UbuCon Asia 2025 Team meeting 2025-04-06 12:00 UTC

Community
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Meeting Chair

@sukso96100

Roll Call

Updates

Action Items from Previous Meeting Follow-up

  • Youngbin followed up with Mauro regarding sponsorship (Done)
  • Syazwan to draft attendee promo blog post for Ubuntu.com (In Progress)
  • RJ sent mail to Andreea & Mauro to confirm keynote topic (Pending)
  • Indico payment integration facing legal challenges → considering Eventbrite (In Progress)
  • Local Team:
    • Indoor map update (In Progress)
    • Registration partner selected ( contact ongoing)
    • Ubuntu Nepal logo on footer (In Progress)
  • CFP extended to April 15 (Done)
  • Proposal Review Deadline: April 22, 2025
  • Acceptance Notification Period: May 1–15, 2025
  • Syazwan drafting CoC board info
  • Venue Hours need to be fixed (TBD)
  • RJ to remind content team about schedules
  • Content Team to determine required number of sessions

Meeting Agenda

Code of Conduct (CoC) Board

  • Publish CoC board info on the website.
  • Post real-time communication contact details (e.g., Matrix handle) for each board member on the website.
  • Form a CoC board: Committee members + from local team (Aaditya, Sailesh - To be Confirmed)

Sponsorship

Global Team:

  • Reminder pending and need to outreach via email for events discussion

Local Team:

  • Hamro Patro: Ticketing partner (In process of signing)

Pricing Strategy:

  • Lower starting price for Supporter tier
  • Discounts offered for sponsors opting out of specific benefits

Content

  • 51 proposals received

  • Review Timeline:

    • Review Start: March 24, 2025
    • Review Deadline: April 22, 2025
    • Acceptance Notifications: May 1 – May 15, 2025

Registration

  • Local: Hamro Patro (In process of signing)
  • Global: Eventbrite (Under Evaluation)

Website Updates

  • CoC board info publication required
  • Indoor map publication planned (not urgent)
  • Ubuntu Nepal logo on footer (low priority)

Travel Grant

  • Info: Launchpad | Website

  • Reviewers: Youngbin, Sailesh, Bayu

  • Bayu to update spreadsheet with applicant info

  • Accommodation Planning

    • Local Team Options:
      1. Reserve 10–20 rooms and assign to guests (organizers/speakers/grantees)
      2. Partner with hotels, offer discounts + reimbursements

Any Other Business (AOB)

  • Segregate contact lists: Speakers, Organizers, Sponsors, Content Team

Action Items

  • Syazwan
    • Publish Coc board info on website
    • Complete drafting attendee promo blog posting for ubuntu.com blog
  • Youngbin
    • Setup eventbrite
    • Screenly follow up
    • SCN onboarding
  • Sponsorship Team
    • Sponsor outreach using the database Ronit shared
    • Adjust Supporter start pricing
  • Content Team don’t forget to submit reviews on time.
  • Bayu, fill in travel grant application spreadsheet
  • Local Team: Share plan for accommodation bookings for guests.
  • Next Meeting : April 20, 2025, 12:00 UTC via Jitsi Meeting
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