Meeting Chair
Roll Call
@sukso96100 @rabinakarki @utsavdotdev @jipangmenjerit @rpandox @rupesh-nepal Ashutosh_Vaidya (Local)
Updates
RJ
- Leave comment on Indico for backup speakers → Done
Youngbin
- Create promo code for backup speakers → Done
- Inform Ubuntu DDE booth result → Done
- Follow up with DeepComputing for booth info → In progress
Sailesh / Local Team
- Provide co-speakers/co-authors list → Not yet
- Follow up with actual room names on venue → Done
- Work with hotel for 6 guests → Not yet
Roshan
- Update $6k USD justification & submit expense request → Not yet
- Draft Meta Ads → In progress
Utsav
- Add indoor map on website → Done
Content Team
- Decision for Nirjal’s talk (original speaker missing) → In progress
Agenda
Sponsorship
- Canonical, OnlyOffice, DeepComputing
- DeepComputing preparing official letter for Nepal customs to import RISC-V boards
- Lenovo contact via Mauro & Ken → no luck
- Local team:
- ISP sponsor → final stage of signing MoUs, also exploring in-kind sponsorship
- Things Cyber → Booth package
- Logpoint → Bronze
- Secured sponsored talk slot with additional payment + in-kind
- Rabina coordinating with mobility company for partnership
- School of Bakery → sponsoring chocolate stuffed donuts & cookies
- Value in cash (NPR) still being checked
Marketing
- Meta Ads (Facebook, Instagram): Draft link
- Local team to draft in Meta Business Suite → Youngbin to submit ad with payment
Travel Support
- Travel grant applicants → processed
- UCA25 Hotel Guests → only 6 guests; alternative hotel being arranged
- Day trip → reviewing options with local travel company
Content
- Local Content Team CMS
- FINAL schedule published (main schedule, not CMS)
- Syazwan suggested CoC session (5–10 min + Q&A) → to be discussed with RJ & content team
Booth
- Sponsor Booths: Canonical, DeepComputing, Things Cyber
- DeepComputing booth numbers → local team to prepare detailed floor plan; Youngbin to share with them
- Community Booths: Exhibition Info
- Ubu4cut → confirmed
- Ubuntu Kylin + openKylin → accepted
- Ubuntu DDE → accepted
- Booth Specs:
- Outside building: L 10x10 → 10, M 5x10 → 20, S 4x8 → 20
- Diamond → in front of keynote hall
- Hallway (Gold & Silver) 5x4 → 3–6
Registration
- Promo code for backup speakers & co-speakers
- On-site check-in → Eventbrite QR code + organizer app; Youngbin to test & share workflow
Website
- Indoor map draft → ready
- Utsav to update featured speakers section with hyperlinks to sessions
- Day trip info → to be updated
Action Items
- Sailesh → follow up with DeepComputing for importing RISC-V boards
- Youngbin → follow up with DeepComputing for booth info & test Eventbrite QR check-in
- Ashutosh → follow up with School of Bakery for cash value of foods for in-kind sponsorship
- Roshan → draft Meta Ads, then ask Youngbin for review
- Syazwan → discuss CoC session scheduling with RJ & content team
- Local team → prepare detailed booth floor plan with booth numbers assigned
Next Meeting: August 03, 2025 12:00 UTC