A summit with delegations — without spreadsheets travelling by email
An embassy submits the delegation, a ministry approves it, the security service vets it, and protocol issues the badge. In Aditum that is one record per person, and everyone sees only their part.
- Demo: Media Leaders Roundtable 2026
- 4 approving countries
- delegated approval
- a form per delegation
Four things that keep a summit running on email threads
Official delegations
The delegation is decided not by the participant but by a ministry or an embassy. The list arrives by email, changes three times and never matches what protocol has.
Who approves whom
Each country approves its own people. The organizer can’t know everyone personally — yet answers for everyone who got in.
The security service
Security needs lists in its own format, with photos, by a deadline. Then the verdicts come back, per person, and that repeats several times.
Passport data
Delegates’ passports in a shared spreadsheet are an incident waiting to happen. Only a few people should see them, and every look should leave a trace.
Not a template. A summit configuration
The same blocks as for a conference or a dinner — with different values. They are what makes a summit a summit.
- Delegate
- Head of delegation
- Press
- Team
Categories are a builder, defined per event. Each has its own form and its own set of rights: what they see and where they go.
- Delegated
- An approver per country
- The final word is the organizer’s
An approver entity is “country + organization + its people”. It sees only its own applicants and decides for them.
- A general form
- 4 entity-bound forms
- By closed link
A delegation gets its own link. An application from it goes straight to that country’s approver.
- The session room
- Delegations lounge
- Press zone
- Overrides for heads of delegation
A rule per zone, per session, and a personal override for those who get more than the rest of their category.
- Desks by badge group
- Document check
- Reissue separately
Delegates at their desk, press at theirs. A badge is issued only after a green verdict from security.
- Export batches for security
- Verdict import
- Photo archive
- P1–P4
Passports are masked everywhere. A reveal takes a reason and leaves a log entry. Security status is a separate axis from the application status.
From a link for the ministry to a pass into the room
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−30 dConsole · approver entities
Every country gets its own form
Four approver entities — Austria, Germany, Ukraine, the United Kingdom. Each has its own people and its own link to the delegation form.
Approvals & delegations →
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−21 dThe approver’s view
The ministry approves only its own
The approver sees their country’s applications and nothing else. Approved — the application goes to the organizer, who has the final word.
Approvals & delegations →
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−10 dConsole · security
A batch for the security service — and the verdicts back
An export in the service’s template, photos as a separate archive. Verdicts are imported with a preview; changed persons land in the re-export queue.
Security & security service →
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08:30Delegations desk
The document is checked — the badge is issued
The operator sees the photo and the document to check against. A passport reveal takes a reason and a log entry. A badge only after a green verdict.
On-site accreditation →
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09:40The session room door
Press to the press zone, not into the room
Guard shows the denial together with the rule behind it. Nothing to argue with — and the guard doesn’t need to remember protocol.
Aditum Guard →Session room ENTRYDeniedLSLaura SchmidtPress- Profile
- Press
- Country
- DE
- Zone
- Session room
- Time
- 19 Mar, 09:40
The “Press” group has no access to the “Session room” zoneTap to continueEnter code manually
A summit relies on all seven modules
We’ll show it on your summit
Your delegations, your approvers, your security service’s requirements — we’ll set the demo up for a real scenario.
Tell us about your event — we’ll show it on yours
Not slides — your scenario: categories, approvals, zones, desks. We’ll set the demo up for your event.