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

The team discussed progress on MautiCon planning, including website development with Sven committing to have a basic page live by Friday, and sponsorship outreach where Ruth reported positive responses from previous non-sponsors. They agreed to offer a 10% discount for sponsors who sign up by the end of February. The team also discussed speaker outreach strategy, with Ekkehard planning to reach out to potential Mautic experts once the website is live, and Margareth suggested creating a communal list of desired speakers through the Slack channel. Additionally, they addressed the need to finalize venue arrangements for the community sprint on February 4-5, and discussed the Google Summer of Code mentorship requirements, with Sven needing to identify suitable mentors for various projects before the upcoming deadline.

Next steps

• Margareth: Announce the open key roles in the MautiCon channel, public Mauticon channel, community announcements channel, and in the marketing channel (with copy and possible image for socials); coordinate with Sven for copy/image.

• Margareth: Reach out to the marketing channel (Sven/Nidhi) to broadcast the open roles on social media once copy/image are ready.

• Ruth: Continue outreach to potential sponsors who did not sponsor last year; follow up with those who have not responded early this week.

• Ruth: Reach out to last year's sponsors once the website/web presence is live, offering a 10% early bird discount for commitments by the end of February.

• Sven: Finalize and publish the one-pager website for MautiCon with confirmed dates (4th and 5th), and inform Ruth where to point the DNS entry.

• Ruth: Point the DNS entry for the MautiCon website as instructed by Sven.

• Sven: Set up the Mautic form and integrate the sponsor pack PDF as an asset on the website.

• Sven: Decide on the subdomain for the MautiCon website and inform Ruth of DNS configuration.

• Sven: Complete the German Mauticamp website draft and adapt the one-pager for MautiCon by Friday.

• Ruth: Set up Stripe for donations/ticket payments for MautiCon, as requested by Sven.

• Ekkehard: Create a list in Mautic of past attendees from Zoho Backstage (without filtering for marketing opt-in) for email outreach.

• Margareth: Draft and send the email to past attendees (using Zoho Backstage list) to announce MautiCon, request speaker suggestions, and link to the new website, after website goes live (target: Monday following website launch).

• Ekkehard: Notify Margareth when the email to past attendees is ready to be sent.

• Sven: Publish the first 5 MautiCon 2023 videos to YouTube this week.

• Sven: Attend the meeting on Monday with Sea Containers and VML to finalize the venue and community sprint logistics.

• Margareth: Ensure key roles are filled within this month to reduce workload on Ruth and Ekkehard.

Summary

Job Postings and Sponsorship Drive

The team discussed job descriptions for key roles that were recently posted on the community portal. They agreed to share the job postings more widely in the MautiCon channel and the community announcements channel. Margareth will reach out to Sven for help broadcasting the job postings on social media. The team also touched on their ongoing sponsorship drive, with Ruth providing an update on their efforts to raise funds for Mautic.

Sponsorship Outreach and Event Planning

The team discussed sponsorship outreach, with Ruth reporting progress on contacting previous warm leads and planning to offer a 10% discount for sponsors who sign up by the end of February. They agreed to prioritise getting a basic website or one-pager live to support sponsorship efforts, with Sven confirming he could quickly adapt a one-pager design and set up DNS for the German meetup. The team confirmed the event dates of April 4th and 5th, with the community sprint on the 5th, and discussed finalising details with Sea Containers and VML for logistics support.

MautiCon Planning and Speaker Outreach

The team discussed plans for MautiCon, focusing on securing keynote speakers and finalising the event website. Ekkehard agreed to reach out to potential Mautic experts as keynote speakers, while the team will gather input from past attendees once the website is ready. Sven will work on building the German MautiCon website draft, and Ruth will set up Stripe for ticket sales and donations. The team emphasised the importance of starting outreach early and using Mautic for event communications, while considering consent issues with the email list.

MautiCon Landing Page Setup

The team discussed the setup of a landing page for MautiCon, including the need for a Mautic form for sign-ups and a button link for PDF downloads. Sven confirmed that the PDF is already uploaded to Mautic and suggested creating a subpage for speakers. The team also addressed the issue of consent for email communications, with Ruth suggesting using the Zoho Backstage list due to clearer consent records. Ekkehard agreed to create a list in Mautic and transfer data from Zoho, including past attendees without filtering based on marketing opt-ins. The team aims to have the landing page live by Friday, and Ekkehard will check the status of YouTube videos.

Event Website Launch Planning

The team discussed the upcoming event website launch scheduled for Friday, with plans to send out an email blast on Monday to begin prospecting speakers. They agreed to announce roles on Slack and follow up on sponsorships, with Ruth taking notes on the community portal and creating a Mautic form for campaign management. The team set a goal to close keynote speakers by April and finalise roles within the current month to reduce workload on Ekkehard and Ruth.