Q3 Marketing Kickoff – Agenda
45 minutes · Zoom · [Date/Time] · Hard stop at 0:45
Meeting goal
Leave with agreed Q3 campaign themes, a final $40k budget split between paid social and local pop-up events, and named owners for the September launch.
Desired outcomes
- Decision on 2–3 Q3 campaign themes
- Decision on the $40k split between paid social and local pop-up events (meets Sam's Friday deadline)
- Owner assigned for each theme and for each channel (paid social, pop-ups)
- Next check-in date agreed for September launch progress
Attendees & roles
| Name/Role | Meeting role | What they bring or own |
|---|---|---|
| Dana – Marketing lead | Facilitator, final decision on themes | Theme shortlist, launch plan, keeps discussion on track |
| Sam – Finance | Timekeeper, budget decision co-owner | Budget limits, Friday deadline, spend tracking |
| Priya – Designer | Participant | Creative feasibility of each theme and pop-up look and feel |
| Leo – Sales | Shares the customer win | Customer insight, what resonates with subscribers |
| Mara – Sales | Note-taker | Customer and local-market insight, captures decisions and actions live |
Before the meeting
- Dana: Share a one-page shortlist of candidate themes (3–5 max), each with a one-line pitch: [link to theme shortlist]. Send it 2 days before.
- Sam: Share any budget constraints and past paid social and event spend, if available: [link to budget sheet].
- Leo: Prepare a 3-minute customer win story. Include what happened and what it tells us about our customers.
- Everyone: Read the shortlist and arrive with your top 2 themes picked.
Agenda
| Time | Item | Purpose | Lead | Minutes |
|---|---|---|---|---|
| 0:00–0:03 | Welcome, goal, outcomes check, ground rules (hard stop, decisions today) | Inform | Dana | 3 |
| 0:03–0:08 | Customer win: a recent success story and the takeaway for Q3 | Inform | Leo | 5 |
| 0:08–0:19 | Choose 2–3 Q3 campaign themes | Decide | Dana | 11 |
| 0:19–0:30 | Split the $40k: paid social vs. local pop-ups | Decide | Sam & Dana | 11 |
| 0:30–0:38 | Assign owners and key milestones for the September launch | Decide | Dana | 8 |
| 0:38–0:40 | Buffer: use only if needed, otherwise end early | – | Sam (Timekeeper) | 2 |
| 0:40–0:45 | Wrap-up: decisions recap, action items, next check-in | Decide | Dana & Mara | 5 |
| Total | 45 |
How we stay on time and leave with decisions (fixes for last kickoff's 30-minute overrun):
- Decide items come early. All three decisions happen in the first 40 minutes, while energy is high.
- Timekeeper check-ins. Sam gives a 2-minute warning before each Decide item ends.
- Decision rule. If there's no agreement when time is up, the decision owner decides on the spot. Open questions go to the parking lot.
- Hard stop at 0:45. Anything unfinished gets an owner and a deadline during wrap-up.
Discussion guide
Customer win (Leo)
- What did this customer love, in their own words?
- Which candidate theme does this story support most?
Choose 2–3 campaign themes (Decide)
- Decision: Which 2–3 themes from Dana's shortlist we run in Q3.
- Options: Themes on [link to theme shortlist].
- Method: Quick Zoom poll with 2 votes each (2 min). Then discuss the top 3–4 (6 min). Dana confirms the final picks (1 min).
- Prompts:
- Which theme best fits a September launch and our subscribers?
- Which themes work for both paid social and in-person pop-ups?
- Priya: can we produce this creative in time for September?
Split the $40k budget (Decide)
- Decision: Dollar amounts for paid social and for local pop-up events, totalling $40k.
- Options (illustrative starting points, not recommendations):
- 50/50: $20k / $20k
- 60/40 paid social: $24k / $16k
- 40/60 pop-ups: $16k / $24k
- Prompts:
- Leo and Mara: where have we seen more customer sign-ups or interest, online or in person?
- Do the chosen themes lean more digital or more experiential?
- Sam: are there constraints, such as timing of spend, that should shape the split?
Assign owners and milestones (Decide)
- Decision: One named owner per theme and per channel, plus due dates for key September launch milestones.
- Prompts:
- Who owns paid social setup, and who owns pop-up planning?
- What has to be true by [mid-August date] for a September launch?
- What's the biggest risk to the launch date, and who's watching it?
Decisions needed
- Q3 campaign themes (2–3). Owner: Dana
- $40k split between paid social and local pop-ups. Owners: Sam & Dana, needed by Friday
- Owners for each theme and channel, plus launch milestones. Owner: Dana
- Date of the next launch check-in. Owner: Dana
Parking lot / Suggested follow-ups
- Detailed creative briefs per theme (Priya and theme owners, after the meeting)
- Breakdown of paid social spend by platform (paid social owner, follow-up)
- Pop-up venue and location shortlist (pop-up owner, follow-up)
- Success metrics or KPIs for each campaign (suggest covering at the next check-in)
- [Any new items raised during the meeting]
Notes & action items template
Decisions made: ________________________________________________
Key notes: ________________________________________________
| Action | Owner | Due date | Status |
|---|---|---|---|
Invite message
Subject: Q3 Marketing Kickoff – let's lock in our September launch! ☕
Hi team,
Let's kick off Q3! In 45 focused minutes, we'll pick 2–3 campaign themes, decide how to split our $40k budget between paid social and local pop-ups (Sam needs this by Friday), and assign owners for the September launch. Leo will also start us off with a recent customer win.
Prep: Read the theme shortlist [link to theme shortlist] and bring your top 2 picks.
When: [Date/Time] Zoom: [Zoom link]
We'll stop on time and leave with