Phase E: Archival & Publishing

Last Updated: 2026-06-13 — Verified the 9-state EVENT workflow (Epic 5, unchanged); speaker publish-readiness now uses the derived is_publishable flag (ADR-009 / Epic 11) rather than a confirmed state.

# Overview

Phase E manages the event lifecycle from agenda finalization through execution to archival. The system includes automated publishing (speakers @ 30 days, agenda @ 14 days) and automated state transitions (EVENT_LIVE on event day, EVENT_COMPLETED after event ends).

Key Deliverable: Executed event with complete historical archive and automated lifecycle management

# Event Archival (Implemented)

Implemented

# Purpose

Archive completed events to preserve historical data and free up the active event list for current planning.

# When to Archive

Archive events after:

• Event has concluded
• Post-event follow-up completed
• Attendee feedback collected
• All financial transactions settled

# How to Archive an Event

# Automated Publishing (Implemented)

Implemented

# Auto-Publishing Schedule

BATbern automatically publishes event content on a fixed schedule to reduce manual work and ensure timely publication:

Speaker Profiles (30 days before event):

• Cron job runs daily at 00:00 UTC
• Checks all events where currentPublishedPhase has not yet reached “speakers” (i.e. speakers not yet published), regardless of event workflow state
• For events exactly 30 days away (or past this date if not yet published):
  • Publishes all publishable speaker profiles (is_publishable = QUALITY_REVIEWED AND is_slot_assigned) to the public website
  • Sets speaker.publishedAt timestamp
  • Auto-creates “Newsletter: Speakers” task (if not exists)

Full Agenda (14 days before event):

• Cron job runs daily at 00:00 UTC
• Checks all events where currentPublishedPhase = "speakers" (speakers already published) and all sessions have timing configured
• For events exactly 14 days away (or past this date if not yet published):
  • Publishes complete session schedule with time slots
  • Sets event.agendaPublishedAt timestamp
  • Transitions event to AGENDA_PUBLISHED state
  • Auto-creates “Newsletter: Final” task (if not exists)

Manual Override:

• Organizers can manually publish speakers/agenda before auto-publish dates
• Use Publishing tab → “Publish Speakers Now” or “Publish Agenda Now”
• Prevents duplicate auto-publishing (checks publishedAt timestamps)

# Automated State Transitions (Implemented)

Implemented

EVENT_LIVE Transition (on event day):

• Cron job runs hourly
• Checks all events in AGENDA_FINALIZED state
• For events where current date/time >= event start time:
  • Automatically transitions event to EVENT_LIVE state
  • Sends real-time notification to organizers
  • Triggers day-of-event systems (check-in, live updates)

EVENT_COMPLETED Transition (after all sessions end via Watch mode):

• Primary mechanism: organizer uses the live Watch feature to call endSession() for each completeable session
• When the last completeable session is ended, the system automatically transitions the event to EVENT_COMPLETED state
• Only session types that count toward completion: keynote, presentation, workshop, panel_discussion
• Excluded from completion check: break, lunch, networking — these do not need to be ended by the organizer
• Sends post-event notification to organizers
• Triggers post-event workflows (feedback collection, archival preparation)

See Live Event Management (Watch Mode) below for full details.

Configuration:

• Uses event.eventDate and event.eventTime for EVENT_LIVE transition trigger
• Handles timezone correctly (all times stored as UTC)

# Live Event Management (Watch Mode)

Implemented

The Watch feature lets organizers manage the event in real time on the event day. It is the primary mechanism that drives the EVENT_LIVE → EVENT_COMPLETED transition.

How it works:

1. While the event is in EVENT_LIVE state, open the Watch view from the event dashboard.
2. As each session concludes, click End Session for that session in the Watch view.
3. When the last completeable session has been ended, the system automatically transitions the event to EVENT_COMPLETED.

Completeable session types (must be ended to trigger completion):

• keynote
• presentation
• workshop
• panel_discussion

Non-completeable session types (never required to be ended):

• break
• lunch
• networking

If organizers do not use Watch mode, the event remains in EVENT_LIVE indefinitely — there is no automatic time-based fallback that transitions to EVENT_COMPLETED.

# CDN Delivery (CloudFront)

Published content is served through AWS CloudFront CDN for low-latency delivery:

• Speaker photos, presentation materials, and event assets are stored in S3 and delivered via CloudFront (< 50 ms typical latency)
• Cache invalidation is triggered automatically when new content is published — on the auto-publish schedule and on manual publish
• Changes to speaker profiles or the agenda reach the public website within seconds of the publish job completing

# Archival Best Practices

When to Archive:

• Immediately after post-event activities complete
• Typically 1-2 weeks after event date
• After attendee feedback window closes

What Gets Preserved:

• Complete event configuration
• All speaker and presentation data
• Slot assignments and schedule
• Participant lists and attendance records
• Quality reviews and ratings

Archival vs. Deletion:

• ✅ Archive: Preserves all data, supports historical analysis
• ❌ Delete: Permanent removal, loses historical context
• Prefer archival to maintain 20+ year event history

# Agenda Finalization

Implemented

# Purpose

Lock the final agenda approximately 2 weeks before the event to allow for printing and final communications.

# When to Finalize

Typically 14 days before the event, after:

• All speakers confirmed and reconfirmed
• All slot assignments complete
• Any last-minute dropouts resolved
• Ready to send to printer

# How to Finalize

# Progressive Publishing

The auto-publishing schedule (speakers at 30 days, agenda at 14 days) handles the standard release timeline automatically. The controls below allow organizers to publish earlier or override the default schedule for special cases.

# Purpose

Control publishing timing when the automated 30/14-day schedule doesn’t fit — for example, publishing speakers sooner to build anticipation, or delaying if late-breaking changes are expected.

# Manual Publishing Options

# Publishing Strategy

Progressive Release Timeline:

Benefits:

• Speakers have time to withdraw before public announcement
• Organizers can adjust topics if needed
• Marketing can build gradually
• Reduces last-minute changes to published agenda

# How to Complete

[Publish Event Basics]

Public Information:
✅ Event name: "BATbern 2025"
✅ Date: March 15, 2025
✅ Time: 9:00 - 18:00
✅ Venue: Kursaal Bern
✅ Event type: Full-Day Conference
✅ Registration link: Active

Hidden:
⏸️ Topics (not yet published)
⏸️ Speakers (not yet published)
⏸️ Schedule (not yet published)

[Publish to Website]

[Publish Topics]

Topics for BATbern 2025:
✅ Sustainable Building Materials
✅ Digital Transformation in Architecture
✅ Urban Planning Innovations
✅ Heritage Adaptive Reuse
... (8 more)

Speakers: "Coming soon - Stay tuned!"

[Publish Topics]

[Publish Speaker Profiles]

Confirm all speakers before publishing:
✅ Hans Müller - Last confirmation: 2 days ago
✅ Anna Schmidt - Last confirmation: 1 day ago
✅ Peter Weber - Last confirmation: 3 days ago
... (9 more)

⚠️ All speakers must confirm availability within 7 days

[Publish All Speakers]

[Publish Complete Agenda]

Full Schedule:
────────────────────────────────────────────────
09:00-09:45
Track A: Hans Müller - Sustainable Materials
Track B: Anna Schmidt - Digital Transformation

10:00-10:45
Track A: Peter Weber - Urban Planning
Track B: Martin Fischer - Heritage Reuse

[Continue for all sessions...]

[Publish Full Agenda]

# Website Preview

Public event page shows:

════════════════════════════════════════════════
BATbern 2025
Full-Day Conference | March 15, 2025 | Kursaal Bern
════════════════════════════════════════════════

[Register Now] - 45 days until event

────────────────────────────────────────────────
About This Event

Join 300+ architects for a full day of insights on...

Topics:
• Sustainable Building Materials
• Digital Transformation
• Urban Planning Innovations
• Heritage Adaptive Reuse
... and 8 more

────────────────────────────────────────────────
Speakers (12)

[Photo] Hans Müller
        Müller Architekten AG
        "Innovations in Sustainable Building Materials"
        [View Profile]

[Photo] Anna Schmidt
        Schmidt & Partner
        "Digital Transformation in Architecture"
        [View Profile]

... (10 more speakers)

────────────────────────────────────────────────
Schedule

09:00-09:45  Opening Sessions
[Track A] Hans Müller - Sustainable Materials
[Track B] Anna Schmidt - Digital Transformation

10:00-10:45  Morning Sessions
[Track A] Peter Weber - Urban Planning
[Track B] Martin Fischer - Heritage Reuse

[View Full Schedule]

────────────────────────────────────────────────
[Register Now]

# Publishing Notifications

Stakeholder communication at each publishing stage is handled through the Task System — the newsletter task templates (Newsletter: Topic, Newsletter: Speakers, Newsletter: Final) are automatically created at the relevant event state transitions and assigned to organizers for action. See Task Templates for configuration.

Notify stakeholders at each stage:

Registration Opened (Stage 1):

• Email to all users: “Registration now open!”
• Social media announcement
• Partner notification

Topics Announced (Stage 2):

• Email to registered attendees
• Social media teaser
• Blog post

Speakers Revealed (Stage 3):

• Email to all with speaker highlights
• Social media speaker spotlights (1 per day)
• Press release

Full Agenda Published (Stage 4):

• Final email with complete schedule
• Downloadable PDF agenda
• Mobile app update (if available)

# Dropout Handling

# Purpose

Lock the final agenda while managing any last-minute speaker withdrawals.

# Acceptance Criteria

• ✅ All speakers reconfirmed within 1 week of event
• ✅ Dropout procedures executed (if needed)
• ✅ Agenda finalized and locked
• ✅ Event state = AGENDA_FINALIZED

# Reconfirmation Process

To: hans.mueller@example.com
Subject: Final Confirmation - BATbern 2025 (1 week away!)

Hi Hans,

BATbern 2025 is one week away! Please confirm you're ready:

Your Session:
- Date: March 15, 2025
- Time: 09:00-09:45 (Track A)
- Topic: "Innovations in Sustainable Building Materials"
- Duration: 45 minutes (30 min talk + 15 min Q&A)

Please confirm by clicking:
[Yes, I'm Ready!] [I Need to Withdraw]

If confirming, please also confirm:
☐ Presentation slides ready (send by March 13)
☐ Technical requirements submitted
☐ Travel/accommodation arranged

See you next week!
Anna Schmidt

Final Confirmation Status
────────────────────────────────────────
Deadline: March 8, 2025 (7 days before event)

Confirmed: 10 / 12 (83%) ✅
Pending: 2 / 12 (17%) ⚠️
  - Peter Weber (last contact: 3 days ago)
  - Lisa Meier (last contact: 5 days ago)

Dropout: 0

[Send Reminder to Pending]

⚠️ Dropout Alert

Martin Fischer withdrew (March 8, 2025)
Session: Heritage Adaptive Reuse (11:00-11:45 Track B)
Reason: "Family emergency"

Impact: 1 session affected, 1 week before event

Options:
1. [Promote Waitlist Speaker]
   Sophie Keller - Similar topic available

2. [Reassign Existing Speaker]
   Hans Müller could present second session

3. [Cancel Session]
   Reduce to 11 sessions, adjust schedule

4. [Merge Sessions]
   Combine with similar topic, extend duration

[Choose Option]

To: sophie.keller@example.com
Subject: URGENT: Speaker Slot Available - BATbern 2025

Hi Sophie,

A speaker slot has opened for BATbern 2025 (March 15).

Session Details:
- Topic: Heritage Adaptive Reuse
- Time: 11:00-11:45 (Track B)
- Notice: 6 days (expedited preparation)

Your waitlisted presentation "Circular Economy in Construction"
fits well. Are you available?

Please respond within 24 hours.

Urgently,
Anna Schmidt

[Finalize Agenda]

Final Status:
────────────────────────────────────────
Total Sessions: 12
Confirmed Speakers: 12 ✅
Dropouts Resolved: 1 (Sophie Keller replacement) ✅
Last Change: March 8, 2025

Lock agenda? After locking:
- No further changes allowed
- Printed materials can be produced
- Final attendee notification sent

[Lock Agenda] [Cancel]

# Dropout Communication

To Registered Attendees:

Subject: Schedule Update - BATbern 2025

Hi [Attendee],

A schedule update for BATbern 2025:

Changed Session:
- Was: Martin Fischer - "Heritage Adaptive Reuse"
- Now: Sophie Keller - "Circular Economy in Construction"
- Time: 11:00-11:45 Track B (unchanged)

All other sessions remain as published.

See updated schedule: [link]

Thank you for your understanding!
BATbern Team

To Dropout Speaker:

Subject: Thank You - BATbern 2025

Hi Martin,

Thank you for letting us know about your situation.
We completely understand and hope everything is okay.

We'd love to have you present at a future BATbern event.
I'll reach out in a few months about BATbern 2026.

Best wishes,
Anna

# Phase E Completion

# Success Criteria (Complete Lifecycle)

• ✅ Agenda finalized (AGENDA_FINALIZED state)
• ✅ Auto-publishing configured (speakers @ 30 days, agenda @ 14 days)
• ✅ Event executed successfully (EVENT_LIVE → EVENT_COMPLETED auto-transitions)
• ✅ Post-event activities completed
• ✅ Event archived (ARCHIVED state)
• ✅ Historical data preserved

# What Happens Next

After archival:

• Event removed from active workflows
• Data available for historical reporting
• Heat map data updated with event statistics
• Event serves as reference for future planning

# Troubleshooting Phase E

# “Cannot archive - workflow validation error”

Problem: System prevents archiving because workflow steps incomplete.

Solution:

• Check Override Workflow Validation checkbox in edit modal
• This allows archival for cancelled events or special cases
• Verify all important data is preserved before archiving

# “Archived event still appears in active list”

Problem: Event shows ARCHIVED badge but remains in active events.

Solution:

• Refresh the page to update the event list
• Check that status was saved correctly (re-open edit modal)
• Clear browser cache if issue persists
• Verify event state in database if problem continues

# “Need to un-archive an event”

Problem: Event was archived prematurely or by mistake.

Solution:

• Re-open the event edit modal
• Change status back to appropriate workflow state (e.g., AGENDA_PUBLISHED)
• Uncheck override validation if needed
• Save changes to restore event to active status

# Related Topics

• Phase D: Assignment → - Previous phase
• Event Management → - Event configuration and status
• Screenshot Index → - All workflow screenshots

# API Reference

PUT  /api/events/{id}/status                Update event status (including ARCHIVED)
GET  /api/events?status=ARCHIVED            List archived events
GET  /api/events/{id}/history               Get event workflow history
POST /api/events/{id}/restore               Restore archived event to active status

See API Documentation for complete specifications.