UbuCon Asia 2024 Team meeting 2024-08-25 12:00 UTC

Community
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Meeting participants:
@sukso96100 @rjhsiao @aryan @jipangmenjerit @fenris @bhavi

Meeting chair:
@sukso96100

Action item follow up from last meeting

  • Local team share updates regarding CDAC and CertifyMe
    • CDAD onboard complete?
    • CertifyMe - In discussion
  • Local team to update payable on budget spreadsheet that needs to be paid by OSC - Done
  • fenris to check if CDA cover hotel expenses - Will be covered by committee
  • Local team to check JECRC opening note details
    • it will be up to 15 min
  • Local team to check Social event details
  • Global committee to apply for e-Tourist visa soon. - almost done
  • Publish meeting note on discourse - youngbin

Sponsorship

  • Confirmed
    • Canonical, Onlyoffice, FOSSUnited, C-DAC, Ubuntu Korea

Venue floor plan map

  • Where is Main hall? Where is Room 1 and 2? and reception and exhibition area? We need a venue floor map for this on our website.
  • No map provided by the venue - local team will try to draw one.

Registration

  • Total 255 registration by now
  • Few speakers not seems to be registered, this need to be checked with Aryan
  • Late minute registration.

Content

On-site activities & Social events

  • Sticker table - would be possible
  • Conference dinner - need to be confirmed with Aryan
    • When: Day 2 evening - after the conference day schedule
  • Group tour on day 3 - need to be confirmed with Aryan, Arranging tour in progress.
    • What to confirm
      • Need to pay for tickets and/or extra fee?
      • Meeting point, when to meet and when to be dismissed after tour. - need to be confirmed soon.

Hotel - Room assignments?

  • Room assignment for sponsored guest all done.

Action items

  • Local team - try to draw venue layout map and publish on website along with some info
  • Local team - to handle late minute registration - from Raman
  • Local team to confirm conference dinner and group tour info and publish soon
  • Local team to send out room assignment information + booking confirmation to guests.
  • Global team to send arrival and departure schedule to local team + local team to send reminder to foreign(intl) speakers
  • Confirm C-DAC speaker info and update on timetable.
  • Accept and Schedule Lightning talk proposals
  • Publish meeting note on discourse.
  • Show up at the venue!!!