The solution addresses the needs of organizers, speakers and participants, and tightly assembles different Microsoft 365 services. Microsoft Teams and SharePoint are used as both interface and storage into Power Platform, which also holds flows and supportive low code apps.
Knowledge sharing made easy
Organizers create an event and start event planning in a separate administration app created in Power Apps, which supports them throughout the implementation process.
Speakers register their proposals via another app. For those who are included in the program, Power Automate flows create lecture pages with templates and a calendar entry for the lecturers, as well as Microsoft Teams meetings to conduct digital/hybrid sessions. The only thing the lecturer has to do, is to adapt the text on the lecture page and upload the presentation.
Employees have access to an event landing page, either via a mobile app or PC. Here they can see which lectures are planned, when they will be held, mark their favorites and set up their schedule. When attendees express an interest in lectures, the organizer gets help in allocating the speakers to the right room according to how great the interest is.
The event landing page provides a program overview and searchable lecture pages to navigate before, during and after various events. All digital meetings are run as channel meetings in a dedicated Teams team, with storage of any recordings and lecture details in SharePoint behind the team.
The events committee receives statistics showing which departments have contributed lectures and summaries of how many lectures were held within a given theme.
Solution components:
- Obtain speaker contributions and proposals - in Power Apps app
- Administration of the solution - in Power Apps app
- Lecture management
- Process logic for everything that has to happen
- Data storage in SharePoint lists
- Automatic generation – in Power Automate
- Interest-poll for participants (optional) - in SharePoint webpart
- Program scheduling and viewing component – in SharePoint webpart
- Searchable lecture pages with content and recordings - in SharePoint
- Simple statistics from the lecture planning - in Power BI
The solution consists of several components that must be installed and set up together in the customer's own Microsoft 365 tenant, which requires assistance. Depending on driving environment requirements, a dedicated Power license may be required. No additional licenses will be required for end users beyond the Microsoft 365 license.
Bouvet has used this setup for joint conferences across our 14 offices in Norway and Sweden since 2020 with great success. On one occasion the event consisted of 5 parallel tracks, with 500 physical and digital attendees across 12 different meeting rooms.