Sample Meeting Discussion Agenda
1. Discuss roles and expectations:
A. Lead Organizer - Chair for Sponsorship management, Speaker, Coaches, and
Judges. Team delegation and direction.
B. Project Manager/Operations - Finances, Logistics (venue, food, supplies, etc.),
D. Marketing - Social media, blogging, promotional outreach
E. Technical – Website and ticketing management, Tech community outreach,
handles technical and logistical setup and troubleshooting.
F. Creative - Community outreach and promotion, works with project manager
for event level swag and atmosphere.
2. Importance of communication
a. Weekly or bi-weekly meetings are a great way to keep everyone on track
and on the same page. Be sure everyone on the team can make the time
b. When reaching out to HQ, make sure to cc the rest of the Organizing
team to avoid doubling efforts or miscommunication.
c. If anyone needs a hand, don’t be afraid to ask for help
3. SW Tools and resources – Everyone should know how to use and navigate.
a. Wordpress Website
b. Eventbrite ticketing page
c. Google Planning Document
d. SW Mailing group
e. Organizer Toolkit –contains all downloadable files and links associated to the
event <<very cool and very useful.
f. Organizer Checklist << checklist from 3 months out to help you stay on track.
a. Everyone has their tasks and timeline
b. Does anyone have any questions?
c. Set meeting for next week.