iLRN2026 Leadership Meeting - Nov 14, 2025

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

Attendance:

Finalization of keynote and feature speakers and web site updates
Decided on final design for keynotes and feature talks for social media [link to canvas]
Create the web pages for in-person academic and social
Create the online program
Discussed the gift content of the conference bag which is another sponsorship of local sponsors
Finalised that the conference welcome will be at the Main presentation room at Propulaia at 9-11 and the rest of the presentations will start at 11 using lecture theaters A and B (118 and 125 people).
Finalised the conversation about the rooms to be booked.
Identify publications chair, social media & marketing, international chair, academic program chairs shadowing.
Organise a webinar and create a video to promote Athens and online and DC.
Communication with the awards team to explain the process.

Update the https://www.immersivelrn.org/ilrn2026/call-for-papers/ page with the name of the keynote and feature speakers and provide the link https://www.immersivelrn.org/ilrn2026/keynote-featured/
Keynote in person - Professor David Brown
Keynote in person - Professor Eleni A. Kyza
Keynote in person - Professor Guido Makransky
Feature in person - Dr. Elina Megalou
Feature in person - Daniel Mitelpukt
Feature in person - Professor Michalis Paraskevas
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Keynote online - Professor Barney Dalgarno
Feature online - Professor Panayiotis Koutsabasis, Assos Spyros Vosinakis
Feature online - Jeehon
Feature online - Vassiliki Bouki
From the the CFP page [https://www.immersivelrn.org/ilrn2026/call-for-papers/ take

Decision:
Website: Update all keynote and feature speaker details; request web team to create pages for in-person (academic & social) and online program. (Action: Daphne)
Social Media: Share final graphics for speaker announcements and begin rolling promotions. (Action: Daphne)
Author Communication: Remind authors to book accommodation early when sending decision notifications. (Action: Daphne)
Program Update: Remove Aitherion Experience; replace with visit to the Science & Technology Museum located near the venue. (Action: George K.)
Promotional Materials: Create a promotional video for Athens, online components, and DC. (Action: Tassos & George)
Awards Process: Communicate with the Awards Team to ensure shared understanding and workflow alignment. (Action: Daphne)

Finalising content for program webpages (in-person and online).
Preparing coordinated promotional campaign (keynotes, DC, Athens, online program).
Drafting the webinar plan and video script for promotional materials.
Confirming chairs for Publications, Social Media & Marketing, International Engagement, and shadow Academic Program Chairs.

Upcoming milestones:
- Nov 20: Website updates for program pages completed.
- Nov 25: First social media push for speaker announcements.
- Dec 1: Draft promotional video and webinar outline ready for review.

Upcoming milestones:
- - Track Chairs: Confirm review boards and ensure all reviewers are active by Nov18.
  - Web Team: Prioritise creation of in-person schedule pages and online program structure.
  - Social Media Team: Begin rolling campaigns for keynotes, features, DC extension, and venue promotion.
  - Local Team: Confirm logistics for the Science & Technology Museum activity and provide details for inclusion in the program.

Risk of delays in website updates impacting early promotion.
Limited time window for accommodation booking—needs prominent communication to authors.

Next leadership meeting

iLRN2026 Quick Links