UbuCon Asia 2025 Team meeting 2025-03-09 12:00 UTC

Meeting Chair

@youngbin

Roll Call

@sukso96100 @rjhsiao @saileshsingh36 @utsavdotdev AshutoshVaidya(Local) BayuAji

Updates

Recent ad-hoc meetings

  • Media Partner for UbuCon Asia 2025 secured
  • Local team wants to target professionals (75%) and students (25%) for audience.
  • There is a potential sponsor that might join with the gold tier interested to see security topics in our event. Local team requests a global team to gather speakers with security topics.
  • Local team is currently contacting well known speakers and also some professors
  • Local team will now also reach out to global sponsors.

Action Items from Last Meeting Follow-up

  • Syazwan to prepare blog post draft for attendee promo
  • Youngbin to follow up with Mauro regarding sponsorship
  • Local team to submit pull request for media partner logo (Utsav will open one)
  • Fenris to contact Canonical for Indico payment integration
  • Syazwan to post CFP announcement on blog by Feb 28
  • Marketing team to continue CFP promotional campaign (in progress)
  • Local team to publish indoor venue map once finalized / not labelled yet, will be published within 1-2 weeks.
  • Local team to share who will be joining the content team members before CFP starts
    • Aaditya, Sailesh, and Utsav are part of the content team ← Sailesh needs access to Indico reviewing area

Meeting Agenda

Sponsorship

  • Local team: We are directly reaching out to key decision-makers in companies and scheduling calls with them. As a result, we have a few meetings lined up this week.
  • Youngbin followed up with Mauro regarding monetary and in-kind sponsorship.
  • Onlyoffice not joining this year
  • Screenly – need to check if we want their Screenly for events (digital signage solution). Nudge screenly including that info.

Content

  • Indico Reminder – Ensure event dates are fixed on Indico.
  • Security topic speaker outreach – RJ will contact the Ubuntu Security Team (security@ubuntu.com).
  • Speaker Selection – Focus on 76% professionals, 24% students for the target audience.

Registration

  • Ticketing Partner Update
    • Khalti has not provided a positive response. Since we are running out of time. We are looking for alternative options.
    • Hamro Patro and IME Pay have shown interest. A meeting is scheduled this week for further discussions.

Website Updates

  • Indoor maps will be published soon.
  • Event dates need to be fixed on Indico.
  • Media partner logo to be published.

AOB (Any Other Business)

  • FOSSASIA - Ubuntu Booth

Action Items

  • Syazwan – Prepare blog post draft for attendee promotion
  • Youngbin – Follow up with Mauro for sponsorship
  • Local Team – Submit pull request for media partner logo
  • Fenris – Contact Canonical for Indico payment integration
  • Syazwan – Post CFP announcement on blog by Feb 28
  • Local Team – Publish indoor map once finalized
  • RJ – Contact Ubuntu Security Team (security@ubuntu.com) to gather speakers for security topics.
  • Local Team – Provide updates once the registration platform is confirmed
  • Sailesh – Publish these meeting notes on Discourse
  • Next meeting March 23rd 12:00 UTC
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