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

Aether Events — Presentation Management

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.

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Data Model

Object Hierarchy

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

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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.

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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"})

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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

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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