OSIT-AE-App-Svelte/documentation/GUIDE__AE_Events_Onsite_Runbook.md

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.