conference/spec.md

NetEvent Conference Platform - Specification

1. Project Overview

Project Name: NetEvent Type: Web-based conference/networking event management platform Core Functionality: A multi-language platform for organizing events, managing attendees, handling breakout sessions, staff coordination, check-in/badge generation, and professional networking/connections.

2. Tech Stack

• Backend: Python Flask
• Database: MySQL (mysql.connector)
• Internationalization: Flask-Babel with 7 languages (en, nl, de, fr, es, it, pl)
• PDF Generation: ReportLab
• Excel Export: openpyxl
• QR Codes: qrcode library
• Email: SMTP (Brevo/Sendinblue)
• Frontend: HTML/CSS (Jinja2 templates)

3. Database Schema

organizers

Column	Type	Constraints
id	INT	PRIMARY KEY AUTO_INCREMENT
email	VARCHAR(255)	UNIQUE NOT NULL
password_hash	VARCHAR(255)	NOT NULL
name	VARCHAR(255)	NOT NULL
staff_code	VARCHAR(10)	UNIQUE DEFAULT NULL
preferred_language	VARCHAR(5)	DEFAULT 'en'
created_at	TIMESTAMP	DEFAULT CURRENT_TIMESTAMP

events

Column	Type	Constraints
id	INT	PRIMARY KEY AUTO_INCREMENT
organizer_id	INT	NOT NULL, FOREIGN KEY → organizers(id)
code	VARCHAR(10)	UNIQUE NOT NULL
name	VARCHAR(255)	NOT NULL
description	TEXT
start_time	DATETIME	NOT NULL
end_time	DATETIME
location	VARCHAR(255)
max_attendees	INT	DEFAULT NULL
created_at	TIMESTAMP	DEFAULT CURRENT_TIMESTAMP

attendees

Column	Type	Constraints
id	INT	PRIMARY KEY AUTO_INCREMENT
event_id	INT	NOT NULL, FOREIGN KEY → events(id)
email	VARCHAR(255)	NOT NULL
password_hash	VARCHAR(255)	NOT NULL
first_name	VARCHAR(100)	NOT NULL
last_name	VARCHAR(100)	NOT NULL
organisation	VARCHAR(255)
role	VARCHAR(255)
introduction	TEXT
phone	VARCHAR(50)	DEFAULT ''
linkedin	VARCHAR(255)	DEFAULT ''
profile_picture	VARCHAR(255)	DEFAULT NULL
checked_in	BOOLEAN	DEFAULT FALSE
attendance_status	ENUM('attending', 'not_attending')	DEFAULT 'attending'
confirmation_token	VARCHAR(64)	DEFAULT NULL
attendee_code	VARCHAR(10)	UNIQUE
attendee_type_id	INT	DEFAULT NULL, FOREIGN KEY → attendee_types(id)
preferred_language	VARCHAR(5)	DEFAULT 'en'
created_at	TIMESTAMP	DEFAULT CURRENT_TIMESTAMP
		UNIQUE KEY (event_id, email)

connections

Column	Type	Constraints
id	INT	PRIMARY KEY AUTO_INCREMENT
attendee_id	INT	NOT NULL, FOREIGN KEY → attendees(id)
connected_attendee_id	INT	NOT NULL, FOREIGN KEY → attendees(id)
status	ENUM('pending', 'accepted', 'rejected')	DEFAULT 'pending'
created_at	TIMESTAMP	DEFAULT CURRENT_TIMESTAMP
		UNIQUE KEY (attendee_id, connected_attendee_id)

appointments

Column	Type	Constraints
id	INT	PRIMARY KEY AUTO_INCREMENT
event_id	INT	NOT NULL, FOREIGN KEY → events(id)
requester_id	INT	NOT NULL, FOREIGN KEY → attendees(id)
target_id	INT	NOT NULL, FOREIGN KEY → attendees(id)
appointment_time	DATETIME	NOT NULL
location	VARCHAR(255)
notes	TEXT
status	ENUM('pending', 'accepted', 'rejected')	DEFAULT 'pending'
created_at	TIMESTAMP	DEFAULT CURRENT_TIMESTAMP

breakout_sessions

Column	Type	Constraints
id	INT	PRIMARY KEY AUTO_INCREMENT
code	VARCHAR(10)	UNIQUE NOT NULL
event_id	INT	NOT NULL, FOREIGN KEY → events(id)
name	VARCHAR(255)	NOT NULL
description	TEXT
start_time	DATETIME	NOT NULL
end_time	DATETIME	NOT NULL
location	VARCHAR(255)
max_attendees	INT	DEFAULT NULL
created_at	TIMESTAMP	DEFAULT CURRENT_TIMESTAMP

breakout_session_organizers

Column	Type	Constraints
id	INT	PRIMARY KEY AUTO_INCREMENT
breakout_session_id	INT	NOT NULL, FOREIGN KEY → breakout_sessions(id)
organizer_id	INT	NOT NULL, FOREIGN KEY → organizers(id)
created_at	TIMESTAMP	DEFAULT CURRENT_TIMESTAMP
		UNIQUE KEY (breakout_session_id, organizer_id)

breakout_session_rsvps

Column	Type	Constraints
id	INT	PRIMARY KEY AUTO_INCREMENT
breakout_session_id	INT	NOT NULL, FOREIGN KEY → breakout_sessions(id)
attendee_id	INT	NOT NULL, FOREIGN KEY → attendees(id)
status	ENUM('registered', 'cancelled')	DEFAULT 'registered'
created_at	TIMESTAMP	DEFAULT CURRENT_TIMESTAMP
		UNIQUE KEY (breakout_session_id, attendee_id)

staff

Column	Type	Constraints
id	INT	PRIMARY KEY AUTO_INCREMENT
event_id	INT	NOT NULL, FOREIGN KEY → events(id)
email	VARCHAR(255)	NOT NULL
password_hash	VARCHAR(255)	DEFAULT NULL
first_name	VARCHAR(100)	NOT NULL
last_name	VARCHAR(100)	NOT NULL
staff_code	VARCHAR(10)	UNIQUE DEFAULT NULL
invite_token	VARCHAR(64)	DEFAULT NULL
invite_used	BOOLEAN	DEFAULT FALSE
preferred_language	VARCHAR(5)	DEFAULT 'en'
created_at	TIMESTAMP	DEFAULT CURRENT_TIMESTAMP
		UNIQUE KEY (event_id, email)

languages

Column	Type	Constraints
code	VARCHAR(5)	PRIMARY KEY
name	VARCHAR(50)	NOT NULL
native_name	VARCHAR(50)	NOT NULL
is_active	BOOLEAN	DEFAULT TRUE
is_default	BOOLEAN	DEFAULT FALSE
date_format	VARCHAR(30)	DEFAULT '%B %d, %Y at %H:%M'
sort_order	INT	DEFAULT 0

attendee_types

Column	Type	Constraints
id	INT	PRIMARY KEY AUTO_INCREMENT
event_id	INT	NOT NULL, FOREIGN KEY → events(id)
code	VARCHAR(10)	UNIQUE NOT NULL
name	VARCHAR(100)	NOT NULL
price	DECIMAL(10,2)	DEFAULT 0.00
created_at	TIMESTAMP	DEFAULT CURRENT_TIMESTAMP

4. User Types & Roles

Organizer

• Creates/manages events
• Manages attendee types (with pricing)
• Creates/manages breakout sessions
• Adds/removes staff members
• Checks in attendees
• Generates badge PDFs (rectangular format)
• Downloads attendee Excel sheets
• Sends notifications
• Manages all event aspects

Staff

• Invited via email with token link
• Access staff dashboard for assigned events
• Check-in attendees at events
• Limited to event-specific operations

Attendee

• Registers for events (with optional payment)
• Manages personal profile
• RSVP's for breakout sessions
• Connects with other attendees (request/accept/reject)
• Requests appointments
• Downloads personal badge
• Scans QR codes to connect with others

Presenter (via presenter dashboard)

• Access to presenter-specific dashboard

5. Core Features

Event Management

• Create/edit/delete events
• Set event date, time, location, max attendees
• Generate unique event codes
• Event registration with type-based pricing
• Payment processing
• Email notifications

Attendee Management

• Registration (email/password)
• Profile management (name, organization, role, bio, phone, LinkedIn)
• Profile photo upload with crop/zoom
• Personal attendee page (token-based access)
• Attendee type assignment (VIP, General, etc.)
• Check-in tracking
• Badge generation

Breakout Sessions

• Create sessions within events
• RSVP system (register/cancel)
• Capacity management
• Multiple organizer assignment

Staff Management

• Invite staff via email
• Token-based invitation flow
• Staff code generation
• Edit/remove staff

Networking

• Connect with other attendees (QR scan or search)
• Connection request system (pending/accepted/rejected)
• Appointment scheduling
• Connection requests management

Internationalization

• 7 languages: English, Dutch, German, French, Spanish, Italian, Polish
• Language preference per user
• Locale detection (URL, session, cookie, browser, user preference)

Export/Reporting

• Excel export of attendees
• Badge PDF generation (rectangular)
• QR code integration for badges

6. Key Routes

Public

• / - Landing page
• /login - Login page
• /register/organizer - Organizer registration
• /register/attendee/<code> - Attendee registration for event
• /event/register/<code> - Event registration with type
• /event/<code>/payment - Payment processing
• /staff/<staff_code> - Staff invitation accept
• /attendee/request-link - Request personal page link
• /attendee/personal/<token> - Personal attendee page

Organizer

• /organizer/dashboard - Dashboard
• /organizer/event/create - Create event
• /organizer/event/<id>/edit - Edit event
• /organizer/event/<id>/attendee-types - Manage attendee types
• /organizer/event/<id>/breakout-sessions - Manage breakout sessions
• /organizer/event/<id>/staff - Manage staff
• /organizer/event/<id>/attendees/batch-assign-type - Batch assign types
• /organizer/event/<id>/checkin/<attendee_id> - Check-in attendee
• /organizer/event/<id>/badges/rectangular/download - Download badges
• /organizer/event/<id>/attendees/excel/download - Excel export

Staff

• /staff/dashboard - Staff dashboard
• /staff/<event_id>/dashboard - Event-specific staff view
• /staff/invite/<token> - Accept invitation

Attendee

• /attendee/dashboard - Attendee dashboard
• /attendee/profile - Edit profile
• /attendee/photo - Upload photo
• /attendee/breakout-sessions - View/RSVP sessions
• /attendee/event/attendance - Update attendance status
• /attendee/badge/download - Download badge
• /attendee/scan - QR scan interface
• /attendee/connection-requests - Manage connection requests
• /appointments - Manage appointments

Presenter

• /presenter/dashboard - Presenter dashboard