[ONLINE] MautiCon Working Group Meeting (12:15 p.m. UK time)

Quick recap

The team reviewed and finalised job descriptions for key roles needed to organize the Mautic World Conference, including design lead, program lead, marketing lead, web tech lead, and sponsorship lead positions. They discussed timelines and responsibilities for each role, focusing on website development, speaker management, sponsorship outreach, and marketing activities. The team agreed to share these job descriptions with the community and create a form for applications. They also reviewed the RACI (Responsible, Accountable, Consulted, Informed) charts for each role to clarify decision-making processes and communication channels.

Next steps

• Margareth: Update and standardise the marketing lead job description to match the format and timeline structure used for the other roles

• Margareth: Share finalized job descriptions with the community and post official role opportunities in the community portal

• Margareth: Share the finalized job descriptions in Slack once posted

• Margareth and Ruth: Discuss and decide on the application process (form or email) for role applicants in Slack

• Sven: Set up and test Sessionize and Pretix tools by end of week to help decide on speaker/session management and ticketing tools

• Ruth: Once date is secured, contact Rory (and potentially others) regarding keynote speaker invitation

• Margareth: Begin onboarding process for new role leads in February

• Sven: Send a structured transcript from Claude to Ruth

• Ruth: Add Margareth to the calendar invite for the meeting in two weeks with Xena, Joe, and Fran

• Sven: Write to Fran about the upcoming meeting and arrangements

• Ruth and Sven: Consider hiring a host for the meeting in two weeks to assist with logistics

• Sven: Check with location team about regulations and possibility for sponsors to ship materials directly to the venue, and consider incorporating this into a PDF for sponsors

• Margareth: Update all job descriptions to use "Mautic World Conference (MautiCon)" naming convention

• Margareth: Add design deliverables and timeline subheadings to the design lead job description, specifying Q1-Q4 expectations

• Margareth: Add documentation support (e.g., visa invitation letters) to program lead responsibilities

• Sven: Ensure analytics and newsletter/Mautic integration are included in web/tech lead Q1 and Q2 deliverables

• Margareth: Convert finalized job descriptions to PDF before sharing with the community

• Ruth: Add Sessionize and Pretix to the program lead tool stack in the notes

• Margareth: Brush up and finalize all job descriptions before sharing

Summary

Email Setup and Job Descriptions

Ruth and Margareth discussed email setup issues, with Margareth encountering a 400 error when trying to access her Mautic email. They reviewed job descriptions that Barsha and Ruth had worked on, focusing on RACI tables. The conversation then shifted to a discussion about surname origins, with Ruth sharing her family's cheese-making heritage and Sven discussing his German ancestry. Sven mentioned an upcoming meeting with Xena and Joe, and informed Ruth and Margareth about an upcoming meeting in two weeks regarding VML, where they might consider hiring a host to assist with logistics.

Job Descriptions and Website Planning

The team discussed job descriptions for key roles including design lead, program lead, marketing lead, web tech lead, and sponsorship lead. Ruth emphasized the importance of creating these job descriptions quickly, particularly for the website, which is needed to attract sponsors. Sven suggested building a static website as a temporary solution, while Ruth proposed creating one in WordPress if they don't find someone to help within a week. The team agreed to review the job descriptions and start with the marketing lead position.

Mautic Conference Design Timeline

The team discussed the design timeline for an upcoming Mautic conference, with Ruth suggesting a structured approach dividing work into quarters. They agreed that Q1 would focus on creating the brand pack and social media templates, while Q2 would cover base design work for posters and other materials, with final attendee materials scheduled for Q3. Margareth noted that having design assets ready in advance would reduce pressure and costs in the final quarter.

Mautic World Conference Logistics Planning

The team discussed logistics for the Mautic World Conference, focusing on print materials and sponsor arrangements. They agreed to allow sponsors to ship booth materials directly to the venue, pending location team approval, and decided to use Affinity/Canva tools for design work. The team also outlined a sponsorship strategy with a $36,500 total commitment, aiming to secure 75% by Q2, and established that the sponsorship lead would be responsible for outreach, sponsor management, and post-event follow-up, with particular attention to delivering value and managing expectations for corporate sponsors.

Job Descriptions and Role Timelines

The team discussed and finalized job descriptions and timelines for several key roles including Program Lead, Web & Tech Lead, and Marketing Lead. They agreed on specific responsibilities and accountabilities for each role, with Ruth and Sven providing input on decision-making authority and communication channels. The team also established quarterly milestones for the Marketing Lead role, including securing sponsors in Q1, promoting sessions and speakers in Q2, and managing pre-event communications in Q4. Margareth will share the finalized descriptions with the community and create a form for applications.