UbuCon Asia 2024 Team meeting 2024-09-15 12:00 UTC

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Meeting participants:
@sukso96100 @aryan @bhavi @rjhsiao

Meeting chair:
@sukso96100

Action item follow up from last meeting

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

After event tasks

Sponsorship

  • Thank-you email to sponsors
    • Prepare email template for thank-you email
      • @aryan will ask someone local team to do it then share with the global team.
    • Send email to each sponsors - @sukso96100 or @fenris will handle this

Financing

  • Any outstanding payments?
    • Travel grant reimbursement - will be handled by global team
    • Hired video team additional expense for video editing and upload job - Local team will check expense estimation then submit expense on Open Collective later
    • Local team will check and share if there any outstanding payments by next wednesday or thursday.
  • Travel grant - Increase amount for partially accepted applicants?
    • We’ll check the original amount from partially accepted guests. If the increased amount does not exceed 450 USD (fund previously allocated to our travel cancelled guest) we can provide a full amount or it would be a partial increase.
  • Finance report - Gather financial data (accounting data) from 2 sources
    • Global team fund - from Open Source Collective (through Open Collective platform)
    • Local team - Will collect financial data from KonfHub, C-DAC and FOSS United
      • Currently waiting for final invoices from local vendors to check if there are any outstanding payments.

Registration

  • Number of registrations, participants demographics, food option statistics can be check from KonfHub registration data
  • Actual Check-ins - This needs to be checked by local team

Content & Video & Photo

  • Photo album already published
  • Speakers need to upload their session materials on Indico - Email sent
  • Video edit and publish - Will be done by hired video team. And need to check progress with local team

3L (Liked, Learned, Lacked) Retrospective

  • This will be continued on next meeting due to lack of meeting participants.

Action items

  • @aryan to ask someone in the local team to prepare a template for thank-you email to sponsors then share with the global team once prepared.
  • Local team to check additional expense estimation for hired video team (video editing and uploading job) then submit expense on OSC.
  • @sukso96100 to check if travel grant amounts can be increased for guests previously partially accepted relocating 450 USD from our travel cancelled guest.
  • Local team to check if there are any outstanding payments by next thursday.
  • Local team to check actual check-in numbers.
  • Next meeting 2024-09-30T12:00:00Z
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