Gathering Planning - Toulouse (FR), 15 Nov. 2025

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Gathering - Toulouse (FR) - 15 November 2025

Event Details

📆 Date: [15-11-2025]
🗺 Venue Address: INP-N7, 2 rue Charles Camichel, 31000 Toulouse.
🧙‍♀️ Your Organizing Team:

• Frédéric Sicot Mouret (Airbus)
• Marius Moulis (Thales)

Your Gathering Roadmap

Use this as a guide, not a rulebook. Every gathering is unique.

8-24 weeks before - Setting Your Foundation

• Choose dates that work for your target audience
• Book a venue that fits your community's needs
• 🔴 REQUIRED: Let @OliveCannon know once confirmed (so we can start supporting your promotion!)
• Consider if you need sponsors (we can share templates if helpful - venue sponsors or catering sponsors are common options)
• Create a Call for Proposals form if you want community-submitted sessions (you can also use an invitation-style approach instead of CFP)
• Start building your speaker/facilitator network
• 🟠 PLEASE SHARE: Open registration when you're ready (ISC officially uses EventBrite, but you can use local platforms too - please consult us about account management)

7 weeks before - Building Your Program

• Shape the agenda based on your community's interests
• If going multilingual, Marketing can help with translations for social media posts (if needed)
• Confirm major sponsors
• 🟠 PLEASE SHARE: Update registration page with speaker/schedule information (if you need help creating a page, Marketing can support you)

6 weeks before - Practical Details

• Arrange refreshments that work for your group (if you have food sponsors - Please make sure to provide options for those with dietary restrictions)

5 weeks before - Final Format

• Confirm your chosen format (conference, workshop, panel, unconference, etc.)

3 weeks before - Engaging Your Community

• Reach out to registered attendees with what to expect
• Sort out technical needs for your venue
• Finalize catering based on numbers (if you have sponsors)
• Get everything organized for the big day
• Brief any helpers on how they can support

2 weeks before - Almost There

• Walk through your venue to spot any issues
• Final push to fill remaining spots

1 week before - Ready to Go

• Check in with speakers/facilitators
• Prepare materials and signage
• 🔴 REQUIRED: Review ISC brand usage if using our logos (quick check with Marketing)
• Send final details to attendees
• Have a backup plan ready

Day of Event - Make It Happen

• Lead YOUR community gathering
• Capture the energy (photos, key insights, quotes)
• Connect people and facilitate discussions
• Enjoy this moment you've created!

1-2 weeks after - Keep the Momentum

• Thank everyone who contributed
• 🔴 REQUIRED: Share a brief report on gatherings site
  • What kind of event was it?
  • How engaged were the participants?
  • What did your community learn?
  • Photos that capture the spirit
  • Tips for future organizers (please share your experience to help the next organizer)

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How Marketing WG Supports YOU

We're here when you need us:

When you're ready to announce

• We create your event page on the global gatherings site
• We amplify through our newsletter and social channels
• We provide templates and materials you can customize
• We provide an @innersourcecommons.org email for communications with attendees and speakers

Leading up to your event

• We can ship ISC stickers and materials (just ask 3-4 weeks ahead)
• We continue promoting to help you reach your audience

After your success

• We showcase your gathering to inspire others
• We share your insights with the global community

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📋 The Essential Three

While we want you to have freedom in organizing, these three things help us support you and maintain the InnerSource Commons community standards:

1. Tell us when it's happening and what you're planning - So we can promote and support you
2. Check brand usage - Quick review if using ISC logos/name
3. Share your story - Brief report to help future organizers

Everything else? That's up to you!