UbuCon Asia 2022 - Meeting notes thread

Local team meeting | Oct 29 10:00 AM ~ 12:00 PM UTC+9

Present:

Agendas

Updates since last meeting

Junhyeon:

  • Booth quotation: Diamond(1,100,000 KRW) + Gold(550,000 KRW * 2) = Total 2,200,000 KRW
  • Booth supplier require us to submit booth backdrop design
  • Send email to simultaneous interpretation company to follow up.
  • Contacted community partner “It has nothing to do with coding” to ask if they are interested to join as volunteer.

Giyeon:

  • Unable to contact Joowon, Giyeon will design banner by himself and then contact supplier for quotation.
  • Forgot to contact travel agency (Hana tour)

@sukso96100

  • Asked travel agency (Mode tour) for quotation without meal.
    • 50 pax: Without performance show 4,700,000 KRW / With performance show 5,200,000 KRW
    • 60 pax: Without performance show 5,200,000 KRW / With performance show 5,700,000 KRW
  • Completed visa invitation pre-verification process for speakers. Working with documents for visa invitation currently.
  • Opened ticket on Festa.io and Tito.io
    • Festa: Organizers/Speakers 16, Early bird 14 registered
    • Tito: Organizers/Speakers 6, Early bird 6, Online 4 registered
    • 50+ in-person foreign registration required to get sponsorship from Seoul Tourism Organization.

@mscho7969

  • Confirmed and booked conference dinner venue (A party room near Hongik University) with help from @sukso96100
    • 1 Large room with catering bar(50 pax) + 1 Small room(10 pax)
    • 18:00 ~ 22:00 (Organizers can enter at 17:30 for preparation)
    • Total price: 1,256,000 KRW (including VAT)
    • Coffee and water are free
  • Halal guys catering in progress
    • Food for 20 pax will be for vegan (falafel) and 40 pax will be for halal and others.
    • Pricing: Regular platter, drinks, side dishes = Total 1,200,000 KRW

Sponsorship status

  • Diamond: Canonical - Sponsorship contract draft sent
  • Gold : None
  • Silver
    • Onlyoffice(Confirmed) - Got session details.
    • Invesume(Confirmed) - No sponsored session, Need sponsor booth backdrop design
    • Elastic(In progress) - Need both session details and booth backdrop design. Fiscal host is registering themselves as vendor on Elastic’s system currently.
    • Naver Cloud: Will make sponsorship decision next week.
  • Bronze
    • Cloudmate(Confirmed)
    • NHN Cloud: Payment will be made mid november. Need details on 3rd party consent.
  • Supporter
    • Inflearn(Confirmed)
    • WhaTap Labs: payment will be delayed by November
  • Government partners: NIPA, Seoul Tourism Organization
  • Sponsor logo on banners
    • Banners inside Intl room
    • Large banners on lobby
    • On standing banners - which will be installed on breakout rooms.

Group tour

  • Will decrease 50 pax to 25 pax (including organizers) - need to ask for quotation again.
  • Need to check number of foreign participants.
  • Only tour (no performance show on schedule)

Sponsor booth

  • 1 gold booth will be used for community hub
  • Silver booth will be same spec as past

Marketing

  • Social media marketing: Posting on Facebook page/groups, Twitter, Mastodon + Facebook ADs
    • Sharing website url on social media automatically shared with preview image.
  • Timetable with at least with session titles should be published now. Details can be published sequentially.
  • Need to bring at least 50 in-person foreign participants.
    • Ask Canonical for help with marketing by publishing promo posting on ubuntu.com/blog
      • @sukso96100, Giyeon, Junhyeon to work together on posting draft in Korean then @sukso96100 to translate into English.

Budget update

  • 1 speaker from Nepal gave up to join in-person due to preparing Visa documents.
    • Remaining budget from this will be used for:
      • Sponsoring 1 more person’s travel
      • Adding performance show option on group tour
      • Remaining budget after these allocation will be cut off.

Hoodies

  • @mscho7969 brought quotation for hoodies.
  • Color: Red for patrons and speakers / Grey for volunteers and organizers.
  • Need logo placement information

Volunteers

Walkie talkie

  • 12 devices required for organizers and few volunteers.
  • @sukso96100 to contact previous PyCon KR organizers who has experience with walkie talkies

Action items

  • Giyeon
    • Work with banner design with sponsor logos @sukso96100 will provide soon.
    • Stomp! contract
  • @sukso96100
    • Ask for updates group tour quotation (45pax with performance show)
    • Contact Seoul Tourism Organiziton for required group tour participant scale.
    • Work with visa invitation and 2 flight ticket booking for speakers.
    • Work with sponsor registration
    • Contact PyCon KR prev organizer for walkie talkie
  • @mscho7969
    • Contact fiscal host and hoodie supplier for hoodie order.
    • Work with volunteer registration form.
  • Junhyeon to look for exact spec for Gold/Silver booth
  • @sigmadream to work with Lightning talk form
  • Junhyeon and Giyeon to work on promo posting draft. @sukso96100 to translate it into English and hand it over to Canonical Community Team

Next meetings

  • Hoodie design discussion on 2PM
  • Promo posting drafting discussion on 4PM
  • Next meeting on Sunday 8PM KST
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Local team meeting | Oct 29 02:30 PM ~ 03:30 PM UTC+9

Present:

Agenda

Discuss about hoodie design and quantity to order.

  • Dark Grey -> Light Grey
  • Red: This will be distributed for Volunteers.
  • Hoodie with napping or not? - Go with napping. Let’s work hard and sell tickets a lot instead.
  • Quantity
    • Organizer: 11
    • Volunteer: 40
    • Patrons: 50
    • Speakers: 27
  • Quantity by colors
    • Light grey: Organizer 11 + Volunteer 40 = 51
    • Red: Patrons 50 + Speakers 27 = 77
    • Total 128
  • Hoodie size data will be collected with attendee registration (including staffs and speakers)
    • Separate Google form will be used for Volunteers.

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Local team meeting | Oct 29 16:00 PM ~ 17:00 PM UTC+9

Present:

Agenda

Work on marketing plan and promotion posting draft. (in Korean)

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Local team meeting | Nov 04 09:00 AM ~ 11:00 AM UTC+9

Present:

Agenda

Banners

  • @sukso96100 shared sponsor logos with Giyeon, and Giyeon is now working with banner designs.
  • Giyeon will contact banner rental company for renting banner stands.

Travels

  • @sukso96100 contacted travel agency for updated group tour quotation. (40 pax with performance show): Total 3,740,000 KRW
  • Flight booking for 2 speakers in progress.
  • Visa invitation documents preparation in progress.
  • Visa invitation documents for @rs2009 will be printed and prepared on-site in Prague

Swags

  • Order placement for hoodies need be confirmed next week. @mscho7969 will contact Plan9 (fiscal host) to proceed with the payment.
  • Order will be placed right after @mscho7969 got design for hoodies.
  • Payment can be proceed after OpenInfra Days Korea - Since Plan9 is busy with that event.
  • Nametags
    • Names will be handwritten on nametag
    • Stickers will be placed for those who attends social events and workshops.

Venue

  • Sponsor booth backdrops
    • (Gold/Community)3M x 2.1M , (Diamond)6M x 2.1M (Adobe Ilustrator cs5 format design)
  • Banner on Intl room: 8.5m * 1m
  • Junhyeon confirmed that we can prepare about 46 power strips
    • 4 plug strip * upto 14
    • 30m power strip * 2 (+2 for backup)
    • 30 power strips for workshop event
    • Some will be rent from Cloudmate, Some will be purchased at nearby store.
  • Walkie talkies: @sukso96100 a prev PyCon KR staff and he recommended to rent some online since it’s not much expensive.
  • @mscho7969 to work with network provider contract after OpenInfra Days Korea.

Marketing & Promotions

  • @sukso96100, Giyeon, Junhyeon done with working on promo posting text. @sukso96100 translated it into English. and handed over to Canonical folks to publish on Ubuntu Blog (But Canonical folks also seem to be super busy due to Ubuntu Summit)
  • Contact community partners to ask for help with bringing more participants.
    • OpenStack KR (Seongsoo Cho), openSUSE KR and LibreOffice KR (Daehyun Sung), K8s KR, It has nothing to do with coding, WSLHUB, and more.

Lightning talk, Volunteer application form

  • Lightning talk application form(@sigmadream) : Almost done. Need to be shared via google drive shared directory.
  • @mscho7969 plan to work on Volunteer form.
    • Need to include following questions:
      • Available languages: Korean, English
      • Available times
      • Tasks or roles applicants can contribute.

Other follow ups

  • @sukso96100 is working with sponsor registration process.
  • Giyeon will contact Stomp! to proceed with contract on weekends.
  • Drinks(Alcohols) for Conference dinner: Will be supplied from convenience store nearby.
  • @sukso96100 need to check if venue can provide free car parking coupons.
  • Banner designs are almost done.
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Local team meeting | Nov 12 02:00 PM ~ 04:00 PM UTC+9

Present:

Agenda

  • Quotation for big-pols banner stands rental
    • Supplier will share quotation for 4 stands soon.
  • Stomp! will provide quotation based on our event budget.
    • The company already know about the venue details.
    • Some consideration for audio system would be needed.
  • Banner designs
    • Giyeon’s banner designs are being delayed due to main business.
  • Volunteer application form by @mscho7969 - Done
    • Need to specify that volunteers should work for at least 2 time slots.
  • Hoodie design - confirmed
  • Walkie talkie - LTE Walkie talkie rental quotation confirmed. Order will be placed soon.
  • Halal guys catering contract in progress.
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Local team meeting | Nov 19 11:00 AM ~ 01:00 PM UTC+9

Final meeting just before the event dates.

Present:

Checklist

Sponsorship

Contracts & payments

  • WhaTab Labs - Contract in progress
  • Canonical Ltd. - Contract in progress
  • Naver Cloud - Contract in progress
  • NHN Cloud - PO approved, Not paid yet.
  • Microsoft Korea

Sponsored talks

  • Canonical - confirmed
  • NHN Cloud - not yet
  • Elastic - not yet
  • Onlyoffice - confirmed

Web & Content

  • @sigmadream to collect presentation slides and pre-recorded videos.
  • Information for closing speech, Lightning talk, Kwangyeon’s workshop is missing on website.

Travel

  • Flights for 3 speakers - done
  • Visa for @rs2009 and @axon-rb - waiting for visas to be issued
  • Hotel booking - done
  • Cancel remaining hotel rooms

Social events

  • Dinner: Venue, catering ready
  • Group tour - contract almost done with smaller participants (20pax)

Marketing

  • Attendee gathering: foreigners at least 50 pax
  • Attendee gathering: 300 at least
  • Ticket discount promotion
  • Canonical blog posting - almost done
  • Order neck warmer / Canceled
  • Order stickers, nametags / @mscho7969
  • Buy stickers for social event, workshop participant marking
  • Order necklace wallet - done

Venue

Banners

  • Canonical booth backdrop design - not yet
  • Silver sponsor booth backdrop designs - done
  • Wall/Hanging/Standing banner designs - done
  • @sukso96100 to design standing banner with “Ubuntu Korea” logo
  • Giyeon to give direction on banner placement on event preparation day.

Facilities installation

  • Silver booth: Tables, Table covers, Banners - Giyeon to check
  • Diamond booth: Frame installation, Banner backdrop - @sukso96100
  • Simultaneous interpretation booth and equipment - Junhyeon to monitor install process
  • Workshop room recording equipment setup - Giyeon to monitor
  • Network installation - @mscho7969 to remind Plan9 (fiscal host) to make payment soon.
  • BoF: Test and setup speaker phone - @sukso96100
  • Power strips
    • Install on sponsor booth, reception and workshop room
    • Junhyeon to manage install and removal

Meal

Lunch

  • Subway sandwich - Vegan sandwich and BLT sandwich
  • Place order on Nov 26 12PM
  • Place order on Nov 27 12PM

Conference dinner

  • @mscho7969 to manage the event overall
  • @sukso96100 and Junhyeon to navigate foreign participants to the dinner venue

Hoodie, Nametags, Walkie-talkie, Chatrooms

  • Junhyeon to check hoodie size for volunteers
  • @mscho7969 to check hoodie delivery
  • Reception manager to distribute hoodies.
  • @mscho7969 to check stock and distribute necklace wallet and nametags.
  • @mscho7969 to receive walkie-talkie rental package
  • Junhyeon to distribute/collect walkie talkie.
  • Junhyeon to create group chat for staffs
  • @sukso96100 to announce participant group chat on opening speech
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