UbuCon Asia 2025 Team meeting 2025-06-15 12:00 UTC

Community
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Meeting Chair

@sukso96100

Roll Call

@sukso96100 @rjhsiao @yushpokharel12 @rabinakarki
@rupesh-nepal @saileshsingh36
@rpandox @bajinra @younggunner14 @aryan Sanjay_Paudel(Local) Ashutosh_Vaidya(Local) Badal_Raut(Local)

Updates

  • Content team: Meeting held to finalize schedule → Done
  • Travel team: Checked for updates from Ronit & Sashi → Done
  • Local team: Provided booth size details (L, M, S) → Done
  • Youngbin: Discussed sponsorship with DeepComputing → Done
  • Sailesh: Checking hotel guests → In progress
  • All: Work with gathering attendees, sponsors → In progress

Agenda

Sponsorship

  • Canonical
  • OnlyOffice
  • DeepComputing
    • Plan to bring 2 RISC-V boards via flight → need to check customs issues
  • Local team:
    • ISP sponsor discussions ongoing
    • Few companies at final stage of signing MOU
    • Also looking into in-kind sponsorships
  • Things Cyber → Booth package

Travel Support

  • Travel grant applicants → pending notifications for those not accepted
  • UCA25 Hotel Guests:
    • Hotel payment for CDA-backed guests
    • Aryan → reimbursement not preferred, Canonical to pay hotel directly
    • Need to check if Canonical can pay invoice issued upon local team request
    • Local team to confirm if hotel can issue invoice to Canonical
  • Speaker travel schedule → few replies so far
  • Remaining requests → to be rejected

Content

  • Schedule draft prepared → needs review by global & local teams
  • Local Content Team CMS: preparing copy of schedule for UbuCon
  • Local team will work on assigning sessions
  • Timetable finalization pending
  • Featured speakers → adhoc meeting planned to decide + align timetable
  • Backup speakers (list by Aaditya): #33, #39, #44, #45, #47, #51, #53, #60, #70
  • After timetable finalization → notify backup speakers

Booth

  • Sponsor Booths:
    • Canonical
    • DeepComputing
  • Community Booths: Exhibition Info
    • Ubu4cut booth → confirmed
    • Ubuntu Kylin + openKylin → accepted
    • Ubuntu DDE → under review today
  • Booth Specs:
    • Outside (Ground):
      • L: 10×10 → 10
      • M: 5×10 → 20
      • S: 4×8 → 20
    • Diamond: In front of keynote hall
    • Hallway (Gold & Silver): 5×4 ft → 3–6 booths

Registration

  • Local registration open → Tickets

Website

  • Updates ongoing for sponsorship, booths, and content

Action Items

  • Youngbin: Check payment status for Canonical, OnlyOffice, DeepComputing
  • Youngbin: Check sponsored talk details for OnlyOffice & DeepComputing
  • Aryan: Check if Canonical can pay hotel invoice issued via local team
  • Local Team: Check if hotel can issue invoice to Canonical
  • Travel Team: Reject remaining travel grant requests
  • Content Team:
    • Hold another meeting to finalize timetable & featured speakers
    • Notify backup speakers after finalizing timetable
  • Local Team: Review Ubuntu DDE community booth application → then share with global team

Next Meeting: June 29, 2025 at 12:00 UTC