At a large AI event like SuperAI, technical founders juggle dozens of meeting requests, demos, investor chats, partner discussions, and side conversations. Without structure, you risk missing high-impact touchpoints or burning out. Smart founders adopt meeting frameworks, cadence rules, and priority filters so they get the most from each hour. In this article, we’ll explore how technical founders plan and execute meeting schedules during SuperAI—so you can maximize signal and reduce scramble.
- Pre-Conference Design: Building Your Meeting Framework
- Define Your “Meeting Buckets”
- Use a Pre-Event Meeting Tool & “Open Hours”
- Rank & Buffer Meeting Importance
- During SuperAI: Tactical Meeting Execution
- Start With High Leverage Meetings Early
- Keep Meetings Short & Focused
- Use “Progressive Deep Dive” Approach
- Be Selective with Drop-In Meetings
- Capture & Share a One-Slide “Current Status”
- Post-Meeting Workflows: Convert Conversations Into Action
- Immediate Follow-Up (Within 12 Hours)
- Tag & Prioritize Follow-Up Actions
- Book Next Meetings Before Leaving
- Tips From Founders Who’ve Done It
- Conclusion
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Pre-Conference Design: Building Your Meeting Framework
Define Your “Meeting Buckets”
Before the event, classify meetings into a few priority buckets: investor / fundraising, customer / pilot prospects, technical collaborators / open source partners, talent / recruiting, and branding / media interviews. Estimate how many slots you’ll allocate to each.
By having meeting buckets, you avoid a scattershot schedule dominated by low-impact requests.
Use a Pre-Event Meeting Tool & “Open Hours”
Many founders use calendaring tools or networking apps (e.g. SuperAI’s own matching tool) to schedule meetings in advance. Reserve “office hour slots” — short windows (e.g. 30 mins) where people can catch you spontaneously. This balances structured meetings with flexibility.
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Rank & Buffer Meeting Importance
Assign a priority score (e.g., 1–5) to each meeting before the event. Highest priority meetings should have buffer time before and after (5–10 min) to account for overflow, chatting, or walking between rooms. Avoid back-to-back 60-minute meetings without gaps, as key interactions often spill over time.
During SuperAI: Tactical Meeting Execution
Start With High Leverage Meetings Early
Schedule your highest impact meetings—investors, big partners, pilot clients—in the early days or morning sessions. Later slots are more likely to get canceled or delayed because of fatigue or shifting priorities. By front-loading your schedule, you ensure core objectives are addressed.
Keep Meetings Short & Focused
Technical founders often default to long explanations. Instead, aim for 15–25 minute meetings with clear agendas. Use minute 1 to quickly align on purpose, minute 2 to get to key questions, then reserve final 3–5 minutes for next steps. If a discussion must expand, schedule a follow-up.
During those conversations, be ready with code snippets, architecture slides, or demos—in concise form. The more prepared, the more impressive.
Use “Progressive Deep Dive” Approach
If interest is high, don’t try to cover everything in one meeting. Use a tiered cadence: first a high-level intro, then a deeper technical session later (during or after SuperAI). This frees you to engage widely while leaving room for deeper work.
Be Selective with Drop-In Meetings
People will try to slot you in impromptu. If you have buffer time, allow “drop-ins” but always ask for 2–3 tailing agenda items (so you’re not walking in blind). Otherwise, say politely “I’m at capacity” and redirect to booking time.
Capture & Share a One-Slide “Current Status”
Have a one-slide summary of your tech stack, roadmap, key metrics, open problems, and areas you want help. Send this slide right after a meeting so the other party remembers your state. It also speeds follow-ups.
Post-Meeting Workflows: Convert Conversations Into Action
Immediate Follow-Up (Within 12 Hours)
After each meeting, send a thank-you email with a brief recap, requested action items, and your shared slide. Promptness increases trust and recall.
Tag & Prioritize Follow-Up Actions
Use a CRM or even a simple spreadsheet to categorize leads (hot, warm, cold) and set deadlines. For technical meetings, note what integration work needs doing, APIs to send, or PoC tasks.
You’ll want to cluster similar follow-ups to batch your execution.
Book Next Meetings Before Leaving
If a meeting hits momentum, schedule the next touchpoint before ending. Whether a deeper prototype review or partner session, locking it now ensures it doesn’t slip off your to-do list.
Tips From Founders Who’ve Done It
- Mute distractions: Use noise-cancelling headphones or a quiet meeting zone.
- Standardize your intro: Use a consistent 30-second pitch before diving into variations.
- Use visual cues: A printed “In Meeting” badge or small sign helps others know when to wait.
- Delegate scheduling: If your team is there, have them manage your calendar so you stay in flow.
- Flex for side events: Some of your best meetings may happen informally—in lounges, parties, hallways. Be ready to pivot.
Conclusion
Technical founders who structure meetings thoughtfully gain clarity, reduce stress, and increase impact during SuperAI week. By defining meeting buckets, ranking priority, building buffer time, executing with focus, and following up instantly, you can convert conversations into real momentum.
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