UbuCon Asia 2023 - Meeting notes thread

Events
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In this topic, Meeting minutes for UbuCon Asia 2023 bi-weekly meeting will be published after each meeting is finished

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2023-06-04T13:00:00Z

Meeting recording: https://youtu.be/sAYrLXIVqmQ

Meeting participants

Agenda and Discussions

Event team

Event overview

  • Oct 7-8 PTIK FKIP UNS
  • Venue: 1 Large hall for keynote (500pax), and 6 classroom for breakout sessions (3 rooms will be for UbuCon Asia other 3 room will be for LibO Conf Asia)
  • Event theme: Not decided yet
  • Logo and Mascot - Done!
  • Event website - https://louca.id - Once UbuCon Asia 2023 website is ready, A link will be added on this website.
  • Tickets will be paid. Participants will need to buy only single ticket for both LibO and UbuCon

Call for proposal and reviewing

  • CFP should be opened on June 12 and close on Mid of July. Can be extended by late July in case we need to receive more proposals.
  • Sessions categories - Same as last year
  • Number of slots - Need to check.
  • Reviewing proposals from local speakers - Should be reviewed by local team organizers just like last year. They will need to get access to Indico CFP module
  • Proposal voting: This will be done with Indico’s reviewing system (It has rating feature, we can use it to score proposals and rank them)
  • Proposal selection criteria: Same as last year. Will need to map last years voting marks (Circle for accept, Triangle for pending, X mark for reject) with rating scores.

Sponsorship

  • @sukso96100 has been working with UbuCon Asia sponsorship prospectus, @aryulianto and local team folks were working with sponsorship prospectus for both LibO Conf Asia and UbuCon Asia but for only local sponsors.
  • If we run multiple sponsorship program that’s separated by whether local or Intl sponsors with different pricing, managing and offering benefits could be very complicated. There can be situations like multiple sponsors might got same benefits but for different pricing. Which isn’t really fare.
  • To prevent such situations and manage sponsorship less complicated, We decided to make a single unified sponsorship program for both LibO Conf and UbuCon.
    • If a company sponsors our event, They will be sponsoring both LibO and UbuCon
    • Pricing and benefit will be same regardless the sponsor is local company or Intl company.

Action items

  • @aryulianto to provide draft of sponsorship prospectus that was working within local team
  • @isatrio and @aryulianto to check and let global team know who will review proposals written in Indonesian
  • @isatrio and @aryulianto to provide how many session slots(including keynote) will be allocated to UbuCon along with draft timetable
  • @isatrio and Local team to check if event registration platform accepts foreign payments
  • @sukso96100 to ask Community Team folks to invite proposal reviewers to Indico
  • @isatrio to share event theme as soon as it’s ready
  • @sukso96100 and @jipangmenjerit to setup website
  • Sponsorship team to reach out sponsors once prospectus is ready

Next meeting

2023-06-18T13:00:00Z

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2023-06-18T13:00:00Z

Meeting recording: https://youtu.be/Anw_Yzup-ic

Meeting participants

Agendas

Actions items from last meeting

  • Local team to provide draft of combined sponsorship prospectus
    • Done
  • Local team to provide list of organizer who will review proposals in Indonesian
    • Yuhdi, Andik, Ahmad Haris, Rania, (-2)
  • Local team to provide number of slots (including keynote) for ubucon + Timetable draft
    • Done. Morning sessions are shared with both events, afternoon sessions we have UbuCon track
  • Local team to check if event registration platform accepts foreign payments
    • Not checked yet, will discuss with local team
    • Criteria: English, Accept international payment (paypal, etc)
  • @sukso96100 to ask Mauro to invite proposal reviewers to Indico
    • Using pretalx instead. Will need to get access on pretalx instead.
  • Yudhi to share event theme as soon as it’s ready.
    • Done.
  • @sukso96100 and @jipangmenjerit to setup website
    • Done 2023.ubucon.asia
  • Sponsorship team to reach out sponsors once prospectus is ready
    • Done. - already looking for sponsors

Call for proposal discussion

  • CFP status (10 proposal from 9 submitters) - For both
  • Slot allocation for Intl and local speakers
    • Total slots for UbuCon - Wait for Yudhi and discuss later
      • 21 (track talk), 1 workshop, 3 Lightning talk
      • 2 keynotes
  • Get familiar with pretalx system + Give access to content team
  • CFP review process
    • Need guideline for global team review

CFP promotion

Sponsorship discussion

  • Sponsorship status Sponsor contact

    • Onlyoffice - Silver /
    • TDF - Platinum /
    • Canonical - Reviewing, youngbin to send reminder to Philipp
    • Grafana / No reponse
    • Collabora / No reponse
    • Google Indonesia / Reject (Conflict with LibreOffice)

  • Status

    • Occupied/Total slots
      1. Platinum (1/2)
      1. Gold (0/4)
      1. Silver (1/8)
      1. Bronze (0/~)
      1. Donation (0/~)

  • Is Sep 15 deadline for sponsorship decision or sponsorship payment?

    • deposit deadline not decided yet

Travel grant discussion

  • How many speakers can be covered by local team (last year’s event 7 people covered)
  • Who get grants first
  • How many budget per person
  • Application form
  • Last year travel grant form https://docs.google.com/forms/d/e/1FAIpQLSfcHr6syQEwUhma6ZaZir6XXuTNX7TL4q-yYGicTzPGulN4mw/viewform?usp=sf_link
  • Will travel be arranged by local team? 3 options available
    • Ask the beneficiary to arrange travel by themselves. Provide reimbursement after the event.
    • Accommodation arranged by the local team. Flights and other inter-city or international transport self-arranged by beneficiary. Provide reimbursement for transport after the event. (Recommended)
    • Arrange both accommodation and transport by local team. Would be convenient for beneficiary, But needs many work for local team.

COSCUP

  • Who’s coming to COSCUP https://coscup.org/2023/en/

  • What to do at COSCUP

    • CFP Promotion? - only 1 or 2 day before deadline
    • Call for sponsors? - Print out some sponsorship prospectus and place it on table
    • Promote event registration? - QR with Link to registration?
    • Maybe print a barcode for CFP or registration so anyone can directly to link
    • @rjhsiao can bring monitors - Show QR for CFP, Sponsorship and registration on monitors instead of printouts.
    • @sukso96100 to bring some UbuCon stickers.

Action items

  • Local team create guidance for CFP reviewer
  • Local team to invite global team content reviewer to pretalx
  • Arrange meeting both UbuCon & LibreOffice Team
  • Local team to discuss for registration platform
  • Local team to discuss travel grants within the team + travel grants application.
  • Make a UbuCon Slides for COSCUP
  • Everyone - Promote Call for proposals, Work with gathering sponsors.

Next meeting

2023-07-02T13:00:00Z

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2023-07-02T13:00:00Z

Meeting participants

Agendas

Action items from last meeting

  • Local team create guidance for CFP reviewer
  • Local team to invite global team content reviewer to pretalx / Done
  • Arrange meeting both UbuCon & LibreOffice Team / Not arranged yet - Will discuss with local team
  • Local team to discuss for registration platform
      1. Online registration and payment will be done using the application (event dash)
      1. On the event day, the organizer will scan the barcode on the ticket before allowing entry to the venue.
      1. The ticket price for foreigners is free, but a donation box will be provided if you wish to donate.
  • Local team to discuss travel grants within the team + travel grants application.
    • I have just initiated a discussion on this matter, but the local team is awaiting information regarding the amount of funds from the sponsorship (especially Canonical).
    • Once we have the sponsorship details, we can determine the budget allocated for travel grants.
    • 2022 Travel sponsorship program info
  • Make a UbuCon Slides for COSCUP / Not yet
  • Everyone - Promote Call for proposals, Work with gathering sponsors.

Sponsorship status

Sponsor contact

  • UNS - Venue sponsor
  • TDF
  • Canonical - Not decided yet
  • Onlyoffice - Silver, confirmed, Not signed on agreement yet.
  • Grafana - Not sponsoring us this time
  • Collabora - No response from Mark, Not contacted the CEO yet
  • NextCloud - fenris not contacted yet, Will try to contact asap.
  • GitHub - Youngbin contacted, no response yet.
  • Local
    • In-kind (Coffee) - Kopi 7odjoeh
    • Domainesia

CFP Status

  • Require: About 28 sessions
    • 2 keynote, 2 workshop, 21 talks, 5-6 Lightning talks
  • Submitted: 26-27 proposals.
  • Featured speakers will be chosen by local team

This is the featured speakers that local team chosen

  1. utianayuba

  2. andika triwidada

  3. franklin

  4. lothar k. becker

  5. Didiet

  6. Justin Yoo

  7. Nugroho Dwi Hartawan

Reviewing CFP

CFP Selection process guideline

  • Yudhi to check with local team - if pretalx has feature for reaching out speakers.

  • Scoring

  • Pretalx (0, 1, 2, 3, 4)

  • O -> 4 / Best 10 proposals

  • △ -> 2 / Looking good

  • X -> No(0) / Reject

Travel grant status

COSCUP

Action items

  • Publishing meeting note on discourse
  • Double check if all content team folks got pretalx system.
  • COSCUP - Work with slides
  • Local team to work with a travel grant program.
  • Promote CFP, Gather sponsors.

Next Meeting

2023-07-16T13:00:00Z

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