MautiCon Working Group

What are the requirements for submitting a location for an in-person conference?

Location

Firstly it's important to understand that we try to rotate continents each year. This gives the community an opportunity both to host the events, but also to attend one every few years which doesn't require visas and international travel. We won't consider returning to a continent for at least two years after the last MautiCon was held there.

To propose your event, therefore, you'll need to suggest:

• Which continent are you suggesting should host the next event?
• Which country are you suggesting?
• Which city would the event be hosted in?

Venue and dates

With those details in hand, next you need to provide details on the venue/s that you are proposing to host the event.

In-person conferences are traditionally held in November, but can be moved if this coincides with religious festivals in the host country, for example. The event should be at least one full-day of conference with a track that is aimed towards marketers and one towards developers, and should have at least one day for contribution day.

You'll need to include:

• The full name, address and website for the venue/s that you are proposing
• Dates when the venue is available
• Suggestions for local accommodation options
• Information about local transportation - national and international connections
• Accessibility of the venues proposed and support for attendees with additional needs. At a minimum, venues must be fully accessible (including all stages and speaker facilities) by wheelchair users and those with impaired mobility, but you should also consider all disabilities and give consideration to ensure the widest possible access for our community members.

Budget

It's important that all events are financially self-sustainable and ideally making a profit, which supports the Mautic project.

You will need to share a rough idea of your budget based on your estimation of the costs and income this event could generate. This can be a first draft and should preferably be shared using a Google Sheet. We're not looking for numbers correct to the nearest $0.01, but we do expect to see that you've factored in all the major incoming and outgoing finances, understand what your breakeven point will be, and have realistic expectations.

Named core team

Who would be the team leads as documented here?

At a minimum we require a Volunteer Coordinator, Venue, Program and Sponsorship Lead to be identified at this point.

It's highly recommended that the core team live within travelling distance of the venue, ideally in the same city.

More information

Please use this field to provide more information about your proposed location. Some things you might want to consider including: 

• Why should the event be hosted in this location? 
• How many people could be accommodated? 
• How many people are actively engaged in the local Mautic community? 
• What sponsors might be interested in coming on board from the local community?
• What other local meetup groups might be willing to support and promote the event?
• Any other relevant information

Mautic membership

The nomination must be submitted by a current member of Mautic, ideally all the leaders of the event should also be members.

What are the timelines involved?

• Call for location sent out no later than 7 months before the expected date of the conference (April)
• Shortlisted locations decided no later than 6 months before the expected date of the conference (May)
• Decision made on location 5 months before the expected date of the conference (June)
• Decision made on venue and date 4 months before the expected date of the conference (July)
• Event design proposal submitted no later than 4 months before the first day of the conference (July)
• Event budget finalized no later than 4 months before the first day of the conference (July)
• Date and venue must be confirmed no later than 3 months before the first day of the event (contracts signed) (August)
• Ticket sales must commence no later than 3 months before the first day of the conference (August)
• Website and call for speakers need to be created and published no later than 3 months before the first day of the conference (August)
• Schedule must be confirmed and published at least 6 weeks before the first day of the conference (September)