[ff-marketing] Important! FGS Responsibilities and next steps

[Oleg Korneev]

Dear team,
After a series of today‘s calls I want to share with you some information
about responsibilities and next steps.
*For upper level FGS team structure please check your responsibilities:*
1. *Program building *
Will be managed by *Anastasiia with support of Tonia, Karen and Xhuljya*.
This means that we have this team to everview, decision making and task
delegation to session/speakers caretakers. Also here we will have strong
support from Cristina for a high level view.
We have regular internal calls with this team weekly on Monday to work on
agenda
<https://docs.google.com/spreadsheets/d/1jbJG9O_lMvW5Kgzjx2RdXF5pmSFp5fHnGjjUnYf7_2c/edit?usp=sharing>
(only
the team has access to update this file, the summit committee should have
only the possibility to overview it). Also for the Program building team it
is obligatory to attend FGS Committee meetings biweekly on Thursday.
1.2 *Speakers caretaking*
We have a responsible team *Lidiya and Karen. *They will take care of
database, website uploading and status updates. Cristina will bring
keynotes.
Each session caretaker (person who will be assigned to sessions to follow
up, update, request for presentation titles, ppt files of presentations,
etc) will also take care of speakers for owned sessions. They need to
gather all requested info from speakers in a special folder and place it in
the Speaker follow up table
<https://docs.google.com/spreadsheets/d/1jbJG9O_lMvW5Kgzjx2RdXF5pmSFp5fHnGjjUnYf7_2c/edit?usp=sharing>
(Speaker
list).
1.3 *Training program*
Decision and contribution sits with the technical team and Juanjo. In the
marketing team we have supporters to follow up status and updates, and
bring this to the public to promote. We need to really push it to be done.
The responsible person is *Vera with the support of Xhulja.*
2. *Ticketing, Sponsors & Partners*
Here for now we have been working on Walk of Fame (list to follow up
request here <№ Company name Interest Status Signed First person reach-out
Person Follow up Contact person in company  Participants Participation
details № Company name Interest Status Signed First person reach-out Person
Follow up Contact person in company  Participants Participation details№
Company name Interest Status Signed First person reach-out Person Follow up
Contact person in company  Participants Participation
detailshttps://docs.google.com/spreadsheets/d/1hX9uE0p1s6x739_viMqFODQ4ILvdJItdm3XzbDhjCK0/edit?usp=sharing>)
and
sponsorship packages. But when we‘ll step to the next phase we will need to
follow up with them and ensure that they get everything that we promised.
This task is managed by *Rosemah with support of Lidya, Yuzhen and
Andrii*(occasionally,
as he is involved in promotion and eventbrite). Cristina is taking an
active part as a driver for this task. First input and confirmations should
be placed here
<https://docs.google.com/spreadsheets/d/1msGbmdYQlDRiPUGn9J3CpP6WLt7qIKh_68QE09oUnKk/edit?usp=sharing>
Then we will use the follow up table
<https://docs.google.com/spreadsheets/d/1kmA7MCXKeMLxdJrt87ZjuMsj_yMZt7_ztug82r3HR2M/edit?usp=sharing>
(needs
to be updated by Rosemah according to items in sponsorship packages).
4. *Comms & Promo*
As we have a big amount of different work here we have a wider team with*
Kseniia in charge. Also in the team Anastasiia, Karen, Andrii and Giacomo(*for
media materials). All communication should be aligned with Cristina.
We already set up planning
<https://docs.google.com/spreadsheets/d/1PIDD1dV74uyOAEE8tcG-1COWztyKXuH2TeIoNWUi3-c/edit?usp=sharing>
and did many steps to make it successful.
4.1 *Website updates*.
As a part of media products it stays in comms&promo task but will be
managed by *Karen and Giacomo with support from Tonia*, for consultation.
5. *Locations.*
This task till now was managed by a wide team. But since we pick up
locations I‘d like *Vera to take care of it with support from Rosemah. *To
ensure if everything is ordered and kept on track.
6. *Printed materials*.
I brought this task separate from promotion and media materials, because
it‘ll have a lot of logistics and production responsibilities, mostly
connected with German speaking vendors' communication. Will be managed by*
Vera with support of Rosemah/Lidya/Yuzhen(from Partnership) and
Kseniia/Andrii/Giacomo(from media and design).*

*For MSC we assigned 2 people for each domain:*
main support
MSC Energy Kseniia Tonia
MSC AgriFood Anastas. Karen
MSC Water Vera Xhulja
MSC Cities Oleg Karen
MSC Industry Tonia Rosem.
Data spaces (Lidya, Yuzhen)

Assigned people will need to work closely with the committee to get their
contribution to the corresponding track. And also then some of them will
transfer to caretakers of sessions.

*Our upcoming steps:*
*1st Communication kit*
1. Containing:
Banner - done
Texts for SoMe for different audience as member and keynote speaker - wip
(Kseniia)
Personal banner template for keynote speaker - finalization of text (Oleg)

2. Send to:
- Members (Karen, Anastasiia)
- Keynote speakers (Karen)
- Media partners (Kseniia)

3. Upload to the website as a Communication kit
We need to make it available for downloading from the summit website (main
banner for different SoMe, shall we also add texts?) - Karen with Giacomo.

*Speakers handling process*
March 16 we have call for this topic to kick-off the process

*Website Plan your trip*
We defined 6 hotels with Karen
She will come to 3 of them for codes and we will remind Vienna about their
extension.
Giacomo will place codes in the way which we aligned on today‘s call
(secure or public depends on hotel responses).

*Summit postcards*
Content will be aligned with Cristina by Anastasiia, design by Giacomo and
printing and distribution Vera. We need to give some amount to the Lego
team, Ulrich, Juanjo, Cristina and other public speakers.

*Summit brochure*
Content will be delivered by Cristina with support of Karen and Kseniia.
Giacomo will take care of design.

Thank you all for your work.
best

Oleg Korneev

<https://www.fiware.org/>

        Marketing Manager

        Email:oleg.korneev at fiware.org

www.fiware.org

<https://nexus.lab.fiware.org/fiware.signature>
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