Meeting participants:
@sukso96100 @rjhsiao @aryan @jipangmenjerit @fenris @bhavi Devanshu
Meeting chair:
@sukso96100
Action item follow up from last meeting
- @bhavi to follow up with C-DAC Sponsorship - In progress
- @aryan to get pricing and quotes on Merch, Booth, Banners (and other venue decorations), All Food expenses - Done
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- Local team to provide updates on visa approval from the ministry once got notified - No notification yet
- @jipangmenjerit Publish meeting note on discourse - Syazwan - done
Financing
Payable plans
- Hotels - looking for other hotels currently
- Hired Video team expense details will be submitted soon
- Bank account info issue? any updates? - Done (Payment received by them)
- Merchandise - Quote ready
- Sponsor booth - Need to check pricing
- Banners and Flex, Decoration, etc… - Need to check pricing
- Booth, Banners need some rough design and spec discussion with design team for better expense estimation
- Food
- Lunch & Snacks - Quote ready (Pricing per person and per day info available)
- Conference dinner - need to check
Registration
- Total 190 registration by now
- Gave some JECRC students basic tickets
- Some volunteers and venue contact person also got some free tickets
- Screenly talk speaker participation not confirmed yet
Promotion campaign
- Featured speakers promotion - in progress through social media
- Sponsor promotions social media posting
- Other speaker promotion
Travel grant & Visa
- Hotels, Transit cost application review - already done
- Hotels: Staff acked they got money but didn’t got receipt yet
- Indian Visa - UbuCon Asia 2024
- Youngbin, Fenris - Will need to inform Canonical EA that already booked flight and hotel.
- Visa: MHA Approval status? - Still waiting for update. Bhavi will try to call them.
Ubuntu Summit 2024?
- CFP extended
- Fenris, Bhavi, Aryan, Youngbin - Local community chellenges in India
- Community booth
- UbuCon Organizer BoF https://events.canonical.com/event/51/abstracts/597/
AOB
- Complimentary ticket for Akash Santhosh? - Flying from UK travel will be self-funded.
- All meeting participants agreed to provide free complimentary ticket.
Action items
- @bhavi : Follow up with CDAC
- @aryan - Discuss with design team and get quote for banners and booth
- Local team: Update payable sheet
- @sukso96100 @fenris - Make sure to inform Canonical EA that we already make payment for the trip.
- Meeting will be weekly meeting from next meeting.
- Next meeting Aug 4 12:00 UTC
- @sukso96100 to publish meeting note on discourse.