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

Quick recap

The team held a weekly check-in meeting to discuss updates and planning for MautiCon 2026, focusing on task assignments and scheduling adjustments. The group agreed to move future meetings to 4 PM CEST (2 PM UTC) to better accommodate all participants' time zones. Margareth explained the JIRA tagging system for task assignments and clarified that each task should have one designated owner, with the ability to reassign if needed. The team discussed sponsorship announcements, with Barsha taking responsibility for event email templates and logo management, while Sven and Maggie will handle social media marketing plans. Key updates included confirming Ekkehard's Platinum sponsorship payment and discussing the need to update the event website with sponsor logos, particularly for Drop Solid and potentially Leuchtfeuer once payments are confirmed. The team also addressed the need to find keynote speakers, with Barsha researching potential candidates and Ekkehard agreeing to locate the previous year's speaker suggestions.

Summary

New Marketing Lead Introduction Meeting

The meeting began with a casual conversation about holidays and backgrounds. Maggie introduced herself as the new marketing and outreach lead for the program. Sven joined the call and shared that he spent his holiday organising his private woodworking and metalworking workshop in his garden shed. The conversation ended with Sven mentioning an issue with auto-dialers trying to reach him.

Meeting Time Rescheduling Discussion

The team discussed rescheduling a meeting to accommodate Sarah's availability. They explored different time options, considering time zones and daylight saving time changes. Margareth suggested a time slot around 8 AM, Sarah's time, which would translate to 1:15 PM their time. Sven and Ekkehard expressed that 4-5 PM German time would work for them, with 4 PM being preferable. The team agreed to have a private conversation with Sarah to confirm if the proposed time slot would work for her.

JIRA Task Assignment System Discussion

The team discussed scheduling a meeting for Tuesday at 3 PM London time (4 PM CEST/2 PM UTC). Margareth explained the current JIRA tagging system, where team members are assigned specific tasks based on their roles, with examples including Fenn handling website tasks and Barsha managing social media announcements. Margareth clarified that tags are assigned based on role responsibilities and that support is offered when needed, particularly for tasks that might be overwhelming for individual team members.

Task Assignment and Board Access

The team discussed using a board for Tuesday meetings and task assignments, with Ekkehard suggesting they should determine responsibilities verbally or in Slack rather than over-documenting. Margareth clarified that Ekkehard would no longer handle email promotion for post-event communications, as this task would be transferred to Maggie under Barsha's oversight for the November event. The discussion concluded with plans to grant Maggie and Sarah access to the MautiCon 2026 JIRA board to enable direct task tagging.

JIRA Setup and Marketing Processes

The team discussed JIRA board setup and task assignments, with Ekkehard clarifying that only one person can be assigned to a task at a time. Margareth sought clarification about handling sponsor logos on event emails, and Maggie explained that the partnership team receives branding assets from sponsors, which are then sent to designers via HubSpot and Canva for use in marketing materials. The discussion also touched on the difference between using HubSpot for sales outreach and Mautic for marketing emails.

MautiCon Event Marketing Planning

The team discussed email marketing systems and responsibilities for MautiCon event planning. Barsha agreed to handle event email templates and will create a standard template for MautiCon. The group reviewed sponsorship logistics, with Sven tasked to update the event website with sponsor logos once payments are confirmed. Barsha and Maggie were assigned to develop a social media marketing plan with a weekly sponsor announcement cadence. The team also discussed keynote speakers, with Barsha researching potential candidates and Sven having already reached out to two speakers.

Next steps

• Margareth: Speak to Sarah about the new meeting time (4 PM CEST/3 PM London time) and confirm her availability

• Ekkehard: Grant Maggie and Sarah access to the MautiCon 2026 JIRA board

• Sven: Review assigned JIRA tasks and provide feedback in Slack

• Barsha: Set up a standard MautiCon email template for event communications

• Sven, Barsha, Maggie: Provide a timeline for rolling out sponsor logo placements on website and social media

• Maggie and Barsha: Create and share a marketing plan (including social media schedule) before next meeting

• Sven: Update event website with Dropsolid logo

• Sven: Confirm Leuchtfeuer's payment and update event website accordingly

• Ekkehard: Locate and share last year's keynote speaker candidate list

• Barsha: Compile and share a list of potential keynote speakers for review

• Margareth: Send Maggie and Sarah's email addresses to Ekkehard for JIRA access.