BATbern Organizer Guide

# Welcome

Welcome to the BATbern Organizer Guide. This documentation provides complete coverage of all features available to event organizers, from basic entity management to the 3 workflow systems (Event, Speaker, Task) for planning and executing successful architecture conferences in Bern, Switzerland.

Target Audience: Event organizers and coordinators responsible for planning, executing, and managing BATbern conferences.

Platform Version: Production Ready — Epics 1–6, 8, 10, 11, 12 Complete; Epic 7 (Attendee Experience) in review

# Platform Status

# Quick Navigation

# 🚀 Getting Started

New to BATbern? Start here:

• 🎥 Video Tutorials - Complete workflow demonstration from event creation to archival
  • German Version (12 min) - Full workflow with German narration
  • English Version (12 min) - Full workflow with English narration
• Platform Overview - Understand the BATbern platform
• Login & Authentication - Access your organizer account
• Dashboard Navigation - Navigate the organizer interface
• UI Conventions - Common patterns and shortcuts

# 📊 Entity Management

Manage core platform entities:

• Companies Implemented
  • Swiss UID validation, logo upload, search/autocomplete
• Users Implemented
  • 4 roles (Organizer, Speaker, Attendee, Partner), GDPR compliance
• Events Implemented
  • Full-day, afternoon, evening formats, timeline management
• Partners Implemented
  • Directory with tier badges, meeting coordination
• Speakers Implemented
  • Profile management, per-speaker workflow state tracking

# 🔄 Workflow System

Three independent workflow systems for event management:

Workflow Overview - Understanding the 3 workflow systems

Phase A: Setup Implemented

• Event Configuration - Event creation, topic selection with heat map, speaker brainstorming
• Event states: CREATED → TOPIC_SELECTION → SPEAKER_IDENTIFICATION

Phase B: Outreach Implemented

• Speaker Engagement - Kanban board, outreach tracking, content collection
• Speaker states: identified → contacted → accepted → content_submitted

Phase C: Quality Implemented

• Content Review - Quality review workflow, content approval
• Speaker states: content_submitted → quality_reviewed

Phase D: Assignment & Publishing Implemented

• Slot Assignment & Agenda Publishing - Auto-assign to slots, publish agenda
• Event states: SLOT_ASSIGNMENT → AGENDA_PUBLISHED
• Speaker states: quality_reviewed + session.startTime → confirmed

Phase E: Archival Implemented

• Event Archival - Archive completed events, preserve historical data
• Event state: Any state → ARCHIVED

Phase F: Communication Implemented

• Task Management - Newsletters, moderation, catering (auto-created by event state transitions), auto-publishing, event lifecycle

# 🎤 Speaker & 🤝 Partner Portals

• Speaker Portal Implemented - Cognito-authenticated invitation/response, content submission, dashboard, company self-service
• Partner Portal Implemented - Attendance analytics, topic voting, meeting coordination + RSVP tracking, partner notes

# 🙋 Attendee Experience Implemented

Right-sized contribution & touchpoint features (Epic 7) — give attendees a voice and a return channel:

• Overview - The contribution-loop model
• Topics From the Floor - Attendee topic suggestions into the existing pool
• Speaker Self-Nomination - “I Could Speak on That”
• The “Slides Are Online” Mail - Event-triggered post-event email
• Thank-the-Organizers - One-click appreciation
• Post-Event Q&A - Time-boxed per-session Q&A that freezes into the archive
• Attendee Event History - Logged-in dashboard of past/registered events

# ⚙️ Administration

• Administration Page Implemented - Event types, data import/export, task templates, email-template management

# ✨ Advanced Features

Powerful tools for organizers:

• Topic Heat Map Implemented
  • 20+ years historical visualization
• Notification System In Progress
  • Email notifications implemented (task reminders, speaker invites, reminders, calendar invites); in-app center planned
• File Uploads Implemented
  • Presigned S3 URLs, validation
• Analytics & Reporting In Progress
  • Partner attendance analytics with XLSX export (Epic 8 complete); organizer event metrics planned

# 🔧 Troubleshooting

Common issues and solutions:

• Authentication Issues
• File Upload Errors
• Workflow Blockers
• Common Error Messages

# 📚 Reference

• Glossary - Platform terminology
• Keyboard Shortcuts - Quick commands
• Feature Status - Implementation roadmap
• Changelog - Version history

# Feature Status Legend

Throughout this documentation, you’ll see feature status badges indicating implementation state:

• Implemented - Working and available now
• In Progress - Partially complete (details in section)
• Planned - Designed but not yet built

# Documentation Conventions

# Icons

• 🚀 Getting Started
• 📊 Entity Management
• 🔄 Workflow Steps
• ✨ Advanced Features
• 🔧 Troubleshooting
• 📚 Reference

# Code Examples

# Authentication token retrieval
./scripts/auth/get-token.sh staging your-email@example.com

# Workflow Phases

Workflow documentation uses color-coded phases:

# Getting Help

• Technical Issues: GitHub Issues at BATbern2 Repository
• Security Concerns: security@batbern.ch
• General Questions: info@batbern.ch

# Credits — Swiss German speech synthesis & subtitles

The training videos carry narration in German and English and subtitles in 10 languages, plus an experimental Bernese Swiss German (Bärndütsch) narration track. The Swiss German work builds on research and tools from the Swiss NLP community — with thanks to:

• ETH Zürich — Media Technology Center, “SwissVoice” — text-to-speech for Swiss German dialects (High German → dialect audio, 8 dialects incl. Bern): https://mtc.ethz.ch/research/natural-language-processing/swiss-voice.html
• SwissDial — annotated multi-dialect Swiss German corpus (ETH Zürich), paper: https://arxiv.org/abs/2103.11401
• FHNW — Swiss German TTS demo (STT4SG) — used to synthesize the Bärndütsch track: demo https://stt4sg.fhnw.ch/tts/ · project https://www.fhnw.ch/en/about-fhnw/schools/school-of-engineering/institutes/research-projects/speech-recognition-for-swiss-german
• STT4SG-350 — Swiss German speech corpus for all dialect regions (ZHAW · FHNW · UZH): https://arxiv.org/abs/2305.18855
• ZHAW — “Text-to-Speech Pipeline for Swiss German: A comparison” (Stucki, Deriu, Cieliebak): https://arxiv.org/abs/2305.19750
• ZHAW — “Voice Adaptation for Swiss German”: https://arxiv.org/abs/2505.22054
• SwissDial-TTS — open ESPnet model on HuggingFace (self-hostable): https://huggingface.co/swordi/SwissDial-TTS

German and English narration voices: ElevenLabs (https://elevenlabs.io).

The Bärndütsch track is an experimental, research-grade proof of concept (16 kHz, machine translation) — not production quality. See the screencast pipeline README for details.

# Copyright

© 2025 Berner Architekten Treffen (BATbern). All rights reserved.

Ready to get started? Begin with Platform Overview or jump directly to Entity Management.