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check status for A)confirm free space and access to B)check status of C)If A,B,C are done, then assign 10 business profiles to start D taskDiscuss E more to start defining rules for tracking by coordinatorContinue discussing definition of G.
Venue outreach (doesn't depend on social)Tech cleanup workMedia files copy to dropbox folder
Next time setup dropbox folder > app
Business Profiles posting.
2/9/2026
Meeting 6 – Feb 9, 2026 – Working Session Notes
1. Quick Status Check (5 min)
- BG: 10 Venue List status? (names only vs contacts, any face-to-face visits yet?)
- TG: Any blockers on site cleanup / media handling?
2. Today’s Focus Topics (15–20 min)
A) 10 Venue List (BG ownership)
- Decision: BG will create a Google Sheet in amxevents1@gmail.com and share with TG (view + edit).
- Minimum columns:
Venue Name | City | Contact Name | Role | Email | Phone | Notes | Warm/Cold
- Today: agree on the 10 venues that go in the list first.
B) Photos and Videos Access (TG + BG)
- Goal: centralize *usable* media for site, profiles, and outbound.
- Decisions:
- Where: Create a “AMX-Marketing-Media” folder in Dropbox.
- What:
- Copy photos/videos from Darrell’s phone into that folder.
- Subfolders: /events, /tables, /crowd, /logos, /raw
- Who:
- BG: get Darrell’s phone media into Dropbox (even if rough).
- TG: pick 10–20 best assets and tag them “website-ready.”
TG task: Scrap amxevents facebook page posts
C) Social Proof / Testimonials (BG)
- Goal: capture ANY positive proof, even if 10+ years old.
- Sources:
- Positive comments in texts/email.
- Old reviews.
- Nice replies from vendors or clients.
- Output:
- BG collects at least 5 raw quotes into a doc:
- Name (or “School Administrator”), Org, Year (approx), 1–3 sentence quote.
- TG later formats into a simple “What people say” block on homepage.
D) Top 10 Business Profiles to Create (BG + TG) (Push to Next week)
- Goal: decide where AMX *must* exist online for trust + SEO (create later this week/next).
- Shortlist to align on:
- Today: just agree on the top 5–7 “must-have” profiles so BG has a future task stack.
E) Manually-Delivered Service: Live Vendor ETA Updates (Ops design)
Concerns about DJ and Bands
Trip time risks
coordinator will be buffer with client.
Roadie vs Band
- Concept: AMX sends SMS updates to client with vendor ETA / on-site status.
- Define the v1 process:
- Who sends texts? (BG, TG, or event-day coordinator?)
- When: e.g., “Out the door,” “30 min out,” “On site.”
- Decide:
- Is this part of every package, or only “Concierge/Coordinator” level?
- What wording feels simple and safe? (Example: “Your DJ is 25 minutes away and on schedule.”)
e1.) “Find My Friends”–Style Location Idea
- Treat as inspiration, not a feature to build now.
- Decide:
- We will NOT build live location tracking yet.
- We WILL simulate reliability with:
- Manual SMS updates from AMX.
- Internal checklist for vendors to text when en route/on site.
G) 3 Levels of Service – Draft Definitions
- Goal: align on names + rough promises; detail later.
- Working draft to react to:
1) Coordinator
- Day-of logistics only; confirms vendors, timelines, and handles basic on-site coordination.
- Limited planning; client has already chosen vendors and venue. Coordinator include talent sources.
2) Concierge
- AMX helps source and match vendors (casino tables, DJ, etc.), negotiates basics, and provides day-of coordination.
- Client gets 2–3 vetted options per category and SMS updates on vendor status.
3) Professional Planner (Planner organization)
- Full or partial planning in partnership with a pro planner (for weddings / large events).
- AMX focuses on talent/venue rails and keeps communication and payments on-platform.
- Today: agree on:
- Names (Coordinator / Concierge / Planner or other labels).
- ONE sentence positioning for each (who it’s for).
- Which level will be your default for “casino night fundraiser” in Austin.
3. End of Meeting – Next Week Focus (5 min)
- Pick ONE main focus for BG for the next 7 days (e.g., “Finish 10-venue sheet + collect 5 testimonials”).
- Pick ONE main focus for TG for the next 7 days (e.g., “Centralize media + add basic testimonials section to homepage”).
- Confirm time for next meeting.
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Next meeting:
Meeting – Feb 9, 2026 – Outcomes
A) 10 Venue List (BG ownership)
- Status: In progress.
- BG is setting up a Google Sheet in amxevents1@gmail.com with venue data and will share access with TG.
- Sheet will hold: Venue Name, City, Contact Name, Role, Email, Phone, Notes, Warm/Cold.
B) Photos and Videos Access
- Status: In progress.
- BG is freeing up space on laptop for photo/video assets.
- BG will upgrade Dropbox subscription so there is enough space to share assets with TG.
- Plan: Create a shared “AMX-Marketing-Media” folder and subfolders for events, tables, crowd, logos, raw.
C) Social Proof / Testimonials (BG)
- Status: In progress.
- BG is gathering testimonials (old and new) and placing them in a shared Dropbox folder for TG.
- Sources: any positive comments, reviews, or emails from customers or vendors (even 10+ years old).
D) Top 10 Business Profiles to Create
- Status: Deferred.
- Decision: Push detailed selection/creation of business profiles to next week, after A/B/C are done.
E) Manually-Delivered Service: Live Vendor ETA Updates (Ops design)
- Concern: DJs and bands have higher arrival-time risk; need a realistic way to manage ETA updates.
- TG shared Glympse as an example app for real-time location/ETA coordination for internal use.
- Direction:
- AMX coordinator acts as a buffer with the client (client talks to AMX, not directly to every vendor).
- Explore a “talent rebate/reward” for on-time arrival and strong client satisfaction as an incentive mechanism.
- More work needed next meeting on exact rules (when coordinator checks in, what triggers updates, what qualifies for reward).
G) 3 Levels of Service – Draft Definitions
- Clarification: Even when the client has already chosen vendors and venue, the Coordinator role may still include some talent sourcing.
- Need to continue refining:
- What exactly Coordinator does vs Concierge vs Professional Planner.
- Which level applies by default to “casino night fundraiser” packages.
Next Meeting – Agenda Seed
1) Quick status checks
- A) 10 Venue List: Is the Google Sheet created and shared? Are the first 10 venues entered?
- B) Photos/Videos: Is Dropbox upgraded and is there a shared “media” folder with at least some assets?
- C) Testimonials: Are at least 3–5 raw testimonials collected in the shared folder?
2) If A, B, C are done (or mostly done)
- Assign D) “Top 10 Business Profiles” as a concrete task:
- Agree on the 5–7 must-have profiles.
- Assign who creates which profile and by when.
3) E) Live Vendor ETA Updates
- Continue discussion:
- Define simple v1 rules for coordinator tracking (what info, how often, via SMS or call).
- Decide where Glympse-style tracking fits (internal only; not building product yet).
- Rough idea of on-time arrival reward structure.
4) G) 3 Levels of Service
- Continue defining:
- One-sentence positioning for Coordinator, Concierge, Professional Planner.
- Which level is standard for:
- Casino night nonprofit fundraiser.
- Corporate casino night.
This Week – Focus (suggested)
Business Guy (BG)
- Finish and share the 10 Venue Google Sheet with all columns populated for at least 10 venues.
- Upgrade Dropbox and create shared folders; upload:
- A first batch of photos/videos.
- A file with at least 3–5 testimonials.
Tech Guy (TG)
- Confirm access to the shared Google Sheet and Dropbox folders.
- Identify 10–20 “website-ready” photos/videos and note which can be used for:
- Homepage hero.
- Social proof section.
- Prepare a simple “Testimonials” block structure for the website (slots for 3–5 quotes).
Mark’s notes
RESULTS of meeting:
A) 10 Venue List (BG ownership): BG is working on setup up table for venues in googlesheets and will share access with TG.
B) Photos and Videos Access: BG is freeing up space on laptop for photo and video assets and will upgrade dropbox subscription for enable enough space for sharing assets with TG.
C) Social Proof / Testimonials (BG): BG is working to gather testimonials and put in a folder in shared dropbox for TG to have access to.
D) Top 10 Business Profiles to Create (BG + TG) (Push to Next week)
E) Manually-Delivered Service: Live Vendor ETA Updates (Ops design)
Concerns about DJ and Bands, these talents require more consideration on how to manage ETA updates for client.
Trip time risks > TG shared info on mobile app Glympse and how it can be used for pre-event coordinator tracking for ETA assurance.
AMX coordinator will be buffer with client.
Talent rebate reward for on-time arrival and client satisfaction.
G) 3 Levels of Service – Draft Definitions:
client has already chosen vendors and venue. Coordinator role includes talent sourcing.
What Can Happen Right Now:
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