UbuCon Asia 2025 Team meeting 2025-08-11 12:00 UTC

Community
, ,
1

Meeting Chair

@sukso96100

Roll Call

@rabinakarki @sukso96100 @jipangmenjerit @yushpokharel12 @rupesh-nepal @saileshsingh36 @younggunner14 @rjhsiao Ashutosh_Vaidya(Local) Roshan_Sahani (Local)

Updates

Sailesh & Aaditya

  • Follow up with DeepComputing → Confirmed: they will bring products for exhibition and return them after the event

Youngbin

  • Test Eventbrite QR check-in → Not yet

Local Team

  • Work with booth floor plan → in progress, Youngbin to provide example
  • Conference dinner info → available next week
  • Day trip → considering two options: quote from local tour company or in-kind sponsorship

Rabina

  • Provide sponsorship details for NEC & Cloud Himalaya → Bronze + custom offering

Agenda

Sponsorship

  • School of Bakery → chocolate stuffed donuts & cookies, logo needed on website
    • Cash value: ~ Bronze Tier
    • Benefit: Hi-Tea partner + space in canteen
  • NEC → pending sponsorship details
  • Cloud Himalaya → pending sponsorship details
  • Mobility partner & Coffee partner → discussion ongoing
  • New sponsor deadline → 1 week before event
  • Sponsor booth:
    • Sponsors must submit design files by deadline; otherwise, local team will use default design
    • Global sponsors → Youngbin to inform about design
    • Local team → share design specs (sizes, file format)

Marketing

Registration

  • ~230 registrations (attendees only)
  • Ravi refund → Youngbin to check

Travel Support

  • Speaker travel schedule form updated → ticket form now optional
  • Andreea’s travel schedule submitted late
  • Hotel bookings for UCA travel grant guests → matching Canonical’s hotel

Content

  • Nirjal → replaced by backup speaker (Done)
  • Adjust schedule: swap Frank’s talk with Ubuntu Kylin talk
  • Sponsor talks (NEC, Cloud Himalaya) → schedule confirmed; content to be finalized
  • Indico timetable → Jipang to update this week

Booth

  • Sponsor booths → reminder on design file deadline, design specs to be shared by local team, Youngbin to request booth design from international sponsors

Website

  • Venue pin map embedded → needs update
  • Sponsor logos → update pending

Action Items

  • Youngbin → Test Eventbrite QR check-in
  • Local Team → Update conference dinner & day trip info
  • Youngbin → Check refund for Ravi
  • Local Team → Provide sponsor booth backwall design specs
  • Youngbin → Request booth designs from international sponsors
  • Jipang + Content Team → Finalize timetable on Indico
  • Local Team → Provide sponsor session info for NEC & Cloud Himalaya
  • Local Team → Update sponsor logos on website

Next Meeting: August 17, 2025 at 12:00 UTC