Meeting Chair
Roll Call
@utsavdotdev @rjhsiao @aryan @saileshsingh36 @rabinakarki @jipangmenjerit @bajinra @younggunner14 BadalRaut(Local)
AshutoshVaidya(Local)
Updates
Action Items from Previous Meeting Follow-up
-
Syazwan: Publish Code of Conduct board info on website and complete attendee promo blog draft for ubuntu.com. (Pending)
-
Youngbin:
- Eventbrite setup: (In Progress)
- Will follow up with Screenly (no progress yet)
- Booth installation count check (Pending)
-
Content / Local Team
- Final event timetable draft (start/end times, breaks) (In Progress)
- Review submission completed by April 28. (Done)
- RJ coordinated April 28 content team meeting. (Done)
-
Local Team
- Finalize ticket pricing: (In Progress)
- Registration form review/update: due by Wednesday
-
Travel
- Notify applicants about travel grant deadline (April 28): Youngbin
- Hotel pricing to be collected after travel grant deadline
-
Aaditya Singh: Share waitlist response access with global team: (Pending)
-
Bayu: Travel grant application spreadsheet update (Done)
Meeting Agenda
Code of Conduct Board
- Aaditya Singh and Sailesh Singh confirmed as local board members
- Syazwan to publish updated CoC page within a week
Sponsorship
- Booth-only package confirmed (number of booths to be confirmed by local team)
- Canonical: Contract handled via OSC
- OnlyOffice: SCN to issue invoice
- Screenly: Awaiting response; Youngbin will follow up
- Local team secured:
- One dinner sponsor
- Two new community partners
Travel Support
- Travel grant requests received
- Travel grant deadline: April 28
- Review meeting and hotel planning to proceed post-deadline
Accommodation
- Shaswot Sher assisting with accommodation search
- Hotel quotes to be obtained once number of guests is finalized
Content
- Draft content prepared
- Ticket details will be added and published by Syazwan
- 2nd batch review meeting: Scheduled for May 7, 12:00 UTC
- Sponsored talk confirmed from OnlyOffice, potential local sponsor TBD
- 2nd batch review will prioritize:
- Quality
- Diversity (international/local balance)
- Budget-conscious (prefer speakers not requiring grants)
Registration
- Eventbrite setup: (Almost done)
- Local platform setup: (In Progress)
- Access will be shared with the global team once both platforms are ready
- Registration form content finalization: (Due this week)
Website
- Update organizer info
- Update Code of Conduct page with latest board info
- Add ticket information page with Eventbrite/local platform links
Booth
-
Community Booth:
- Table + 2 chairs, no lodging
- Free of charge
- Lower accessibility than sponsor booth
- Sponsor Booth:
-
Community booths are free with basic setup (table + 2 chairs, no lodging, limited accessibility), while sponsor booths are paid, include lodging, and offer premium setup and location as part of sponsorship or standalone packages.
-
Table sizes vary by sponsor class:
- L: 8×8 ft
- M: 10×5 ft (two booths from 10×10 ft)
- S: 8×4 ft
- Local Partner: 10×10 ft (can be split into 8×8)
-
Action Items
-
Syazwan : Publish Code of Conduct board info on website and finalize attendee promo blog post for ubuntu.com
-
Content Team: Hold 2nd batch review meeting on May 7 at 12:00 UTC
-
Travel Team
- Begin travel grant application reviews
- Hotel pricing to be collected after deadline
-
Local Team
- Provide registration platform access post-setup
- Confirm registration form questions by Wednesday
- Confirm number of installable booths at venue
-
Youngbin & Bayu: Prepare Community Booth application form by May 18
-
Aaditya: Share waitlist response access with global team
-
Next Meeting : May 18, 2025, 12:00 UTC via Jitsi Meeting