[ff-marketing] How to handle our speakers Data Base for our Summit

[Cristina Brandtstetter]

Dear all,

Before summarizing once more how we will handle speakers for the Summit:

   - Speakers and Agenda up and visible are the two most important things
   to make an event successful - and 7 weeks before the Summit, speakers MUST
   have gone up and only those confirming late or on the way will be added.
   - We made the agreement, in order to be faster, that Giacomo will also
   upload speakers where the Bio is not yet available.
   - It is not the task of our designer and therefore Giacomo to fill in
   speakers'  content gaps
   - If we need to staff the team handling speakers in a wider way, then
   this has to be discussed and action taken.  But we won't lose control over
   our speakers and the uploads to be made.
   - Working with distributed teams, it is important that information does
   not just sit in somebody's personal email box but is correctly and timely
   shared.
   - Error can always happen, but let's keep this process in our mind and
   make sure we all appy to it. It makes it much easier at the very end for
   all.
   - FIWARE SMART FEST went so well and always with full transparency as
   our process was applied rigorously and efficiently.


*PROCESS (obligatory):*

   1. Each speaker person that has been *confirmed *from the Call for
   Contribution must go straight into the Speakes pool list.
   2. All BoO, FISAB, MSC chairs, iHubs chairs etc. must be in as they are
   'natural' speakers.
   Don't forget our own team where we have role (e.g. Xhulja for
   Marketplace or Alberto for SDM).
   3. Keynote speakers will be added over time in the same way: Once a
   person gets invited, he/she must go into the list straight away.
   Why is that? E.g. Mr. Campolargo was a target of many of us, if we do
   not channel this with one (1) caretaker, he would receive 5 invitations
   from 5 different FIWARE people.
   4. Once people are *invited*, they must be marked in column D
   ("INVITED"). Don't forget the caretaker.
   5. All other speakers who are getting invited must be filled in
   immediately.  Don't forget the caretaker.
   Why is this? Because many speakers have a double or triple role and we
   cannot contact them from three different angles and three different FF team
   members.
   6. Once a speaker is confirmed or the alignment is going on or final
   confirmation is pending, column E ("RESPONSE") must be marked.
   Why is this? Maybe some other slot organizer wants to ask the same
   speaker to also speak in another session or panel. But also to avoid
   overbooking of sessions and speakers slots.
   7. While moving forward, fill in as fast as possible Name, Title & Role,
   Linkedin profile, then ask for pic and bio.
   8. We are all aware that pic and bio may take longer to receive. If you
   have issues in getting all info, try to at least receive the pic as
   otherwise, the speaker can be uploaded.
   9. Giacomo and Andrii can regularily access this database and work
   self-sufficiently with completed content and can
   - upload on the Summit landing page
   - create awesome Social Media posts
   10. Let's always remember: Speakers promo is critical to our success.




Many thanks,
Cristina

Cristina Brandtstetter
Chief Marketing Officer
M. +39 3737004468
cristina.brandtstetter at fiware.org
www.fiware.org
<https://twitter.com/fiware>
<https://twitter.com/fiware>



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