# Guide — Aether Events: Onsite Runbook

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

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## Speaker Ready Room (SRR)

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.

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## 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.

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## 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.

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## 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. |