Local team meeting | Oct 29 10:00 AM ~ 12:00 PM UTC+9
Present:
- @sigmadream
- Gyuseok Jung
- @sukso96100
- @mscho7969
- Giyeon Bang
- Junhyeon Bae
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)
- 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.
- 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.
- Ask Canonical for help with marketing by publishing promo posting on ubuntu.com/blog
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.
- Remaining budget from this will be used for:
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