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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) in progressDone

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

  • Author Communication: Remind authors to book accommodation early when sending decision notifications. (Action: Daphne) in progress

  • Program Update: Remove Aitherion Experience; replace with visit to the Science & Technology Museum located near the venue. (Action: George K.) in progress

  • 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

      • 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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