UbuCon Asia 2025 Team Meeting 2025-01-26 12:00 UTC

Community
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Roll call

@sukso96100 @rjhsiao @younggunner14 @aryan @aryulianto @bhavi

Action items from the last meetings follow up

  • Ary, Fenris: Share follow-ups regarding: Bringing Bayu to global team, Updates regarding Sivali and Joyce
    • Joyce: Fenris will contact (no update yet)
    • Sivali: Will meet CEO then have meeting to discuss opportunity
    • Bayu: Busy with work, so still working with email interview response.
  • Local team to share floor map of the venue
    • Local team will do a site visit tomorrow then will also provide update along with the floor map.
  • Local team to fill in budget sheet
  • Local team to share updates regarding registration platform next meeting (Khalti)
    • Gathered info on Khalti: they don’t accept intl payment but can handle all other stuff. (including on-site check-in)
  • Sponsorship team to continue reaching out potential sponsors
    • Plan to nudge some potential sponsors contacted earlier
    • local team is currently sending out mails to potential sponsors.
  • Content team to setup CFP schedule on Indico
    • Schedule setup on indico looks good!
    • Pre-CFP marketing also in progress.
  • Steering team to discuss about new role for handling volunteer + front desk + on-site safety
  • Local team to share sponsorship prospectus once done.
    • Done
    • Local team also shared brand guideline for UbuCon Asia 2025
    • Local is also drafting CoC for local team.

Budgeting

Comments

Aryan: It would be better to have buffer as 30% rather 15%

Sponsorship

Canonical: To sponsor Gold (not Diamond, due to increased number of UbuCons and there limited sponsorship budget)

  • Plan to nudge some potential sponsors contacted earlier
  • local team is currently sending out mails to potential sponsors.

Youngbin is now contacting The Social Change Nest. (GBP, 5% fee)

Website

Local team updated website content: Travel info, visa info and more

About UbuCon Asia 2025 | UbuCon Asia 2025 ← update list of organizers utsav

Registration

  • Khalti
    • In discussion if they can provide in-kind sponsorship (sponsor registration system)
    • No intl payment available. will need to use a separate system for intl participant registration. (such as indico?)
  • Ticket pricing - not decided yet
    • pricing draft from past meeting
      • Standard ticket: 1000 NPR for 2 days
      • Donation ticket: Standard * 5 or more

Content

  • CFP schedule already published
  • Get used to submitting proposals and submit reviews(score, comment, leave feedback) in indico.

Local team:

  • Currently working with media partner
  • KUSC submitted a proposal - to organize UCA in collaboration?

AOB

Action items

  • Ary, Fenris: Share follow-ups regarding: Bringing Bayu to global team, Updates regarding Sivali and Joyce
  • Local team to share floor map of the venue
  • Local team to share updates regarding registration platform next meeting (Khalti)
  • Sponsorship team to continue reaching out potential sponsors
  • Content team to familiarize themselves with indico system
  • Local team to work with Coc for organizing team then get reviewed
  • Youngbin to continue discussing with TCN
  • Sponsorship to continue processing canonical sponsorship + reach out sponsors, nudge contacted sponsors
  • Local team to update website about page
  • Local team to make decision to ticket pricing then share details by next meeting
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