UbuCon Asia 2025 Team meeting 2025-03-23 12:00 UTC

Community
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Meeting Chair

@sukso96100

Roll Call

Updates

Action Items from Previous Meeting Follow-up

  • Syazwan to prepare blog post draft for attendee promo (Skip)
  • Youngbin to follow up with Mauro regarding sponsorship (Done)
  • Local Team to submit pull request for media partner logo (Done)
  • Fenris to contact Canonical for Indico payment integration (Skip)
  • Syazwan to post CFP announcement on blog by Feb 28 (Skip)
  • Local Team to publish indoor map on website once finalized (In Progress)
  • RJ to contact Ubuntu Security Team to gather speakers for security topics (Done)
  • Local Team to provide updates once registration platform is confirmed (In Progress - Expecting progress by next week)
  • Sailesh to publish meeting notes on Discourse (Done)
  • Local Team signed MoU with local fiscal sponsor (Nepal non-profit).

Meeting Agenda

Code of Conduct (CoC) Board

Syazwan introduced the Code of Conduct Board and its background:

  • After last year’s UbuCon Asia, we found various CoC violation cases. Many were not reported to the committee.

  • Some cases were either not reported at all or reported directly to the Community Council, bypassing the committee.

  • The absence of a clear reporting process made some attendees and committee members feel uncomfortable.

  • UbuCon Asia Committee had a quick video call last Wednesday to improve this situation.

Actions to improve this situation:

  • Establish a CoC Board within the organizing team:
    • 3 members from the committee to assess cases.
    • 1-2 members from the local team to forward reported cases.
  • Publish CoC Board contact information on the website:
    • Email: coc@ubucon.asia
    • Matrix, Telegram, and personal emails of board members for quick responses.
  • Ensure all attendees are informed about how to report CoC violations.
    • Detailed guidance will be provided during the opening session.
  • Develop a process for assessing CoC violations – Discussion ongoing, updates in the next meeting.

Sponsorship

  • FOSSASIA update
    • Potential sponsors has been contacted .
  • Local team:
    • Had meetings with 4 potential sponsors.
    • Plans to visit local events to reach out to sponsors.

Content

  • Content Team Policy Updates (RJ)

    • Confusion regarding when to start reviewing CFP proposals.
    • Some reviewers mistakenly clicked the “Judge” button before CFP closed, leading to confusion.
    • Email notifications caused unnecessary debates.

  • New Content Review Policy:

    • Important dates for reviewers: (TBD, discussion ongoing)
    • Proposal review timeline:
      • Start reviewing: One week before the first CFP deadline (March 24, 2025).
      • Proposal review deadline: Two weeks after the first CFP deadline OR one week after the final CFP deadline (April 14, 2025).
      • Acceptance notification starts: One month after first CFP deadline (May 1, 2025).
      • Acceptance notification deadline: 1.5 months after first CFP deadline OR three weeks after final CFP deadline (May 15, 2025).

  • Proposal review rule: Only focus on reviewing and discussing proposal content.

  • Clicking “Judge” button: Now restricted to the content team lead.

Content reviewers Team Members:

  • Global Team: RJ (Lead), Syazwan, Youngbin (Backup), + more members to be added.

  • Local Team: Aaditya, Sailesh, Utsav.

  • Keynote Speaker: Need to confirm if Andreea from Canonical is available.

Registration

  • Indico payment setup – No updates yet.
  • Local registration partners:
    • Hamro Patro and IME Pay are being considered.

Website Updates

  • Ubuntu Nepal logo on footer – Not urgent.
  • Indoor map publication – In progress.

Any Other Business (AOB)

  • Code of Conduct (CoC) Improvements:
    • Reinforced need for proper violation handling measures.
    • CoC Board details to be published on the website.
    • Guidelines for reporting CoC violations to be emphasized during the event.

Action Items

  • Syazwan – Prepare blog posting draft for attendee promo by next week (for ubuntu.com blog) and also publish CoC Board info on website by next week.
  • RJ – Check if Andreea is the keynote speaker from Canonical and Inform content team about internal schedules again.
  • Youngbin – Follow up with Mauro for Indico payment integration.
  • Sponsorship Team – Contact new lead from FOSSASIA.
  • Local Team – Follow up with indoor map (not urgent), add Ubuntu Nepal logo to website footer (not urgent) and fix registration partner (by next meeting).
  • Content Team – Decide on CFP extension by next weekend.
  • Everyone – Reach out to potential speakers and sponsors.
  • Content Team – Determine the number of sessions needed in the schedule.
  • Local Team – Check venue availability hours for event days.
  • Next Meeting : April 6, 2025, 12:00 UTC via Jitsi Meeting
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