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

  • Syazwan: CoC board info publication and attendee promo blog post drafting (Pending).
  • Youngbin:
    • Eventbrite setup (In Progress);
    • Sponsorship discussion is going on.
    • Screenly follow-up (email sent, no response);
    • SCN onboarding call scheduled for Wednesday.
  • Sponsorship Team:
    • Sponsor outreach using Ronit’s database (Done);
    • Supporter tier pricing adjustment (Pending)
  • Content Team: Proposal reviews submission (In Progress, deadline April 28).
  • Bayu: Travel grant spreadsheet update (Done).
  • Local Team: Accommodation plan decided — will book rooms in advance, assign guests later.

Meeting Agenda

Code of Conduct Board

  • Aaditya and Sailesh confirmed as local team members on CoC Board.

Sponsorship

  • Canonical: Contract handled via OSC.
  • Local Fiscal Sponsor: Impact Nexus Nepal confirmed.
  • Outreach to potential sponsors ongoing.
  • Alternative sponsorship options discussed with FOSS United.

Travel Support

  • Current total travel grant requests: ~4K USD.
  • Travel grant deadline: April 28, 2025.
  • Accommodation
    • New local team member Shaswot Sher assisting with hotel research.
    • Hotel quotes to be gathered after travel grant deadline.

Content

  • Late submission will be considered with lower priority.
  • Aaditya to share waitlist response access.
  • Event schedule drafting underway, to finalize by end of the week.

Draft Event Schedule Suggestion (subject to local team confirmation):

Day 1

  • 09:00: Attendee check-in
  • 09:30: Opening
  • 09:45–10:30: Canonical Keynote
  • Tea break: after every 2 sessions
  • Lunch: 12:00–13:30
  • End: 17:30

Day 2

  • 08:30: Attendee check-in
  • 09:00: Opening
  • 09:45–10:30: Community Keynote
  • Tea break: after every 2 sessions
  • Lunch: 12:00–13:30
  • End: 17:00 (Closing starts ~16:45)
  • Final review on April 28th (review deadline).

Registration

  • Ticket pricing and registration form finalization by end of this week.

Website

  • Update organizer info.
  • Update Code of Conduct page.
  • Add ticket information page.

Action Items

  • Syazwan: Publish CoC board info on website and Complete attendee promo blog draft.
  • Youngbin: Set up Eventbrite.
  • Content Team / Local Team: Finalize event timetable and submit reviews by April 28.
  • RJ: Confirm April 28th 12:00 UTC meeting with content team.
  • Local Team: Finalize ticket pricing and registration form.
  • Travel Team: Notify about travel grant deadline (Youngbin); Gather hotel pricing after deadline.
  • Aaditya: Share waitlist access with global team.
  • Bayu: Update travel grant spreadsheet.
  • Next Meeting : May 4, 2025, 12:00 UTC via Jitsi Meeting
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