2026 Retreat

[cassgvp]

The upcoming CMWG Co-Chairs Retreat is scheduled for March 2026

This issue is for the event organisers.

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🚩 Milestone 1: Ways of Working

Goal: Establish the principles and operations logistics of the organizing committee.

• Infrastructure
  • Ensure all organisers have tech-stack access/accounts - adding all to cryptDrive
  • Set up "Organisers Briefing Doc" with quick-links to directories - all materials in cryptDrive > events > 2026-retreat
  • Decide on other participant contribution routes (e.g., add to CONTRIBUTING.md)
• Governance & Documentation (Secretary Lead)
  • Document Purpose and Values of all partners/collaborators
  • Document decision-making process (Transparency vs. Privacy)
  • Document collaboration tech-stack (Storage, PM tool, Meeting tools)
  • Document meeting schedule and templates (Sync vs. Async expectations)
  • Document conflict resolution and feedback management methods
• Fundraising & Strategy
  • Identify total budget required vs. currently secured funds - funds as allocated in DARE 2026 funds

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🚩 Milestone 2: Pre-Launch

Goal: Define the event and prepare for submissions.

• Strategic Definition (Chair Lead)
  • Define event purpose, objectives, and success metrics
  • Capacity Planning: Determine target participant numbers (min/max) and hybrid ratio - All Co-Chairs (8) + 2 facilitators = 10
  • Define target attendee list and appropriate advertising venues
• Event Logistics (Local Liaison Lead)
  • Confirm location of participants to optimise travel
  • Confirm availability of participants
  • Finalise event date and draft agenda
  • Book physical location (if in-person/hybrid)
  • Identify accessibility/support offerings (Quiet rooms, childcare, captions)

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🚩 Milestone 3: The Onboarding & Execution Phase

Goal: Preparing participants and running the event.

• Onboarding (Pre-Event)
  • Share final agenda and prerequisites
• During the Event
  • Coordinate with local vendors / venue (Local Liaison)
  • Run as per agenda

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🚩 Milestone 4: Post-Event Wrap-up & Legacy

Goal: Reporting, gratitude, and data migration.

• Participant Follow-up
  • Send thank you emails to all attendees
  • Move bio/highlights to Contributors Record
• Reporting & Records
  • Develop final report with highlights on GitHub
  • Treasurer: Close the books and finalize all reimbursements
• Internal Closure
  • Set up debrief meeting with the planning committee
  • Send thank you notes/packages to the committee members
• Ouput Comms Playbook & Strategy
  • Define advertising channels (e.g. Social Media, Newsletters, Slack, Community Lists)
  • Map "Who advertises where" (Allocation of responsibilities)
  • Establish a Comms Timeline

[cassgvp]

@isharma-97 please could you link to your report on this?

[isharma-97]

In process of putting the report as a repo

[cassgvp]

@all-contributors please add @isharma-97 for docs

[allcontributors]

@cassgvp

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