Speaker Portal
NEED FOR PRODUCT?
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The events industry is a multibillion-dollar business, playing a vital role in promoting products, boosting sales, and providing industry insights. Attendees have the opportunity to enhance their skills and expand their networks. Ensuring exceptional entertainment and presenters is crucial for successful events.
Event organizers use the "Call For Speakers" and Speaker Dashboard to recruit speakers.
CHALLENGE
In the past, the recruiting process was decentralized, relying on spreadsheets, email campaigns, and individual speaker management. This scattered approach made it challenging to track and prepare speakers effectively.
GOAL
Designing a centralized solution to streamline recruiting process, manage speaker and prepare them for presenting at a conference .
Research
Methods
CUSTOMER FEEDBACK
MARKET SCAN
FEATURE REQUEST
OBSERVATION
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USER FEEDBACK
MARKET
Event Platform Managers were interviewed from 6 different organizations. The two most popular event platforms are Rainfocus and Cvent. I've pulled customer feedback from review pages such as Linkedin, https://www.g2.com/products/cvent/reviews and https://www.getapp.com/.
TARGET USERS
ONSITE USE
I had an opportunity to work firsthand with different event platforms such as Rainfocuse and Cvent.
During 10 different corporations' global events, I was able to observe & document user feedback and challenges.
Key Findings
Most event organizers are focused on event organizing and gathering resources, but they lack technical aptitude. They need an interface that is not code-based but more form-based. They need to be able to quickly find Speakers and enter their data so they can track their presentation activities.
Prototypes
IDEATION
Product Mapping
A Sprint team of technical consultants, product managers, and engineers vote on what they think is the most important.
A list was created (1 being the most important; 5 being least important). During the voting process, the following questions were considered in deciding product priority and scope of work:
Must Have
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The ability for the admin to change dashboard branding and cards.
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The ability for Speakers to upload their information, complete forms, leave comments
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Admins will have the ability to create, manage, and assign tasks
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Admins will have access to Approve and reject Speakers' submissions
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The solution had Event and Session information
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Solution must have Calander/ Scheudle
Nice to Have
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Example of a badge pre-event
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Adding custom code
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Ability to manage calendar and events such as meetings
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A clear distinction between the event stuff portal and speaker porta
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Ability to hide cards or information according to different stages of the review process
PERSONA
Alama
Garcia
"Sometimes, I need to make last-minute changes to online event design& management. I wanted to have been able to do that myself instead of waiting for an engineer or admins."
Sr. Event Manager
EVENT MANAGER
About
Alma Manages a team of 8 individuals responsible for different sections of an event: speakers, exhibitors & attendees. Her tea only has 7 months to plan an event with up to 15,000 attendees. She works with her speakers' team to create tasks for presenters and is involved in selecting the top presenters. She must also report to the Executive and marketing team about speakers and event progress.
It's not uncommon that there are last-minute changes. So Alam Has to work quickly to implement and communicate any updates.
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Relying on spreadsheets to track speakers and event tasks
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Updates to sessions need to happen in real-time. However, she sometimes needs to wait for a technical representative to make changes. Which could take hours.
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Updating website content can require knowing HTML, CSS ,and Json
Pain Point
Resonsiblities
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DELEGATING
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REPORTING
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ORGANIZING
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MANAGING
Goals
Create & assign tasks to the team
Upload branding
Assign speakers
See event statistics
Prototypes
PROTOTYPES
Prototypes
WIREFRAMES
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Final Product
The first suggestion would be only one page with all the cards. Cards would update automatically based on the speaker's process. There will be a progress bar over the speaker's image.
First Draft
Cons:
1. The progress bar might be missed.
2. There might be an overload of information. It might look too crowded even if collapsible options are added.
3. It looks similar to the original layout.
Feedback:
A page with stages Call for Papers, PreConference, Conference, and Survey. Cards would update according to each step. It will be in the form of a progress bar.
Second
Feedback
Pros:
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The progress bar on the top is clearly labeled it shows speakers what stage they are in.
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Users can switch back to the previous steps. The progress bar will be similar to the navigation bar.
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They are consistent like the message card or personal information cards.
Cons:
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What triggers would decide what stage of the approval process are speakers in.
CALL FOR SPEAKERS PROCCESS
ORG SENDS OUT CALL FOR SPEAKERS
SPEAKERS APPLY & ORG REVIEW & VOTE ON SELECTED PRESENTERS
ORG REVIEWS THE PRESENTATION MATERIAL
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SPEAKER PRESENTS AT THE CONFRANCE
END OF EVENT. SURVEY & SESSION DATA IS REVIEWD
SPEAKER COMPLETE ORG TASKS