Scheduling

Meetups must be preliminarily scheduled in December for the following year, and at least 3 months before the start date.

• Scheduling means: dates, destination and participants are fixed

To ensure Szoszo can adequately prepare all meetups for all of Toggl, a maximum of two meetups per month are permitted and this is done on a first-come, first-serve basis.

To reserve a time slot for a meetup, the team lead needs to initiate the process in #group-travel-approvals.

3 Months Before

• Team lead picks the meetup location, dates, and participants.
• Szoszo starts the chat with the team lead to start the meetup preparations.
• Team lead enters info about all participants and travel dates on #group-travel-approvals.
• Department head and Dajana approve the trip.
• Szoszo signs invitation letters for participants who need a visa
  • Participants are responsible for contacting their embassy to determine what type of visa they need and what information is necessary to obtain the visa
  • Participants are responsible for downloading and filling in the invitation letter form

2 Months Before

• Szoszo starts the meetup channel in Slack and adds all meetup participants to the channel.
  • The channel will be #meetup-team name- nameofthecityyear (example #meetup-revenue-tokyo19)
• All participants buy their plane tickets via ‣.
• TLs tell Szoszo if they need a meeting room/coworking space (dates & times).
• Szoszo books a hotel for all participants via TravelPerk and if asked, a meeting room.
• Team Lead determines team goals/objectives for the meetup and uses these to guide the schedule and content of the meetup
  • Goals for the meetup should include a defined result/outcome as opposed to listing discussion topics
    • E.g. “Unify internal support processes between Track and Plan”
  • Note: Meetups are for having fun together, but they are also for utilizing facetime as much as possible in order to achieve work-related goals