Arranging periodic team meeting

Documentation Event
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To check event organizing progress, share updates, discuss and make decisions, UbuCon Asia team runs organizer meeting periodically.

Meeting format

  • Frequency: Meetings are organized every 2 week (bi-weekly). If it’s 6 weeks before the event dates, then meeting is organized every week.
  • Duration: Usually about an hour. up to 2 hours.
  • Meetings are usually video calls on Jitsi Meet (https://meet.jit.si)
  • Meetings are prepared and chaired by a person with steering role. Meeting chairs usually prepares meeting agendas that needs to discussed or decided then notify organizing team about the meeting schedule.
  • To reduce loads of each person, Meeting chair should be different person every time.

Finding meeting time works for most people

The first meeting for the event of a year is scheduled when a event bid is chosen. When finding a meeting time, note that we’re not finding time for just a one-time meeting. Once meeting time that works for most organizer is found, that meeting time will be re-used for all periodic meetings. We don’t find time for meeting every time for each meetings.

Quick and easy way to find time would be using poll. You may use one of following tool for meeting time poll. or other better tools if exists. Note that when voting, people should choose every time slots that works not choosing only single time slot that works best.

What to discuss on the meeting

  • Roll call: If not enough number of participants present, meeting could be postponed a few more minutes or few days.
  • Check action items from the last meeting
  • Discussion for following common topics and sub-agenda suggested for each items but not limited to:
    • Sponsorship
    • Finances: Budgets, Quotes, Expenses
    • Venue, Logistics & Facility
    • Registrations
    • Content
    • Social events: Conference dinner, Day trip
    • Marketing & Design
    • Video
    • Website
    • Travel support: Travel grant & Visa support usually
  • AOB (Any other business)
  • Carry out action items then assign to each person
  • Remind next meeting schedule before closing the meeting

Publishing meeting notes

During the meeting, We usually collaborate on taking meeting note on Google Docs or Etherpad. Then we publish that on discourse after the meeting.

Meeting notes are published in Community category with meeting-report, ubucon, asia, ubucon-asia tags and title UbuCon Asia YYYY Team meeting YYYY-MM-DD HH:MM UTC. Use the meeting note template to start working with meeting note posting.

Not all details we discussed on the meeting are published on discourse publicly. If it’s something confidential or needs to be embargoed, make sure to not include on the meeting note posting on discourse. What we need to redact are but not limited to

  • Ongoing discussion details with potential sponsors
  • Quotes from multiple vendors for same expense item
  • Personal information: Such as email, phone number, address as well as accommodation room assignment information.
  • Exact travel grant amount we’ll be approving for each person.