Call Summary: Jan 29 Event Planning & OpenTeams Collaboration

Overview

First introductory call with Olivia Alexander, OpenTeams' events lead. Covered logistics for the January 29th Applied AI Society event at Antler VC, established working relationship, and aligned on replicable event format. Olivia will handle registration, photography/video, name tag design coordination, and food logistics.

Key Topics Discussed

Olivia's Background at OpenTeams

• Started almost a year ago as first dedicated events person
• Spearheads own division with marketing and leadership support
• Has done PyTorch, international events (Amsterdam, Johannesburg), Washington DC
• Currently planning World Economic Forum/Davos with Travis, Joe, and Logan
• Works closely with marketing team and designers

Photography & Video Strategy

• Approach: iPhone-based content capture (aligned with replicable model)
• OpenTeams has used iPhone successfully at PyTorch and other events
• Olivia has tripod and professional microphone system (connects to iPhone via adapter)
• Mic equipment going to Davos next week but will be back before Jan 29
• Traditional photographers run $700-1,000 (too expensive for replicable model)
• Gary will also use Meta Ray-Bans for supplemental 5-minute clips

Food Planning

• Decision: Jimmy John's with vegan options
• Not advertising as dinner event, but first-come-first-serve
• Target ~50 people worth of food (25 subs cut in half)
• Aligns with "thrifty precedent" for future chapters
• Event is 5:30-7:30pm, right around dinner time
• Also need cases of water bottles + cups for fountain

Name Tags

• Custom name tags with role-based categorization
• Gary shared mockup; Olivia to connect with Arena (OpenTeams designer)
• Printer: Minuteman Austin (2-day turnaround, near Book People)
• Previous sticker sheets: 72 stickers, 8 sheets for $90
• Sticker Mule for logo stickers (quick and cheap)
• Conversation starter stickers available ("Ask me what I'm building", "Open to work", etc.)

Registration

• Olivia will handle with laptop running Luma
• Tyler Hoff (community partnerships) may also help if available
• Tyler described as great at breaking ice and getting people talking

OpenTeams Support

• Bringing Rubik's cubes (10-15) for giveaways
• OpenTeams stickers available
• Social media amplification once Gary's handles are set up
• Will do recap posts on LinkedIn and Instagram
• Can post Travis's talk on YouTube

South By Southwest Discussion

• OpenTeams budget finalization end of January
• Potential private dinner or curated networking with Red Thread X (government partner)
• Ian Neewell had idea for "moving hackathon" bus (50/50 if happening)
• OpenTeams willing to help sponsor Applied AI Society South By activities

Key Quotes

• "Just tell him when to show up, what to do, and he carries the rest of it" (on Travis)
• "I'll just be the show mom and take videos" (on her role at tech-heavy events)
• "This first one, we'll learn a lot about what's going to work and what's not going to work, but I think it's going to be super repeatable"

Action Items

Olivia

• Confirm Jan 29 is on Travis's calendar (via his assistant)
• Connect Gary with Arena (designer) for name tag design
• Get Jimmy John's pricing and options
• Bring Rubik's cubes and OpenTeams stickers
• Coordinate with Tyler Hoff about attending
• Help with registration desk day-of
• Take photos/videos during event

Gary

• Finalize name tag design with Arena
• Set up Applied AI Society social media handles
• Send run of show to Olivia
• Get cases of water bottles

Future

• Coffee meetup before the event
• Coordinate on South By once budgets finalize (end of January)

Notes

• Both in Austin: Gary in Hyde Park, Olivia in Lakeshore near Oracle
• Monthly series planned, potentially more frequent starting April
• Olivia appreciates the replicable, thrifty approach