# Guide — Aether Events: Onsite Runbook

**Last Updated:** 2026-06-12

This guide covers the human-centric logistics and "In the Heat of the Moment" support for onsite event operations.

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## Badge Printing

Aether badge printing uses the browser's native `window.print()` — no special software or print
server needed.

This runbook keeps badge guidance concise for onsite flow. For detailed printer/browser setup,
driver notes, and troubleshooting matrix, use:
`documentation/GUIDE__AE_Events_Badges_Onsite.md`.

### Kiosk Station Setup
- **Browser:** Use **Chrome (Chromium)** for all kiosk stations.
- **Settings:** Set Margins to **None**. Enable **Background Graphics**.
- **Mode:** Use normal browser sessions (not Incognito) to allow PWA caching.

### Printer Reference: Zebra ZC10L (PVC)
- **Stock:** 3.5" × 5.5" PVC cards.
- **Orientation:** Cards face-up, landscape in the hopper.
- **Single-Sided:** Only the front face prints; the back section is hidden via CSS.
- **Layout code:** `badge_3.5x5.5_pvc`

### Printer Reference: Epson ColorWorks C3500 (Fan-Fold)
- **Stock:** 4" × 6" fan-fold paper label stock.
- **Single-Sided:** Only the front face prints; the back section is hidden via CSS.
- **Layout code:** `badge_4x6_fanfold`
- **Lanyard hole:** Pre-punched 5/8" × 1/8" slot at top center — verify stock matches.
- **First live use:** Axonius Adapt DC, June 9, 2026.

### Printing Workflow
1. **Search:** Find the attendee by name or QR scan in the Badges module.
2. **Review:** Open the print page and confirm the layout looks correct.
3. **Print:** Click **Print Badge**. `print_count` increments automatically.
4. **Handoff:** Verify the card print quality before handing it to the attendee.

---

## Exhibitor Leads (Lead Retrieval)

Exhibitors use a PWA (Progressive Web App) to scan badges and capture leads.

### Exhibitor Support Workflow
1. **Booth Lookup:** Help the exhibitor find their booth in the Leads landing page.
2. **Sign-In:** Assist with the **Shared Passcode** or individual **Licensed User** login.
3. **App Install:** Encourage them to "Add to Home Screen" (iOS) or click the Install button (Android/Chrome) for offline stability.
4. **Scanning Demo:** Show them the **Rapid Scan** mode. Remind them that attendees must have `allow_tracking = true` on their record to be scanned.

### Managing Licenses
- License counts are managed in the **Manage** tab (Admin or Shared Passcode only).
- If an exhibitor needs more staff slots, update the `license_max` in the Exhibit record.

---

## Speaker Ready Room (SRR)
... (rest of the file) ...
The SRR is the central hub for content management and presenter support.

### SRR Practice Stations
Stations mirror the session room setup exactly:
- Same Mac laptop model and adapter/dongle configuration as the podiums.
- Projector and screen (where possible).
- Launcher running in **Native** mode — ensures verification matches the podium experience.

### Staffing Roles

| Role | Access Level | Typical Tasks |
|---|---|---|
| **OSIT Staff** | `trusted_access` | Manage devices, monitor via VNC, deep troubleshooting. |
| **Client Staff** | `authenticated_access` | Upload files, view session lists, assist presenters. |
| **Presenter** | `authenticated_access` | Self-upload via QR link (if enabled). |

### SRR Workflow — Day-of-Show
1. **Check-in:** Staff looks up the presenter's session in Presentation Management.
2. **Upload:** File is uploaded to the presenter/session record.
3. **Verification:** Staff opens the file on a practice station to confirm rendering.
4. **Launcher Sync:** File propagates to the podium. Use **Force Sync Location** in the Launcher config if immediate full-room caching is needed.
5. **Proceed:** Presenter walks to the room; the podium kiosk already has the file cached.

---

## Onsite Operation (Managing Parallel Rooms)

### SRR Overview Page
The Pres Mgmt overview (`/events/[id]/pres_mgmt`) is the "Command Center":
- Monitor file status per session.
- Filter by location and time block to stay ahead of active sessions.

### Per-Room Monitoring
- Use **VNC or RustDesk** to monitor all podium screens in real time from the SRR.
- Confirm "Native Sync" status chip in the bottom-left of the Launcher is green/idle before sessions start.

### Session Transitions
- **Timing:** Ideally, sessions show/hide based on `datetime_start`.
- **Manual Control:** In looser schedules, use Launcher controls to manually select the current session.

---

## Pre-Show Checklist

### 1–2 Weeks Before
- [ ] Event created with correct dates and timezone.
- [ ] `mod_pres_mgmt_json` configured for client needs.
- [ ] Locations (rooms) created and named.
- [ ] Sessions created, assigned to locations, and timed.
- [ ] Launcher devices (`event_device`) registered with correct codes.
- [ ] Device-to-location assignments confirmed.

### Day Before (SRR Setup)
- [ ] Mac laptops at podiums booted; Electron app running.
- [ ] Each podium confirms it loaded the correct room's Launcher.
- [ ] SRR practice stations confirmed (matching hardware).
- [ ] Run **Force Sync Location** on all podiums to pre-cache all day-1 content.
- [ ] VNC/RustDesk connections established to all podiums.

### Day of Show
- [ ] Confirm all session times are accurate before the first block.
- [ ] Monitor SRR queue and verify every file on a practice station.
- [ ] Check VNC wall to ensure all podiums are online and synced.

---

## Troubleshooting

| Symptom | Cause | Fix |
|---|---|---|
| Session not in Launcher | Datetime wrong or Location unassigned. | Verify session metadata in Pres Mgmt. |
| File uploaded but missing | Polling lag or attached at wrong level. | Wait 30s; check if file is at Session vs Presenter level. |
| File opens slowly | Not in native cache yet. | Check "Native Sync" chip; use Force Sync in config. |
| File won't open | Corrupt upload or missing Mac codec. | Test on SRR station; convert or re-upload. |
| Drifted schedule | Room timing shifted. | Use Launcher controls to manually select the active session. |
| `lock_config` resets changes | Remote config is forced. | Edit the master `mod_pres_mgmt_json` in Event Settings. |
| Move laptop to new room | Hardware reassignment. | Update `location_id` in `event_device` record; restart Electron. |
