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Conference Leadership Update Template

This

iLRN2026 ConferenceLeadership Dev Dashboard Codex template incorporates a practice that many associations use (IEEE, ACM SIG conferences, SXSW-style multimedia events) use for their cadences, where the emphasis is on

progress,

blockers, and

asks.

-Meeting - -October -1, -2025 -(template -ready)

-

Conference Leadership Update Template - - - - - - -

Leadership Sync Update — {{Date}}14 Nov 2025

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


Attendance:

  • Daphne
  • Tassos
  • George

1. Headline (1–2 sentences)

One

    clear
  • Finalization sentenceof 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 focus of this week’s leadership meeting and the main outcome.
    Example: “We finalized the Call for Papers launch date and agreedrooms to coordinatebe booked.
  • Identify publications chair, social media assets& marketing, international chair, academic program chairs shadowing.
  • Organise a webinar and create a video to promote Athens and online and DC.
  • Communication with the Sponsorshipawards team.”

    team


    to explain the process.

2. Progress Since Last OC Meeting


3. Key Decisions

  • Decision:
    • {{Plain
  • sentence,

    Website: e.g.,Update “Abstractall deadlinekeynote movedand feature speaker details; request web team to Novcreate 15.”}}pages for in-person (academic & social) and online program. (Action: Daphne)

  • Owner:Social Media: {{Person/Role}}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)


4. Current Focus / What’s Next

  • {{What leadership

    Finalising iscontent workingfor onprogram now}}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 milestonemilestones:

    (date)}}

    • 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.


     

5. Asks for the Organizing Committee

  • {{Ask #1,

    Upcoming e.g.,milestones:

    “

      • Track chairs:Chairs: confirmConfirm review boardboards and ensure all reviewers are active by OctNov18.

        10.”}}
      • {{Ask #2}}

        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.


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

  • {{Briefly note

    Risk onlyof ifdelays somethingin requireswebsite widerupdates awareness.}}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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