iLRN2026 Leadership Meeting, February 4th, 2026

Leadership Sync Update — February 4th, 2026

From: General Chairs
To: iLRN2026 Organizing Committee
Meeting Type: Leadership Sync (GC + PC + ET)

1. Headline 

We worked on a plan for updating the iLRN2026 Cost Model and using that to determine discounts for Organizing Committee members' registrations. Also identified Organizators tasks that should be focused on now: Awards, Local Org costs, non-presenter Attendee wayfinding on the iLRN website, online campus development

2. Progress Since Last OC Meeting

• Estimated 15 members of DSAI / TechEDU have submitted papers to iLRN (8 of them are iLRN Organizing Committee members). 
• Registration pathways in CVent have been approved with comments (esp. Al Bodzin)
  

3. Key Decisions

• Decision: General Chairs to work with Tryfon Sivenas and Apostolos Kostas to get a more complete & current cost estimate for costs for attendance in Athens (one-time costs & per-person costs) to get a better picture of our overlay before registration opens. We can then share with Patrick and update our Cost Model. 
• Owner: General chairs
  
  
• Decision: Whitelist of DSAI / TechEDU members with papers to be shared
• Owner: Tassos
  
  
• Decision: Reach out to Sai re: Awards development and engage Organizators to assist: Jule, Program Chairs, Campus Coordinator (Charlene)
  • Jury Panels
  • Award certificates in Athens & Campus digital image / exhibit (for taking selfies -> social media)
  • Online & Athens scripting and resourcing for the events
• Owner: Jonathon

4. Current Focus / What’s Next

• Need to go live with the registration.
• Outstanding issues:
  • ETPE discount. Need to create an interest form. Who should it go to? (Tassos, George?)
    • Name, ETPE registration info, ???
  • Are there going to be dinner options (vegetarian, gluten-free, etc.)? People need to select this during registration. 
• Need a clear view of the budget with best estimates of online vs Athens registrations with FULL number of Organizing Committee members and their modality (Athens vs Online)

5. Asks for the Organizing Committee

• We need feedback from "naive" first-timers to our website to see how usable / navigable the site is to: 
  • Generate interest in the conference as a non-presenter
  • Find the relevant information as an attendee (online AND in Athens)
  • How to contact the organization if questions / by category or type of question
    
    
• Program planning templates for Athens and Online
  
  • Athens:
    • Organize by day / time
    • Organize by track
    • Organize by room / venue
      
  • Online
    • Organize by time zone
    • Organize by track
    • Organize by online mode (FrameVR vs Zoom vs Roblox, etc)
      
      
• Awards planning for Online and Athens
  • Location
  • Staging
  • EmCee / announcements
  • Preparations
  • Run-of-Show (timeline with specific details in sequence for the event)

Next Leadership Sync: February 18, 2026

• Jonathon will be traveling & not be available