Event Management

Implemented

Last Updated: 2026-06-13

# Overview

Events are BATbern conferences - the central entity that organizes all other platform activities. Each event represents a single conference occurrence (e.g., “BATbern 2025”) with its own timeline, speakers, sessions, and partners.

# Event Types

Implemented

BATbern supports 3 distinct event formats:

# 🌞 Full-Day Conference

FULL_DAY

Duration: 8+ hours (e.g., 9:00 - 18:00)

Typical Structure:

• Morning keynote
• Multiple parallel tracks
• Lunch break
• Afternoon workshops
• Evening networking reception

Sessions: 8-12 presentations Speakers: 10-15 speakers Capacity: 200-500 attendees

Best For: Annual flagship conferences

# 🌤️ Afternoon Workshop

AFTERNOON

Duration: 3-4 hours (e.g., 14:00 - 18:00)

Typical Structure:

• Introduction
• 2-3 focused presentations
• Q&A and discussion
• Networking coffee

Sessions: 2-4 presentations Speakers: 3-5 speakers Capacity: 50-100 attendees

Best For: Specialized topics, workshops, training

# 🌙 Evening Lecture

EVENING

Duration: 2-3 hours (e.g., 18:00 - 21:00)

Typical Structure:

• Welcome reception
• Keynote presentation
• Panel discussion or Q&A
• Networking drinks

Sessions: 1-2 presentations Speakers: 1-3 speakers Capacity: 30-80 attendees

Best For: Guest speakers, networking events, launch events

# Creating an Event

# Event Workflow States

Implemented

Events progress through a 9-state workflow that tracks the high-level event lifecycle.

# State Machine Overview

# State Descriptions

Note: Speakers progress through their own independent workflow (identified → contacted → ready → accepted → content_submitted → quality_reviewed → confirmed) in parallel with the event workflow.

See Workflow System for complete workflow documentation.

# Event Timeline Management

# Date & Time Fields

Event Date & Time:

• Primary conference date and time
• Used for countdown timers
• Displayed on event landing pages — the resolved start and end times are shown on the public event page so that prospective attendees see the full duration at a glance

Registration Window:

• Registration Opens: When public can register
• Registration Closes: Cutoff for new registrations
• Automatic validation: Opens must be before Closes

Recommended Lead Time:

• Full-Day: 3-4 months advance registration
• Afternoon: 4-6 weeks advance registration
• Evening: 2-4 weeks advance registration

# Timeline Validation

The system validates timeline logic:

Registration Opens: 2025-01-15
Registration Closes: 2025-03-10
Event Date: 2025-03-15

✅ Valid timeline

Registration Opens: 2025-03-01
Registration Closes: 2025-02-28  ❌ Error
Event Date: 2025-03-15

Error: Registration closes before it opens

Registration Opens: 2025-01-15
Registration Closes: 2025-03-20  ❌ Error
Event Date: 2025-03-15

Error: Registration closes after event date

# Event Sessions

Implemented

Events contain sessions - individual presentations or activities.

# Session Structure

Each session has:

• Topic - Subject matter (selected in Phase A)
• Title - Specific presentation title
• Speaker(s) - One or more presenters
• Time Slot - Scheduled time (assigned in Phase D)
• Description - Session overview (≤1000 chars)
• Track - Parallel track (for multi-track events)

# Session Types

Main Presentations:

• 45-60 minute talks
• Single speaker or panel

Workshops:

• 90-120 minute interactive sessions
• Multiple facilitators

Keynotes:

• 60-90 minute flagship presentations
• Prominent speakers

Networking:

• Break periods
• Coffee, lunch, reception

# Managing Sessions

Sessions are managed throughout the workflow:

1. Phase A (Setup): Topics selected (becomes session topics), speakers brainstormed
2. Phase B (Outreach): Speakers contacted and accept invitations
3. Phase B (Content): Speakers submit presentation titles and content
4. Phase C (Quality): Content reviewed and approved
5. Phase D (Assignment): Sessions assigned to time slots, agenda published

See Phase D: Assignment for session slot assignment details.

# Event Speakers

# Speaker Assignment

Speakers are linked to events through sessions:

Event: BATbern 2025
├─ Session 1: Sustainable Building Materials
│  └─ Speaker: Hans Müller (Müller Architekten AG)
├─ Session 2: Digital Transformation
│  └─ Speaker: Anna Schmidt (Schmidt & Partner)
└─ Session 3: Urban Planning
   └─ Speakers: Peter Meier, Lisa Weber (Panel)

# Speaker Status Tracking

Implemented

Each speaker progresses through their own workflow independently:

Note: Speakers reach confirmed automatically when both quality_reviewed AND session.startTime exist (can happen in any order).

See Phase B: Outreach for speaker tracking details.

# Event Partners

Implemented

Events can have partners - organizations providing sponsorship or collaboration.

# Partner Tiers

Partners are assigned tiers based on contribution level:

• 💎 Diamond - Highest tier, prominent placement
• 🥈 Platinum - Premium tier
• 🥇 Gold - Standard sponsorship
• 🥈 Silver - Supporting sponsorship
• 🥉 Bronze - Basic sponsorship

# Partner Benefits

Partners receive:

• Logo placement on event materials
• Booth/table at event venue
• Attendee list access (GDPR compliant)
• Speaking opportunities (higher tiers)
• Meeting coordination with attendees

See Partner Management for details.

# Viewing Event Details

Event detail view shows comprehensive information:

# Tabs

General:

• Basic information (name, type, description)
• Timeline (dates, registration window)
• Location and venue

Sessions Implemented:

• List of all sessions
• Session schedule (timeline view)
• Speaker assignments

Speakers Implemented:

• List of speakers (per-event pool entries — Epic 11 / ADR-009)
• 8-state speaker workflow status (identified → … → confirmed)
• Contact history

Partners Implemented:

• List of event partners
• Partner tier badges
• Meeting coordination

Attendees Planned:

• Registration list
• Attendance tracking
• Check-in status

Analytics Planned:

• Registration funnel
• Speaker engagement
• Attendee demographics

# Editing an Event

# Deleting an Event

Delete Event?
────────────────────────────────────
Delete "BATbern 2025"?

This will permanently delete:
- 8 sessions
- 12 speaker assignments
- 237 attendee registrations
- Event timeline and data

This action CANNOT be undone.

[Cancel]           [Delete]

# Resource Expansion

Implemented

Optimize API requests by expanding related entities:

GET /api/events/123?expand=speakers,partners,sessions

{
  "id": "123",
  "name": "BATbern 2025",
  "eventType": "FULL_DAY",
  "eventDate": "2025-03-15",
  "speakers": [
    { "id": "456", "name": "Hans Müller", "status": "CONFIRMED" },
    { "id": "789", "name": "Anna Schmidt", "status": "CONFIRMED" }
  ],
  "sessions": [
    { "id": "101", "topic": "Sustainable Building", "speaker": "456" }
  ],
  "partners": [
    { "id": "202", "name": "Partner AG", "tier": "GOLD" }
  ]
}

Returns event with all related data in a single request.

# Event Dashboard Widget

Implemented

Active events appear as cards on the organizer dashboard:

┌────────────────────────────────────────┐
│ BATbern 2025                           │
│ [FULL_DAY] [SPEAKERS_IDENTIFIED]       │
├────────────────────────────────────────┤
│ 📅 March 15, 2025                      │
│ ⏰ 45 days until event                 │
│ 🎤 8 of 12 speakers confirmed          │
│ 🎫 237 registrations (of 500)          │
├────────────────────────────────────────┤
│ [Continue Workflow] [View Details]     │
└────────────────────────────────────────┘

Click Continue Workflow to jump to the current workflow step.

# Common Issues

# “Registration opens after event date”

Problem: Invalid timeline configuration.

Solution:

• Ensure Registration Opens < Registration Closes < Event Date
• Adjust dates to maintain logical sequence

# “Cannot change event type after sessions created”

Problem: Changing event type affects session structure.

Solution:

• Delete existing sessions first (if needed)
• Or create a new event with the correct type
• Contact support if you need to migrate sessions

# “Event stuck in CREATED state”

Problem: Event not progressing through workflow.

Solution:

• Navigate to the event in Phase A workflow
• Select topics to advance to TOPIC_SELECTION state
• Add speaker candidates to reach SPEAKER_IDENTIFICATION
• See Workflow System

# Related Topics

• Workflow System → - 9-state event workflow, per-speaker workflow, task system
• Phase A: Setup → - Event creation and initial configuration
• Speaker Management → - Manage event speakers
• Partner Management → - Coordinate event partners
• Topic Heat Map → - Select event topics

# API Reference

# Endpoints

POST   /api/events                 Create event
GET    /api/events                 List events (paginated)
GET    /api/events/{id}            Get event by ID
PUT    /api/events/{id}            Update event
DELETE /api/events/{id}            Delete event
GET    /api/events/{id}/sessions   Get event sessions
GET    /api/events/{id}/speakers   Get event speakers
GET    /api/events/{id}/partners   Get event partners
POST   /api/events/{id}/workflow   Advance workflow state

See API Documentation for complete specifications.