Meeting Details
- Date: June 11, 2026
- Time: 9:30 PM – 11:00 PM IST
- Location: Hybrid (In-person at Finger Space + Online)
- Attendees:
- In-person: Samad, Mithilaj, Salman, Abhiram, Shan (Minute-taker)
- Online: Jasmine, Jaseel, Johan, SV, Rio, Nayana
Agenda
- Event timeline confirmation (October/November vs. postponement to 2027)
- Sponsorship deck drafting and media design
- Maker outreach feasibility review
- Fundraising constraints and “base plan” (20-lakh budget) approach
- Venue, schedule, and program cost optimization options
Discussions & Key Decisions
1. Event Timeline & Postponement Debate
The team discussed whether to run Maker Faire Kochi in late October/early November as originally targeted, or postpone it to early next year.
- Decision: The group strongly aligned that it is better to conduct the event this year (late October / first week of November) rather than postpone it, despite the tight 3-4 month preparation window. The urgency will help drive momentum.
2. Sponsorship Deck Preparation
With Jaseel travelling this month, other core members will step in to push sponsorship collateral forward.
- Base Draft: Abhiram will outline the slides.
- Visual Design: Ashwin (media team) will lead the design and formatting to output a polished sponsor PDF.
- Review: Johan will assist with feedback based on his experience drafting similar corporate pitch decks.
3. Maker Outreach Feasibility
The committee evaluated whether we can onboard quality makers given the late launch of registrations.
- Decision: The team agreed it remains highly feasible if public call-outs and maker outreach drives begin immediately.
4. Fundraising Constraints & “Base Plan” Budgeting
To mitigate the risk of tight fundraising windows, Abhiram proposed a dual-tiered budget approach:
- Base Plan (INR 20 Lakhs): Build a scaled-down event layout that can run regardless of fundraising difficulties. Basic funds for KSUM venue lease and Make licensing are already available.
- Ideal Plan (INR 60 Lakhs): The original larger budget. Any sponsorship funds acquired beyond the 20-lakh base mark will be used to enhance the scale, invite international makers, and enrich production values.
5. Cost Optimization Options
If sponsorship acquisitions are limited, the team discussed several fallback strategies to reduce overhead without affecting attendee experiences:
- Reducing or omitting accommodation subsidies for general volunteers.
- Limiting travel assistance packages for distant/international makers.
- Shortening the event from 2 days to a high-impact 1-day showcase (Abhiram’s proposal).
- Removing night programs to save 25–30% on outdoor power and safety lighting (Jaseel’s suggestion).
Action Items
| Action Item | Assignee | Deadline | Status |
|---|---|---|---|
| Create base layout slides for the sponsorship deck | Abhiram | Jun 18, 2026 | Pending |
| Convert slide notes into polished PDF prospectus | Ashwin + Media | Jun 25, 2026 | Pending |
| Review and provide feedback on the final sponsor deck | Johan | Jun 28, 2026 | Pending |
| Consult with Tom (KSUM COO) and MD of Robu regarding sponsorships | Salman Faris | Jun 20, 2026 | Pending |
| Obtain and share the sample Maker Faire deck | Salman Faris | Jun 15, 2026 | Pending |
| Update the Make team on ongoing local promotions | Abhiram | Jun 16, 2026 | Pending |
Timeline & Next Steps
The event scope will be dynamically adjusted based on sponsorship milestones. The primary focus for the next 10 days is completing the media-ready sponsorship deck and starting partner check-ins.