Phase A: Setup

Last Updated: 2026-06-13 — Speaker states aligned to the 8-state model (ADR-009 / Epic 11).

# Overview

Phase A establishes the foundation for your event. You’ll define the event format, select topics based on historical data, and brainstorm potential speakers.

Key Deliverable: Event configured with selected topics and identified speaker candidates

# Step 1: Event Type Definition

Implemented

# Purpose

Define the event format which determines timeline, session count, and speaker requirements.

# Accessing Event Creation

Navigate to the Events dashboard and click Create Event.

The event creation modal will open with the event configuration form.

# Acceptance Criteria

• ✅ Event type selected (Full-Day, Afternoon, or Evening)
• ✅ Event date and time confirmed
• ✅ Venue identified
• ✅ Registration timeline defined

# Event Type Selection

Choose the appropriate format for your conference:

# 🌞 Full-Day Conference

When to Use:

• Annual flagship BATbern event
• Broad audience appeal (200+ expected attendees)
• Multiple topics to cover
• Budget supports full-day venue rental

Configuration:

• Duration: 8+ hours (e.g., 9:00 - 18:00)
• Sessions: 8-12 presentations
• Speakers Needed: 10-15 speakers
• Parallel Tracks: 2-3 tracks (optional)
• Lead Time: 3-4 months recommended

# 🌤️ Afternoon Workshop

When to Use:

• Specialized topic deep-dive
• Smaller audience (50-100 attendees)
• Interactive format with Q&A
• Half-day commitment from speakers

Configuration:

• Duration: 3-4 hours (e.g., 14:00 - 18:00)
• Sessions: 2-4 presentations
• Speakers Needed: 3-5 speakers
• Parallel Tracks: Single track
• Lead Time: 6-8 weeks recommended

# 🌙 Evening Lecture

When to Use:

• Guest speaker or keynote presentation
• Networking-focused event
• Shorter commitment for attendees
• Lower budget / less formal

Configuration:

• Duration: 2-3 hours (e.g., 18:00 - 21:00)
• Sessions: 1-2 presentations
• Speakers Needed: 1-3 speakers
• Parallel Tracks: Single track
• Lead Time: 4-6 weeks recommended

# How to Complete

# Assigning Tasks to Organizers

After creating the event, you can assign tasks to team members to distribute the workload.

Access the task list to view and manage assigned tasks.

# Step 2: Topic Selection with Heat Map

Implemented

# Purpose

Select session topics using historical data to inform decisions and avoid topic fatigue.

# Acceptance Criteria

• ✅ Minimum topics selected based on event type:
  • Full-Day: 8-12 topics
  • Afternoon: 2-4 topics
  • Evening: 1-2 topics
• ✅ Topics reviewed for balance (not all from same category)
• ✅ Historical context considered via heat map

# Topic Heat Map

Implemented

The Topic Heat Map visualizes 20+ years of BATbern conference history, showing topic frequency over time.

# How the Heat Map Works

The Topic Heat Map visualizes historical topic coverage across 20+ years of BATbern conferences. Topics are organized by category (rows) and time periods (columns). Color intensity indicates presentation frequency: dark blue for frequently presented topics (4+ times), light blue for occasional topics (1-3 times), and white for topics never or rarely presented.

Color Coding:

• Dark Blue: Frequent topic (presented 4+ times in 5-year period)
• Light Blue: Occasional topic (1-3 times)
• White: Never or rarely presented

# Interpreting the Heat Map

Popular Topics (Dark Blue columns):

• ✅ Proven audience interest
• ⚠️ Risk of topic fatigue if presented too often
• Consider new angles or subtopics

Emerging Topics (White → Light Blue transition):

• ✅ Fresh content, likely high interest
• ✅ Opportunity to be ahead of trends
• Consider pairing with established speakers

Declining Topics (Dark → Light Blue transition):

• ⚠️ May indicate waning interest
• Consider retiring or significantly updating

Consistently Popular (Dark Blue across all periods):

• ✅ Safe, reliable topics
• Ensure fresh perspective each time
• Examples: Sustainable Building, Energy Efficiency

# Topic Categories

Topics are organized into categories:

Design & Aesthetics:

• Minimalist Design
• Swiss Architecture
• Color Theory in Architecture

Technology & Innovation:

• Digital Transformation
• BIM and Digital Twins
• Smart Buildings
• Computational Design

Sustainability:

• Sustainable Building Materials
• Energy Efficiency
• Circular Economy
• Net-Zero Buildings

Urban & Regional:

• Urban Planning
• Public Spaces
• Transportation Integration
• Regional Development

Heritage & History:

• Heritage Preservation
• Adaptive Reuse
• Historical Context

Practice & Business:

• Project Management
• Client Relations
• Practice Development

# How to Complete

# Topic Selection Tips

Aim for Variety:

The topic balance indicator shows examples of good vs. poor topic distribution. Good balance includes diverse categories (Sustainability, Technology, Urban & Regional, Heritage). Poor balance concentrates all topics in a single category (e.g., all Technology topics like BIM, Smart Buildings, Digital Twins).

Consider Event Type:

• Full-Day: Mix of broad appeal and specialized topics
• Afternoon: Focused theme with related topics
• Evening: Single compelling topic or contrasting pair

Leverage Heat Map Insights:

• Avoid topics presented last year (unless new angle)
• Identify 5+ year gaps as re-introduction opportunities
• Note which topics consistently draw high attendance

# Step 3: Speaker Brainstorming

Implemented

# Purpose

Identify potential speakers for each selected topic, creating a pool of candidates for outreach in Phase B.

# Acceptance Criteria

• ✅ Each topic has 2-3 candidate speakers identified
• ✅ Total candidates = 2× needed speakers (e.g., 20 candidates for 10 speaker slots)
• ✅ Candidate diversity considered (companies, experience levels, demographics)
• ✅ Contact information captured (email minimum)

# Candidate Sources

Past Speakers:

• Review historical speaker database
• Filter by topic expertise
• Check availability (not presented recently)

Company Referrals:

• Ask partner companies for recommendations
• Leverage user/company database
• Contact industry associations

Industry Experts:

• LinkedIn searches
• Industry publications and blogs
• Conference speaker rosters (other events)

Internal Knowledge:

• Organizer team recommendations
• Board member suggestions
• Partner company employees

# How to Complete

Where else IDENTIFIED candidates come from (Epic 7):

• Speaker self-nomination (Story 7.2) — once the event’s topic is set and published, logged-in attendees can self-nominate (“I could speak on that”) with a proposed session title + abstract. Each nomination creates a speaker_pool entry at IDENTIFIED, appearing alongside your brainstormed candidates for triage through the normal 8-state workflow. No account is provisioned at nomination.
• Topics from the floor (Story 7.1) — logged-in attendees suggest future topics into the topic-suggestion pool, tagged source = community. These surface in the topic-selection admin UI (Step 2) with a community badge for organizers to triage; they do not create speaker-pool entries.

# Brainstorming Tips

Target 2:1 Ratio:

• Identify 2× candidates per needed speaker
• Provides backup if speakers decline
• Allows selectivity based on responses

Consider Diversity:

• Company: Avoid 3+ speakers from same firm
• Experience: Mix established and emerging voices
• Gender: Aim for balanced representation
• Geography: Include speakers from different regions

Prioritize Candidates:

High Priority (contact first):
- Past speakers with excellent ratings
- Industry thought leaders
- Strong topic-expertise match

Medium Priority (contact if needed):
- New speakers with good credentials
- Medium topic match
- Company referrals

Low Priority (backup):
- Emerging speakers (unproven)
- Low topic match
- Last-resort options

Capture Useful Notes:

• Previous presentation history
• Presentation style (technical, storytelling, visual)
• Availability constraints (e.g., “Not available Fridays”)
• Special requirements (e.g., “Needs translator”)

# Phase A Completion

# Success Criteria

Before advancing to Phase B, confirm:

• ✅ Event type defined with timeline
• ✅ Topics selected using heat map data
• ✅ Speaker candidates identified (2:1 ratio)
• ✅ Event state = SPEAKER_IDENTIFICATION
• ✅ Auto-created tasks: Venue Booking, Partner Meeting, Moderator Assignment, Newsletter: Topic

# What Happens Next

Phase B: Outreach begins automatically:

• Candidates ready for contact (Step 4)
• Outreach tracking system active
• Email templates available

See Phase B: Outreach → to continue.

# Troubleshooting Phase A

# “Heat map shows no data”

Problem: Heat map displays empty cells.

Solution:

• Historical data may not be imported yet (Epic 3 in progress)
• Proceed with topic selection based on organizer knowledge
• Contact support to import historical data

# “Can’t find enough speaker candidates”

Problem: Insufficient candidates for 2:1 ratio.

Solution:

• Expand search to adjacent topics
• Consider emerging speakers (lower experience)
• Extend outreach timeline to allow more research
• Consider reducing event scope (fewer sessions)

# “Topics too similar”

Problem: Selected topics lack diversity.

Solution:

• Review heat map for adjacent categories
• Consult topic category list
• Replace 1-2 topics with different categories
• Ensure balance across Design, Technology, Sustainability

# Related Topics

• Event Management → - Event configuration
• Topic Heat Map → - Detailed heat map guide
• Speaker Management → - Speaker profiles
• Phase B: Outreach → - Next phase

# API Reference

# Workflow Endpoints

POST /api/events/{id}/workflow/step-1     Complete Step 1 (Event Type)
POST /api/events/{id}/workflow/step-2     Complete Step 2 (Topic Selection)
POST /api/events/{id}/workflow/step-3     Complete Step 3 (Brainstorming)
GET  /api/topics/heatmap                   Get heat map data
POST /api/speakers                         Create speaker candidate

See API Documentation for complete specifications.