Local team meeting | Aug 27 4:00 PM ~ 6:00 PM UTC+9
Video recording: https://youtu.be/vWZ9Nl5p_xI
Present
- @sukso96100
- @edenjint3927
- Minseong Cho
- Junhyeon Bae
- Sangkon Han
- Gyuseok Jung
- Giyeon Bang
Agenda
Action items from last meeting
Travel sponsorship application form
Since @jmkim is quite busy with other tasks, and he is also sick from COVID-19, @sukso96100 wrote the form instead. The form includes following entries.
- Email, Legal names, participation types
- Contribution on UbuCon Asia(for speakers and organizers), Contribution for Ubuntu and Ubuntu Community(for other participants)
- Round trip ticket details
- transportation type (flights, train, ferry, express bus)
- Travel schedule (when to arrive and leave Seoul)
- Estimated expenses
- Level of need for round trip ticket sponsorship
- Accomodation details
- Hotels by organizing team
- Check-in/out schedule
- Level of need for accomodation sponsorship
- Accomodation booked by applicant first, reimbursed after the event
- Check-in/out schedule
- Estimated expenses
- Level of need for accomodation sponsorship
- Hotels by organizing team
Conference Dinner
@jmkim researched on conference dinner venue and budget and shared before the meeting. We discussed which one to choose, But was unable to choose one.
- We wanted a place that can handle about 100 people and near from the venue. So that organizers, speakers, sponsors and attendees can easily join and socialize together.
- Near from the venue: Can only handle upto 60~70 people. Rooms for 100+ people are already booked by other team
- A bit far from venue: Can handle more then 100+ people. But budget really hikes! We need to pay 2x~3x more and also need to rent 3 buses.
- As we need to fix our budget plan and open call for sponsors on monday anyway. We put budget for dinner based on estimation for “A bit far from venue” - which is about 11,920 USD
Day trip
@jmkim contacted travel agency for quotation. - no response yet, expected to got response next wednsday.
Budge for simultaneous interpretation
Since we got quotations from both Junhyeon Bae and @jmkim. We compared estimated expenses. @jmkim’s quotation was a lot cheaper, So we decided interpretation company where @jmkim contacted before.
Summarized event brochure
@jmkim is still working on it.
New Sponsor booth details and quotations.
Junhyeon Bae brought new sponsor booth details, but could not got the exact quotations yet. The booth company installation that Junhyeon Bae contacted said it’s difficult for them to bring quotation for only 3 booths. Junhyeon now plan to reach out other companies for quotations.
These are booth design for Diamond and Gold so far.
Diamond
Gold
For silver sponsors, we plan to setup booth with roll-up(or big-pole) banners as back with 1.5m wide table on the venue.
Poster printout quotations
If we use the company called “Red Printing” and print out 100 papers, It requires 22,110 KRW (approx 17 USD)
Feedbacks and concerns on travel sponsorship
- What should we do if the selected applicant doesn’t have enough money to book flights and the ticket price is more then 1000 USD?
- We choose to ask applicants to ask buy ticket with their money first then provide reimbursement, Because if we book ticket from our side through travel agency, from tickets for visiting Korea is expensive because they use overseas travel agencies to book tickets and that doubles or triples the fees.
- One idea: If the applicant has some money to pay for remaining amount with 1000 USD deducted, We may ask applicant to pay for remaining amount to our fiscal host and ask fiscal host to book tickets.
Website updates
- On the travel sponsorship page - We should also add information on Ubuntu donation funding and other fund information. Because we can’t provide sponsorship for all participants
- We also plan to accept individual donation with github sponsors not just with donation tickets. This information will be added on individual patron page.
Swags
- For normal attendees - Necklace wallet with nametag, Neck warmer - need quotation
- For organizer, speakers, and patrons - Necklace wallet with nametag, and hoodies. - We got quotation for hoodies thankd to Minseong Cho
Wired network installation.
The venue only provides 100mpbs network. which is not really suitable for live streaming and video calls for BoF sessions. Minseong Cho brought some quotation for network installation.
The Business network installation requires quite high fee, since we need installation for only 2 rooms (Intl room and BoF room) we choose home or small business network installation with 1Gbps. and the estimated budget for that is about 150,000 KRW
Action items
- Junhyeon to bring exact booth quotation asap.
- @jmkim to bring day trip quotation
- @jmkim @sukso96100 to bring conference dinner quotation
- Minseong to contact Stomp! a live streaming provider wheather they can also provide network installation
- @sukso96100 to bring quotation for some swags
- @sukso96100 to contact GNOME.Asia 2013 team and UbuCon EU team for Conference Dinner and Day trip reference.
- @sukso96100 and Giyeon to revisit the venue, get exact size for large banner and contact banner provider for quotations.
- Junhyeon to contact our fiscal host to ask what kind of information should we got from sponsors to proceed with sponsorship contract and payment
- Junhyeon to contact community partners for power strip rental
- Junhyeon to contact fiscal host to ask about booking flights
- @sukso96100 to make list of Universities and organization to send printout posters
- All - review travel sponsorship form by Monday.
Next meeting
Next meeting will be on Sep 10 2:00 PM ~ 4:00 PM UTC+9