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MetaLeads Meeting

Date: February 17, 2026
Attendees: Ward D., Daniel T., Ben D., Prosper B., Siri T., Daniela S., Shauna B., Peter D., Tyche S., Melody

Summary

Ward D. opened the meeting, which clarified that while the organisational structure is still being formalised, departmental decisions are generally autonomous, and the Board (Daniel T., Ben D., and Ward D.) serves to facilitate legal and permit requirements, with budget decisions requiring cross-departmental coordination. Department check-ins revealed strong momentum across the board, with Participant Wellness fully staffed ahead of last year, the FIST volunteer system being prepared, the Humans management app operational, and vendors engaged pending the association’s NIF number.

Discussion

Departmental Autonomy and Board Function

The participants clarified that while the organisational structure is still being formalised, departmental decisions can generally be made within the respective departments. Ben D. noted that the board seeks maximum participation and insight, and that decisions made in this forum could be formalised through board votes. Daniel T. emphasised that the board is not hierarchical and does not dictate actions, but rather serves the community by handling legalities and securing permits required for the event. It was established that decisions affecting the budget must be coordinated across departments.

Cantina

Prosper B. reported that Cantina is facing significant recruitment challenges because many people relied on planned other things, believing there would be no 2026 event. They need to recruit skilled people, including someone for year-long coordination, and confirmed they understand the budget process but require input on the number of people to feed during the build and event times.

Creativity

Siri T. reported a surprisingly motivating team meeting with many enthusiastic people and ideas. The most urgent need for the Creativity team is clarity from the Finance department regarding the event’s certainty, bank account details, and information on how artists should submit invoices and receive potential art grants. They also need to know if there are changes to bureaucratic funding limits, such as restrictions on funding alcohol.

Siri T. inquired about how to track applicants who applied via the new online form. Ben D. explained that they manage the onboarding process, classifying applicants based on their experience and interests, and adding them to relevant drive folders, noting that placement in a folder does not guarantee commitment to that department. Ben D. also confirmed they would check for GDPR compliance before sharing applicants’ personal information with department leads.

City Planning and Barrios

Melody reported that City Planning has sufficient pre-event volunteers, but needs people for the build/event itself. Daniela S. suggested that if no one steps up for the Barrio Support lead role, those tasks could be distributed among departments, with City Planning handling registration and layout coordination. The consensus was that City Planning could manage registration and placement, while other tasks, like managing fire extinguishers, could be handled by other departments.

Communications

Shauna B. reported that the Communications team is forming and needs rebuilding. They will soon begin building the newsletter and disseminating information through growing WhatsApp and Telegram groups.

Participant Wellness

Daniel T. provided a positive update on Participant Wellness, noting that all critical roles—including metalead, consent lead, welfare lead, and inclusion lead—are currently filled, putting the team in a strong position at this stage.

R&R and FIST System

Ben D. stated that RNR (Recruitment and Retention) had a slow start but is now prioritising finding a replacement metalead and addressing recruitment needs. Ben D. also reported that volunteer coordination discussions took place and confirmed that the challenge of late-stage recruitment is known, but specific gaps, such as in Cantina, need early attention. Ben D. is coordinating with others on the feasibility of deploying the FIST system for volunteer coordination. Peter D. confirmed that FIST is open source and they have been patching it up and preparing to deploy it to a new server.

Build and Strike

Tyche S. noted a mixed outlook for Build and Strike, with some leads stepping back and others offering to step up. Tyche S. expressed concern about the availability of resources, such as materials in the containers, and emphasised the need to coordinate closely with the Power team. Tyche S. indicated a willingness to repeat previous years’ plans on short notice, but only if necessary resources are secured to avoid undue stress.

Production and Operational Planning

Daniela S. reported that they started working last week, have reached out to main vendors, and are exploring alternatives to expensive options. Key vendors, such as generator and cabin providers, are waiting for the association’s NIF number to provide official quotes, though cabins are already secured pending payment. Daniela S. is compiling a master timeline based on comparable event timelines and requested current contact information, budget needs, and role requirements from all departments to improve accuracy.

Humans Application

Peter D. updated the meeting on the Humans application, which is now operational and allows people to sign up. The application is designed to manage teams, legal compliance (GDPR, consent), and automatically control access to shared drives, aiming to automate administrative tasks for participants.

Finance and Budget

Budget discussions are pending the receipt of the association’s NIF number, but Peter D. is currently developing a budget based on expected costs for the event.

Other Topics

  • A discussion point was introduced about changing the “MetaLead” title to something less hierarchical, like “Team Facilitator” or “Lead Coordinator”. Proposals can be sent to Daniela S.
  • A proposal for a regular meeting schedule (e.g., every two weeks) and a fixed day will be decided via a poll, as Tuesday is not convenient for all participants.

Action Items

  • Prosper B.: Reach out to new applicants to see what they want to do in Cantina, including those who applied online
  • Peter D.: Check with Ben D. for information needed to configure teams and other items in the Humans app
  • Daniela S.: Gather information from the metaleads to generate job descriptions for open roles and coordinate future metalead meetings
  • Ben D. and Daniela S.: Gather alternative suggestions for the “metalead” title
  • Daniela S.: Poll for best dates for monthly or twice-monthly meetings
  • Shauna B.: Start sending out more information by building the newsletter