[ONLINE] MautiCon Working Group Meeting (10:00 a.m. UK time)

Attendees

• Sven Döring

• Ruth Cheesley

• Ima-Abasi

• Maegy

• Omotejowho (Jo)

• Emily Burman

• Joanna

• Ekkehard Gümbel

Actions from past meeting

• Ima-Abasi to post call for track leads in Slack [will post this in the announcements channel after this meeting]

• Ima-Abasi to post specific call for speakers reminder in language chanels in Slack [ Same as above]

• Ruth to reach out to Acquia for Japan [Done - Jinhee is going to reach out to them]

• Ima-Abasi and Maryblessing to discuss next steps in communications [Messaged Maryblessing for this, she is yet to respond]

• Ima-Abasi to complete the list of session reviewers [Not sure how to go about this. Should we call for volunteers for this or reach out to people privately?]

• Ruth / Margret to come up with ideas for local promotions

• Ima-Abasi to draft the Schedules for the in-person day and for the online days[Yet to get to this. Will do asap.]

Notes from this meeting

• [Sven] - Keynote speakers

• See thread here: https://mautic.slack.com/archives/C01228A0V2L/p1755156663138969

• Rory Sutherland can't make it as he's not in town

• Others have been over $3k speaker fee - out of our budget

• https://www.linkedin.com/in/samantha-lewis-williams could be an option

• https://www.linkedin.com/in/kathpay/ interested, gave some subjects she could cover, but doesn't seem to be that experienced with keynote-style presentations, it's mostly information providing in her talks on YouTube.

• https://www.linkedin.com/in/olivia-mae-hanlon/ Emily suggested - will reach out and see if it's an option.

• [Ruth] - on-site team

• A/V setup changes / track leads

• Ima-Abasi has drafted a message to send about track leads with a powerful laptop - to send this out during the week

• Ruth will review with A/V team about using Zoho Backstage's OnAir feature.

• Madlen will do a track and Patrick is happy to do one as well (half-day each)

• Emily may have some time to volunteer - she'll check.

• Don't lose sight of organising the online team (Favour should be running this one)

• [Ruth] - design tasks

• Inventory Zoho Backstage

• Jo is up for doing this - Ruth to give Jo access to Zoho Backstage

• Create tasks for the physical print material

• Jo will create an inventory of the print material we need and start to allocate to contributors (use Jira tasks)

• [Ekke / Ima Abasi] - Call for speakers

• The form didn't have language - it was missing - which has been added now but we didn't get any non-english sessions as a result.

• We were missing the lightening talks type, this is now added as pre-recorded session only for online. 

• We don't have enough talks for in-person or for online. Should we reopen? We'd like more non-english talks and lightning talks. 

• If we put out a message about non-english talks for the online event, do we publicly re-open, or ask people to reach out to us? What about getting more sessions for London?

• So far we've not done email outreach - we could directly target people who've been to previous events

• Reach out to past speakers

• Reach out to UK/Europe people with a direct invite

• Reach out to local language folks and send emails inviting to submit sessions - set up the segment

• Ekke will draft the email and find people to help translate it

• Sponsored talks?

• KumoMTA has submitted their session already - Zoho Backstage has the option to feature sessions which makes them more prominent.

• Panels?

• We haven't had any submitted - could we encourage those?

• Council panel

• E-Mail Deliverability (Maybe Andrew Bonar, Email Expert) - Ruth to ask Andrew about MC'ing, Ekke will ask Madlen if she can set up the panel.

• Who could host this? And reach out to people regarding this topic? 

• No male only panels

• Email Geeks Channel

• Jacob from Omnivery (Maegy sent him an email about sponsorship and will follow up to ask about panel) 

• Personalization vs Privacy? Maybe Sven, if not, Ruth will pick up.  Sven suggests https://resend.com/humans/pauline-chin.

• [Ruth / Maegy] - Fundraising / ticket sales update

• Actual ticket income $912.20 - Gap $12,088

• Actual sponsors income $15,450.91 - Gap $4,549

• Actual income to date $16,363.11 - Amount yet to raise $16,637

• [Barsha] - marketing/comms update

• [Sven] - Hotel & Stuff

• Ruth to follow up with Ioana on block booking / cost etc and to advise whether folks should book their rooms individually or from a block allocation

• [Ekke] Awards

• Open for nominations, comms going out this week!

Actions from last meeting, not yet complete

• Ima-Abasi to post call for track leads in Slack (mentioning need for laptop to cover streaming)

• Ima-Abasi to post specific call for speakers reminder in language chanels in Slack 

• Ima-Abasi and Maryblessing to discuss next steps in communications with speakers

• Ima-Abasi to identify a panel of session reviewers and kick off the review process

• Ruth / Margret to come up with ideas for local promotions to attract attendees and sponsors

• Ima-Abasi to draft the Schedules for the in-person day and for the online days

Actions from this meeting

• Ruth to reach out to Samantha Lewis Williams re. keynote speaker

• Ruth to follow up with two speakers recommended by Andrew Bonar

• Emily to reach out to Olivia Mae Hanlon re. keynote speakers

• Favour to start building the online event team and identfying responsibilities

• Ruth to add Jo to Zoho Backstage and she will do an audit of all the design materials required

• Jo will also make an inventory of all the design for print material required for the in-person event, get the specs together and work with contributors to determine who will work on which tasks. Ruth to share the relevant deadlines/cut-off dates.

• Ekke to draft an email to send out to previous speakers, inviting them to submit their sessions for in-person and global, which can also be translated

• Ekke to ask Madlen if she'd be up for organising a panel on email deliverability in London and online. Ruth to ask Andrew if he'd be interested to MC the panel

• Ruth to follow up with Ioana on block-booking of hotel and provide guidance to team/speakers on how/when to book.