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iLRN2026 Leadership Meeting, Nov 26 2025

iLRN2026 Leadership Meeting - Nov 26, 2025 (template ready)


Leadership Sync Update — 26 Nov 2025

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

Attendance:

  • Daphne
  • Tassos
  • George
  • Julie
  • Jonathon

1. Headline (1–2 sentences)

  • Local team created content with images and descriptions for the venue and available equipment. Access to the venue with public transportation. The Website needs to be updated accordingly. [Codex link] 
  • Preparing the pre-conference information [Codex Link]
  • Prepare a message to go out with the notification to authors about the social program and the become members [Daphne to prep a short paragraph fro the social program participation, to book accommodation early, and Jonathon to prep a paragraph for the members invitation, action to Julie to complite the message and send it out to authors]
  • Timeline for messages:
    • Dec 15th author acceptance message
    • Membership bonus message not agreed

2. Progress Since Last OC Meeting

  • Venue update and codex created [Codex link] 
  • Web site updates for keynotes, program updates
  • Social Media team has been provided the keynote/feature speakers cards and message to be announced on social media with reminder for DC extenssion, iLEAD deadline and encourage participants to make booking soon [Discord link].

3. Key Decisions

  • 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) Done

  • Social Media: Share final graphics for speaker announcements and begin rolling promotions. (Action: Daphne) Done

  • Author Communication: Remind authors to book accommodation early when sending decision notifications. (Action: Daphne) Done [a message was sent to Julie to be included with the authors notification of acceptance + a message on social media when announced keynotes]

Registration for academic paper authors and presenters is required by February 15, 2026. At least one author who will present the paper must be registered in the “Academic Paper Author & Presenter” category (regular or student) for the presentation to be scheduled in the program and the submission to be published in the Conference Proceedings. Please follow the registration link to complete your registration.
As the end of June marks the peak tourist season in Greece, we strongly recommend booking your flights and accommodation as early as possible, as prices and availability will be affected. We also encourage you to join the social trip to Nafplio on Friday, June 26, 2026—a fantastic opportunity to experience a beautiful part of Greece outside Athens. As buses must be booked in advance and places are limited, participation will be on a first-come, first-served basis, so please proceed with your conference registration early to avoid disappointment.


 “Academic Paper Author & Presenter”   this needs to be change to iLEAD categories when the iLEAD team will communicate the notification of acceptance

  • Program Update: Remove Aitherion Experience; replace with visit to the Science & Technology Museum located near the venue. (Action: George K.) Done Web team has been informed

  • Promotional Materials: Create a promotional video for Athens, online components, and DC. (Action: Tassos & George) in progress, Tassos assigned this task to a team

  • Awards Process: Communicate with the Awards Team to ensure shared understanding and workflow alignment. (Action: Daphne) in progress

4. Current Focus / What’s Next

  • 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. - Not completed yet

    • Nov 25: First social media push for speaker announcements. - Not completed yet

    • Dec 1: Draft promotional video and webinar outline ready for review. - In progress

     

5. Asks for the Organizing Committee

  • Upcoming milestones:

      • Track Chairs: Confirm review boards and ensure all reviewers are active by Nov18 - Done

      • 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 - timeline has not been agreed, graphics and text has been created and communicated in [Discord link].

      • Local Team: Confirm logistics for the Science & Technology Museum activity and provide details for inclusion in the program. George is working on this

6. Risks / Needs Attention (Optional, ≤2 bullets)

  • Risk of delays in website updates impacting early promotion.

  • Limited time window for accommodation booking—needs prominent communication to authors.

Next Leadership Sync: {{date}}

Next leadership meeting

  • Call for Papers and Proposals
  • Keynote & Featured Speakers

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