Stakeholder Meeting 1 Notes

Date: March 5, 2026
Time: 14:00 - 15:00
Location: Online (Zoom) / Boğaziçi University
Attendees: * Customer/Stakeholder: Erencem Özbey

• Group 9 Members: Can Emir Bora, Faik İhsan Südüpak

📝 Agenda

1. Understanding the core vision of "Social Event Mapper".
2. Clarifying the difference between public and private events.
3. Defining the map interface and filtering mechanisms.
4. Discussing event moderation and user roles.

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💬 Q&A and Elicitation

Q1 (Group 9): You mentioned you want an "open platform where every individual can create their own events." Should there be any approval process for public events before they appear on the map? Customer: No, the goal is spontaneity and inclusivity. I don't want a bottleneck where an admin has to approve a local neighborhood picnic or a garage sale. However, we definitely need a "report" button so users can flag inappropriate or fake events.

Q2 (Group 9): How exactly should "private events" be represented on the map? Should other users see a locked pin, or should it be completely invisible to non-invitees? Customer: Good question. If a user is not invited or doesn't have the specific access link, the event should be completely invisible on the map. We don't want gatecrashers figuring out the location of a private house party. Access control must be strictly enforced.

Q3 (Group 9): For the interactive map, when a user opens the app, what should the default view be? Customer: It should default to the user's current location with a radius of maybe 5 to 10 kilometers. The map should instantly show pins of events happening today. From there, the user can adjust the time window (e.g., "this weekend") and the distance radius.

Q4 (Group 9): Regarding event updates and cancellations: If a host cancels an event 10 minutes before it starts, how should the users be notified? Customer: The system needs to handle this efficiently. If a user has RSVP'd or "bookmarked" the event, they should get an instant push notification or in-app alert. Also, on the map, the pin shouldn't just disappear immediately; it should turn red or show a "Cancelled" tag so people who are already on their way know what happened.

Q5 (Group 9): Are we handling ticketing and payments for these events within the platform? Customer: Let's keep that out of scope for the MVP. For now, hosts should just be able to add an external link (like a ticket purchasing site or a Google Form) if their event requires paid entry or registration.

Q6 (Group 9): We are planning to support archival metadata standards. What kind of historical data is important to you? Customer: I want to be able to look back and see what kinds of events were popular in certain districts over the summer. Archiving past events with their categories, locations, and attendee counts is crucial for future analytics.

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🎯 Action Items & Key Takeaways

• No Manual Approval: Implement a user-driven reporting mechanism instead of admin approvals for new events.
• Strict Privacy: Ensure private events do not leak location data to uninvited users via the backend.
• Map Defaults: Set default filters to "current location," "short radius," and "happening today."
• Status Updates: Implement a "Cancelled" visual state for events on the map rather than immediate deletion, and prioritize notifications for bookmarked events.
• No Payments: Exclude an internal payment gateway; support external URLs instead.