UbuCon Asia 2025 Team meeting 2025-08-25 1:30 UTC

Community
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Meeting Chair

@sukso96100

Roll Call

@sukso96100 @ronitblenz @rjhsiao @fenris @rupesh-nepal @utsavdotdev @saileshsingh36 @younggunner14 @rabinakarki @aryan @jipangmenjerit @yushpokharel12

Updates

  • Website

    • Social event page updated with conference dinner and day trip information.
      Details confirmed; will be published on the website.
    • Sponsor logo size issue fixed.
    • Sponsor logos updated.

  • Booth

    • Sailesh to share booth specifications (in progress).
    • Youngbin to share booth specifications with international sponsors.

  • Content

    • Sponsored talk coordination (Local & Content Teams):

      • Cloud Himalaya – Done
      • NEC – Pending (expected by tomorrow)

    • Youngbin confirmed Eshan as sponsored talk speaker.

    • Ad-hoc meeting held; timetable finalized.

  • Registration

    • Canonical speakers registration reminder – Done.
    • Global team registrations completed (Muhd Syazwan / jipangmenjerit and others).

  • On-site Meeting

    • Day 1: After 6:00 PM
    • Day 2: Before closing ceremony
    • Action: Sailesh to confirm exact time and location for global & local team on-site meeting during conference day

Agenda

Sponsorship & Finances

  • Check if any payments are required from the global team.
  • If applicable, submit expenses via the OC expense system by tomorrow.
  • Rabina: Sponsorship side is fully settled; all deals have been closed.

Marketing

  • Campaign performance update: 300,000+ views achieved across reels and videos.

Registration

  • Finalize and close all registrations by tomorrow.
  • Refund policy update:
    • No refunds from now.
    • Ticket transfers to other participants are allowed.

Travel Support

  • Conference dinner details – Done
  • Day trip details – Done
  • Visa guidance – Visa on Arrival (VOA) available at the airport

Content

  • DeepComputing: Speaker change confirmed — Joey will replace Yuning.
  • ONLYOFFICE: Speaker change confirmed.
  • On-site content team leader delegation assigned to Syazwan.

Booth

  • Sponsor booth design coordination:

    • Local team will provide the design template.
    • Template will be shared with international sponsors.
    • International sponsors must submit final designs by tomorrow.

Website

  • Utsav to update the individual patron list on the website.

On-site Meetings

  • Day 1: After 6:00 PM
  • Day 2: Before closing ceremony

AOB

  • None

Action Items Summary

  • See you all in Kathmandu :nepal: