# Aether Events — Presentation Management

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

The Presentation Management module handles the full lifecycle of conference content: sessions, presentations, presenters, presentation files, and room/location assignments. It serves as the "Back Office" interface for event staff.

---

## Data Model

### Object Hierarchy

```text
Event
├── Event File (walk-in/out, hold slides for the whole event)
├── Location (physical room — assigned to Sessions, not the other way around)
├── Track (optional grouping; rarely used)
└── Session (time block; Location assigned here, but may be unset initially)
    ├── Session File (moderator slides, group/hold slides for this session)
    └── Presentation (a talk within the session; must belong to exactly one Session)
        └── Presenter (belongs to exactly one Presentation)
            └── Presenter File (their slides/materials — the common case)
```

> **Import note:** When program data is initially imported (sessions, presentations,
> presenters), Locations are often not assigned to Sessions yet — rooms may not be
> finalized or the venue's room list may not be set up in Aether. Location assignment
> typically happens as a separate step once the room list is confirmed.

### Relationships

- **Session → Location:** Many-to-one. A Session is assigned to one Location; a Location
  hosts many Sessions across the event timeline. Location may be null initially.
- **Presentation → Session:** Many-to-one. A Presentation belongs to exactly one Session.
  A Session can have many Presentations (or none, for session-only setups).
- **Presenter → Presentation:** Many-to-one. A Presenter belongs to exactly one Presentation.
  Optionally linked to an `event_person_id` for cross-referencing the person record.
- **Event File:** Can be attached at any level — Presenter, Presentation, Session,
  Location, or Event. See the File Attachment Levels table.

### File Attachment Levels

Files (`event_file`) can be attached at five levels:

| Level | When Used | Typical Content |
|---|---|---|
| **Presenter** | 99% of the time for individual speakers | Their PowerPoint/PDF/video |
| **Session** | Moderator slides; group/hold content for a specific session | "Session 3 — Group Discussion.pptx" |
| **Location** | Walk-in/out or hold slides for a room across all sessions | Looped PPTX playing between sessions |
| **Event** | Walk-in/out or hold slides used everywhere | Looped PPTX; branding overlay |
| **Presentation** | File attached to the presentation record itself (less common) | Varies |

### Key Objects

| Object | Table | Purpose |
|---|---|---|
| Session | `event_session` | Time block; Location and datetime range assigned here |
| Location | `event_location` | Physical room |
| Presentation | `event_presentation` | A talk within a session; belongs to exactly one Session |
| Presenter | `event_presenter` | Person linked to exactly one Presentation |
| Event Person | `event_person` | Person record within the event context |
| Event File | `event_file` | Uploaded file; attached at Presenter, Presentation, Session, Location, or Event level |

---

## Client Setup Variation

There are no rigid "modes" — events are configured with as much or as little structure
as needed. The platform handles the full range:

**Minimal setup (BGH):**
Sessions have room and time info. No Presentations or Presenters defined.
Staff upload files directly at the session or location level onsite.

**Mid-range setup:**
Sessions defined with named Presentations. Presenters may or may not be tracked.
Mix of pre-uploaded and onsite files. QR codes may be used for quick session/presenter lookup.

**Full setup (LCI):**
Sessions, Presentations, Presenters all defined and managed. External ID labeling
(e.g., "LCI Member ID"). Agreement tracking for presenters. Files managed per-presenter.

The config that drives this is `event.mod_pres_mgmt_json` — see the Configuration section.

---

## Configuration — `mod_pres_mgmt_json`

The event's Presentation Management behavior is controlled by `event.mod_pres_mgmt_json`.

### Convention

| Prefix | Default state | Meaning |
|---|---|---|
| `hide__` | `false` = visible | Feature is ON by default; set `true` to suppress |
| `show__` | `false` = hidden | Feature is OFF by default; set `true` to enable |

### Common Config Keys

| Key | Default | Notes |
|---|---|---|
| `lock_config` | `false` | `true` = force remote→local sync; prevents user overrides of local config |
| `hide__session_code` | `false` | Hide session code column/field |
| `hide__session_description` | `false` | Hide session description field |
| `hide__session_location` | `false` | Hide location field on session view |
| `hide__session_datetime` | `false` | Hide datetime fields |
| `hide__presentation_code` | `false` | Hide presentation code |
| `hide__presenter_code` | `false` | Hide presenter code |
| `hide__location_code` | `false` | Hide location code |
| `show__launcher_link` | `false` | Show direct Launcher link in session view |
| `show__session_qr` | `false` | Show QR code for session (SRR lookup) |
| `show__presenter_qr` | `false` | Show QR code for presenter (SRR lookup) |
| `label__person_external_id` | `null` | Override label for external ID field (e.g., `"Member ID"`) |
| `label__session_poc_name` | `null` | Override label for session POC (e.g., `"Champion"`) |
| `file_purpose_option_kv` | `{}` | Key-value map of file purpose options (e.g., `{"ppt": "PowerPoint", "pdf": "PDF"}`) |

---

## Route Map (Administration)

| URL | Purpose |
|---|---|
| `/events/[id]/pres_mgmt` | Overview — sessions list, search, filter by location |
| `/events/[id]/pres_mgmt/config` | Config editor (admin only) |
| `/events/[id]/session/[session_id]` | Session detail — files, presentations, timing, alert |
| `/events/[id]/presenter/[presenter_id]` | Presenter detail — bio, files, agreement, alert |
| `/events/[id]/location/[location_id]` | Location detail — session schedule for this room, alert |
| `/events/[id]/locations` | All locations list |
| `/events/[id]/reports` | Reports — sessions, presenters, files |

---

## Access Levels

| Feature | Minimum Access |
|---|---|
| View pres_mgmt overview | `authenticated_access` |
| Upload files | `authenticated_access` |
| Edit sessions / presentations | `trusted_access` |
| Edit config | `administrator_access` + `edit_mode` |
| Device management | `administrator_access` |
