The process map
An event brings several journeys together. The organiser establishes the foundation, speakers contribute content and the programme team prepares it for attendees. Registration and practical preparation can run alongside these steps.
-
Organiser
Establish the foundation
Edition, team, languages, days and venue give every process its context.
-
CFP team
Collect and select proposals
Reviews advise; a selection manager makes the internal decision.
-
Speaker manager
Deliberately release decisions
Only now does the speaker receive the outcome; acceptance starts the confirmation clock.
-
Speaker
Confirm and prepare
Primary confirmation is the handover point to a draft session in Programme.
-
Programme planner
Schedule and publish
Attendees see published revisions; draft changes stay internal.
-
Event team
Deliver and close
Registration runs alongside this journey. Follow up administration and privacy separately afterwards.
This is the functional journey. The automatic handover to Programme is merged in the reviewed revision; it has not yet been exercised in the browser for this handbook.
What can run together, and what must happen first?
The public edition, call, decisions and programme each have their own publication or release moment. The call need not wait for a complete schedule. Practical preparations can be drafted while selection continues. Speakers only see the published briefing.
An acceptance must be released before participation can be confirmed. Check that confirmation before investigating a missing draft session. For public visibility, the programme team must publish the intended revision: saving alone is insufficient.
Watch four handovers
- Review to selection: reviewers advise; an authorised selection manager decides. A high score does not send an acceptance.
- Selection to speaker: release makes the outcome visible and starts the confirmation clock for acceptance. A later decision needs a new release.
- Speaker to Programme: check primary confirmation and the linked draft session. Do not immediately create a duplicate when processing seems delayed.
- Programme to attendee: check the public programme after publication, including day, time, room and participants.
Choose today’s responsibility
Follow the organiser journey, speaker management journey or speaker journey. One person can hold several roles; the required permission and the effect of each action still apply separately.
Ticket sales have their own chain from buyer to attendee and access entitlement. See how registration fits. After the event, archiving does not erase personal data; privacy and closure require their own follow-up.