their abstract in the module, upload their presentations and agree to recordings for hybrid events, for example. In addition, your speakers can contact the others responsible for their session or you as the organizer directly.
If the functionality is to be used, the Converia team activates the module for the desired event.
If no corresponding page has been created in the copy template, a page with the action name show_invitee and the module content InviteeDashboard must be created in the CMS. The FrontendModule FullWidth template must be used for this page.
Speakers have a contribution or session assigned to them. An invited contribution can be recognized by the small crown symbol next to the name, which is visible next to the name in the backend as well as in the VSB backend. These contributions are created using the Invited contribution/Invited session checkbox and can be scheduled in the VSB without a review. It is not possible to change this status at a later date! In the case of an invited contribution, the person submitting it automatically becomes a speaker. However, it is also possible to add a speaker to a submitted contribution. This turns the regularly submitted contribution into an invited contribution; in this case, too, it is not possible to change this status at a later date.
A speaker can be added to an existing contribution. To do this, you need to use Add invited person for the author of a contribution. The speaker must have the status “confirmed” for them to be displayed in the VSB under the speakers of a post. In the case of invited contributions, these become visible as soon as one of the authors has accepted.
If the status is set to Invited, the speaker must still accept or cancel in the speaker portal. Planned and Rescheduled are largely identical. The latter is intended to indicate changes, e.g. if two sessions have been swapped and to take the speaker's wishes into account. After making changes in the speaker portal, speakers have once again the option of canceling or accepting.
In the conference planner, invited contributions can be recognized by the crown symbol next to the contribution ID. New invited contributions can be added using the Create New contribution function (see "Adding invited contributions or sessions"). If you now schedule a contribution or change the time, you will be asked whether the status of the invitation should be synchronized. If Yes, the status is set to rescheduled; if No, it remains as it currently is.
If you do not want to be asked whether the status of the invitation should be synchronized for every post, you can check the box Save decision. This decision can be reversed at any time in the Settings tab.
A menu item for managing speakers is available in the backend under Administration -> Submission of contributions. It has two lists:
A list sorted by authorship, so that a person can appear here more than once, and a list sorted by person.
The list of persons contains the number of invited contributions; by clicking on the name of the person, details of the contributions can be viewed.
Mass actions are available in the list by author. “Set replacement person active” sets the status to ‘planned’ and the author is replaced by the person set as the replacement person. If the replaced author was also the submitter, the new person is also inserted here.
Emails can be sent to specific speakers via mass actions. To do this, filter the list according to the requirements, select all and click on Send email and invite in the mass actions. An overlay then opens in which the email can be composed.
Note the type of e-mail, this controls the invitation status when the e-mail is sent.
In the table by author, you can view the last email and see how many reminders have already been sent. In queue means that the email has not yet been processed. You can only filter for fixed time periods based on best practices. For example, it is possible to remind all speakers whose last action in the front end was three months ago.
There is also a special replacement Link to the administration module for speakers. This creates a link where the speaker can conveniently assign a password and user name and is then forwarded directly to the speaker portal.
If the speaker portal has been created and activated as described in the "Activating the module" section, it can be accessed either via one of the links generated in the emails or in C3 under Invitations.
In the portal itself, relevant information can be viewed and acceptances and rejections can be made. In later steps, it is possible to change the abstract of the assigned contribution if the speaker is entered as a submitter.
A note can be displayed in the upper area of the portal, depending on whether a speaker has assigned sessions, contributions or both. In the lower area, there is an optional link for registration so that the speaker can book their participation immediately after accepting. This link only becomes clickable once all invited contributions have been accepted or canceled.
