Meeting
ABW Conference and Monthly Lunches
Gist
Chris LaFay and Mickey Mellen worked live in the internal events/CRM tool Chris is building for their Agency Lunch Club and Six Top dinners, scheduling and rebuilding calendar invites for lunches from August through December (Chattahoochee Food Works, Croc Street Market, McCrae's, Hobnob, Polyton Row, Brooklyn Cafe, Grindhouse Killer Burgers) and the Topgolf Social. They fixed a timezone bug, added capacity/assignee/LinkedIn/reservation fields, discussed public vs internal event titles, and planned a bring-a-friend invite email plus an automated post-event thank-you email with a guest list. They also agreed to do quarterly 6-month planning sessions and booked the next one for September 23rd or 24th.
Distilled from the transcript by claude-sonnet-5 · Jul 25
What came out of it
Decisions6
- Set lunch club dates through December: Aug 4, Aug 25, Sept 15, Oct 20, Oct 21, Nov 4, Nov 19, Dec 2, Dec 15
- Both Chris and Mickey will be added as attendees to events they host so capacity counts are accurate
- Lunch club capacity set at 20, six-top capacity set at 6
- Will do quarterly planning meetings to always plan six months of events ahead
- Thank-you emails after events will be sent as one open-CC email rather than split by who invited whom
- Chris will build the August 4th invite email draft before Mickey starts inviting people
Risks and blockers5
- Server has a timezone bug causing new calendar events to save at the wrong time
- Event descriptions are not rendering as HTML in Google Calendar, causing paragraphs to run together
- People are wary of trusting outreach emails from the scanner tool even when they know the sender, seen with Brandy Knox
- Mickey and Chris are both bad about sending timely follow-ups after events
- October 7th lunch club conflicts with Mickey's conference schedule and had to be moved
Open questions3
- How to reserve seating at cafeteria-style venues like Marietta Square Market
- Whether the RSVP sync button can properly push manual yes-adds into the Google Calendar invite
- Whether photos/lazy loading build will finish without errors while Chris is away
Next steps8
- MeBuild public event title field and templated naming (e.g. Six Top -> 'lunch with marketing folks') so calendar invites don't show raw internal names
- MeFinish lazy loading and profile photo display on the people table
- MeAdd capacity column between yes and attended on events tables and narrow numeric columns
- MeAdd assigned/owner toggle avatar column to event roster for reach-out tracking
- MeAdd LinkedIn URL field to person record, validated with https, shown as a column with inline edit
- MeBuild an automated thank-you email draft template with a guest list token (name, email, LinkedIn) for past events
- MeDraft the invite email for the August 4th lunch club with bring-a-friend messaging
- ClientSend a thank-you email for yesterday's event to attendees
A record of what was agreed, not a task list — nothing here was scheduled.
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