Meeting participants:
@sukso96100 @saileshsingh36 @rupesh-nepal @rpandox @ronitblenz @younggunner14 @yushpokharel12 @jipangmenjerit @rabinakarki
Meeting Chair:
@sukso96100
3L Retrospective
Liked
- @sukso96100
- retrospective meeting on Day 1 was very productive. It actually improved day 2 experience.
- Very liked the closing ceremony this year
- 1 more global sponsor compared to last year
- Communication with the local team was quite smooth
- Room signs were pretty much everywhere which was very helpful finding rooms
- The flexibility with Canoincal sponsorship suggested by local team was actually very good and helpful - such as asking them to commit with sending us many numbers of speakers and good numbers of CDA approvals did seem to be helpful for reducing expenses
- @saileshsingh36
- Folks from global team coordinated in events management like schedules, technical support
- Regular meeting helped in smooth distribution of roles
- Diverse participation from different regions and background
- Details and minutes were properly documented and published
- Last yearâs resources - such as meeting notes was very helpful reference for the local team
- @rpandox The Proper Communication with everyone involved help to run the event smoothly
- @yushpokharel12 :
- Excellent coordination between global and local teams.
- Creative marketing and sponsorship ideas and community booths worked well.
- Engaging closing ceremony that left a strong impression.
- Jipang (Syazwan) support in the technical aspect.
- @rupesh-nepal : Handbooks were quite effective for participants and booth
- @ronitblenz : The F&B management and area was quite nice and spacious.
- @aryan
- Local Team was very pro-active in implementing all the points mentioned on day 1
- The hospitality and event management was super smooth with everyone giving their best throughout
- The community booths and booth sponsorship idea was really nice and definitely good for future editions
- Event closing ceremony was great!
- There were many volunteers throughout the venue, making it easier to clarify any issues
- @younggunner14
- The bi-weekly global team meeting helped in making a lot of things clear. Also, gave time to think and act due to 14 days time space.
- The local team members I had with me were amazing. So many sacrifices, so many efforts and never give up energy. âAWESOMEâ. Though they were more in numbers this time.
- The bidding process is very good, and the bidding template is the best thing in the whole conference. The half of the planning is already done while submitting the bid.
- @jipangmenjerit Venue location was good, local team did things very well and the team was also very strong, a lot of Volunteers was very helpful and run things very smooth. @rupesh-nepal handled speaker very smooth on last day which is quite important through out the event.
- @rabinakarki : amazing working with everyone to make things best, thanks to both local and global team. and thanks to global team for organizing bi-weekly meeting which minimized gap between both team. global team very eager to help local team - thank you everyone for the efforts
Learned
- @sukso96100
- SCN Soooooooooooooooooo slow
- Itâs always best to put all rooms and areas on the same floor.
- Eventbrite was a bit complicated but was offered many features useful for registration i guess
- Eventbrite email campaign - Need to wait 24h for approval ouch
- I have learned many things about making timetable strategic - such as no talks at the same time while the sponsored talk is ongoing.
- @saileshsingh36
- Needs lots of communication
- Global team and local team should meet at least a day before events. It will help in chaos management and plan execution discussion. (Youngbin: agreed, if flight schedule allow, we should)
- Understood the importance of structured planning and timely execution.
- Gained insights into managing large-scale open-source events.
- Need community event management and registration platform to reduce dependency
- @rpandox : Each person needs to be accountable for their respective tasks/department
- @rupesh-nepal :
- crowd control and management cannot be preplanned through flow planning only requires dedicated set of established conditions and planning for it to be more effective
- effective coordination in the venue during the event is required between all speakers,localteam and global team for a proper flow of the event
- Gloabal Team and local Team bonding be it oc or the volunteers everyone should be able to identify each team members and should establish a effective communication throughout the event
- peer review of documentations(that provides information for our attendees publicly) prepared by both global and local team when needed
- @ronitblenz : The Top floor hall was difficult to locate. A detailed A4 sheet with floor mapping is useful in such situations.
- @aryan
- Rooms should be really close, a floor gap is fine, more tends to be problematic
- Youngbin: agreed
- There was struggle in locating rooms on the first day even after signs were present. The maps could be more elaborative.
- A local team meet followed by global team meet at venue after first day closing is a good idea to rectify any mishaps and lead to smooth co-ordination on further days.
- Donât use Windows on laptop used for projection xD
- Proper social media marketing can do amazing things. This year was great at it.
- CoC criteria, reporting and training could be improved upon.
- Need a whole list of things with timeline estimations needed for event execution. To aid all future editions teams
- Rooms should be really close, a floor gap is fine, more tends to be problematic
- @yushpokharel12
- Pre-event coordination meetings prevent confusion.
- Workshop dedicated idea was great, need to do more survey to understand local needs and maybe increase room capacity size
- Fundraising and logistics should be finalized well in advance.
- Clearer maps and stronger social media outreach go a long way.
- âUBUCONNNâ photoshoot in the middle of talk going
- @jipangmenjerit: @fenris should not shout out like that, but that was basically due to miscommunication.
- @younggunner14 : Fundraising has to be taken more seriously. We need to bring in new sponsors too, in addition with our yearly sponsors.
- @sukso96100 : agreed
- Everything should be finalized a month earlier. Last month should only be for execution. Complete execution 10 days before. Then, practice in real time the scenario 5 days before the event.
- If marketed and placed the event in right way, we can depend on the ticket price to drive the conference ( lesser pressure in fund raising )
- Need walkie talkie for real time communication.
- @jipangmenjerit
- need to bring more noodles.
- we need to differentiate between attendees and volunteers - something like different design tshirt for staff so that people can find staff
- we should do pre event meeting - to identify and assign tasks/roles for each organizers and volunteers
- speakers - we should have someone who will manage speakers
- delegation - we are too much depending on the local team on-site. The global team doesnât know what to do if something happens on-site.
- @rabinakarki
- Also the customs part was also headache. We also need to work on this part next time.
- Confused with unclear informations and directions?
- @saileshsingh36 : importing things with customs - always better to go with legal and safe way. local team should also check regulations and process with customs.
- We need to make venue more accessible?
- We need to have in-person meeting with both local/global team 1 day before the event
- Also the customs part was also headache. We also need to work on this part next time.
Lacked
- @sukso96100:
- Check-in queue management & check-in logging
- Canonical lowers their sponsor level - they will sponsor gold again next year i guess, we will now need some better fundraising plan
- Venue was good overall, but then i think the hallway was a bit narrow and a bit difficult to move between rooms.
- Like @fenris suggested, letâs consider different nametag - such as thick paper + people write their name by themselves (or print with label printer)
- We always got fundraising issue i guess (this year was a bit better but still i guess) - We need some people who will work very hard on bringing many numbers of intl sponsors
- I guess we will need some tools or policy for quick communication on-site. Matrix is good for planning the event overall, but found that many folk donât have matrix clients installed on their phone which makes it difficult to communicate on-site.
- I will need to fill in more stuff in docs.ubucon.asia based on this yearâs event so that next yearâs team could also refer to that for their event organizing
- small thing, but there were some error on timetable provided on the handbook
- @rupesh-nepal :
- Not every speakers registered to the eventbrite creating some problem with their data
- during 1st day it was hard to coordinate and identify speakers during the sessions
- due to less communications with the global team some local members and global team members were unable to know and identify each other during the event
- @sukso96100 - agreed, maybe itâs why we need to do pre-event in-person meeting
- @rpandox The halls were in different floors
- @ronitblenz : Tokens for food should have been given the same day of collecting ID cards.
- @aryan - we can have checkbox on paper nametag backside
- @younggunner14 - we basically need to preplan if we want to do this
- @yushpokharel12 :
- Check-in and registration were slow and crowded.
- On-site communication and identification needed improvement.
- Venue layout and room distribution caused some confusion.
- Proper coordination with speakers for what they need and require
- Proper management and task delegation of each volunteers involved
- @saileshsingh36 :
- Lack of plan discussion.
- Some Speakers were not following the guidelines of crowd management
- Teams vision were clear still not brought to practice
- Onwards volunteer and OC members should clear the proper documentation of giving their time to ensure transparency in their commitments.
- Community own Registration and ticketing platform
- @aryan
- On first day there was some lack of co-ordination and was hard to identify team members from normal attendees
- There was some struggle in identifying what was happening in which track with how much delay, especially due to more room count.
- Day trip should have been finalised a bit in advance.
- We need some template for checklist that can be used through out each year.
- @younggunner14
- Global fundraising should have been more effective ( we cannot always depend on the same sponsors every year ).
- We need KPI to reach fundraising goals
- Donât sell tickets till last days lol. Donât get excited because everyone wants the ticket. Later will be harder to manage ( more people more difficulty)
- Lesser number of registration desk were bottle neck. Need to manage better from next time. ( or provide more time for registration )
- Need walkie talkie for real time communication.
- Global fundraising should have been more effective ( we cannot always depend on the same sponsors every year ).
After event tasks
Demographics analysis
- Demographics on job functions, countries, years of experience, if itâs first time to attend the event.
- @rupesh-nepal will export data then analyze
Video recording upload
- The first draft is already ready by the video production team.
Photo
- Google photo (community album)
- Nextcloud - local team will upload more here
Travel reimbursements
- Prarambha Bashyal - Not submitted expense on opencollective yet
- @sukso96100 to check if @jipangmenjeritâs OpenCollective payment already processed
Finance report
- @sukso96100 will work on report for global team finance after travel reimbursement
- Local team - will fill in numbers in a spreadsheet once prepared by the global team.
Sponsor post-event follow up
- @ronitblenz will work on making post event report for sponsors - by end of October
- Need to wait for data from @rupesh-nepal
Speaker post-event follow up
- Remind speaker to add their slides on indico
- @jipangmenjerit will check who didnât upload slide on indico then send emails to speakers who didnât yet (next week)
Ubuntu Summit
@sukso96100 reminded everyone about community teamâs request on sharing UbuCon photos and videos that will be used for Ubuntu Summit.