# 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 <span data-i-color="root">Tryfon Sivenas and </span><span data-i-color="root">Apostolos Kostas to get a more complete &amp; current cost estimate for costs for attendance in Athens (one-time costs &amp; 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. </span>
- **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 &amp; Campus digital image / exhibit (for taking selfies -&gt; social media)
    - Online &amp; Athens scripting and resourcing for the events
- **Owner**: Jonathon

#### 4. **Current Focus / What’s Next**

- <div><span style="background-color: rgb(241, 196, 15); color: rgb(0, 0, 0);">Need to go live with the registration.</span></div>
- <div>Outstanding issues:</div><div>
    - 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.
    
    </div>
- 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 &amp; not be available