Meeting Chair
Roll Call
@rupesh-nepal @rabinakarki @sukso96100 @rjhsiao @aryan @yushpokharel12 @jipangmenjerit @younggunner14 @rpandox Ashutosh_Vaidya (Local)
Updates
Sailesh / Aaditya
- Follow up DeepComputing for importing RISC-V boards → Video call planned
Youngbin
- Follow up with DeepComputing for booth info → Not yet
- Test Eventbrite QR check-in → Not yet
Ashutosh
- School of Bakery in-kind sponsorship cash value → NPR 1,38,000
Roshan
- Draft Meta Ads → Done
Syazwan
- Discuss CoC session scheduling with RJ & content team → Not yet
Local Team
- Prepare detailed booth floor plan with booth numbers → In progress, example needed
Agenda
Sponsorship
- Canonical, OnlyOffice, DeepComputing
- Local team:
- ISP sponsor → few companies in final stage of MoU, exploring in-kind sponsorship
- Things Cyber → Booth package
- Logpoint → Bronze
- Secured sponsored talk slot with additional payment + in-kind
- Rabina coordinating mobility company partnership and agreements with banks/consultancies
- School of Bakery → chocolate stuffed donuts & cookies, cash value NPR 1,38,000
- Benefit: Hi-Tea partner + space in canteen
- NEC & Cloud Himalaya → sponsorship details pending
Marketing
- Meta Ads (Facebook, Instagram): Draft link
- Local team to draft on Meta Business Suite → Youngbin to submit ad with payment linked
Travel Support
- Travel grant applicants → processed
- UCA25 Hotel Guests → 6 guests; alternative hotel being arranged
- Day trip → reviewing options with local travel company; decide registration/payment model (self-pay or operator-paid)
- Local team to request hotel booking confirmations to each guest
- Conference dinner → hosted by Programiz, arrange event & payment; info to be published on website
Content
- Local Content Team CMS
- FINAL schedule (main schedule, not CMS) published
- CoC session (5–10 min + Q&A) → to be scheduled during opening remarks, day 1
Booth
- Sponsor Booths: Canonical, DeepComputing, Things Cyber
- DeepComputing booth numbers → detailed floor plan being prepared; 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
- Combine in-kind sponsors into single row
Action Items
- Sailesh & Aaditya → Follow up with DeepComputing and share updates
- Youngbin → Test Eventbrite QR check-in
- Local team → Prepare booth floor plan (Youngbin to provide example)
- Rabina → Provide sponsorship details for NEC & Cloud Himalaya
- Local team → Check conference dinner & day trip details, then publish on website
Next Meeting: August 11, 2025 12:00 UTC