UbuCon Asia 2026 & COSCUP Team meeting 2026-02-04 14:00 UTC

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Meeting participants:

Meeting Chair:
@sukso96100

Agenda

Content

Keynote speaker (Prime session speaker)

  • COSCUP usually allocate 2 prime session slots (which is equivalent with keynote session in other conferences)
  • UbuCon Asia team requested a single prime session speaker slot allocation. Regarding that, It needs to be discussed within COSCUP team, but positive about the request.
  • Prime session speakers are needs to be confirmed by April. In case of delay, no later then June.

Speaker visas

COSCUP team briefly shares some speaker visa timeline.

  • Most people needing visa invitation from COSCUP team to attend are required to start preparing visa application at least 2-3 month before the event. This is due to heavy paperworks, background checks, and on-site visa application process at Taiwan diplomatic missions overseas.
    • People from Mainland China - At least 3 month to get their visa
    • People from Southeast Asia (such as Indonesia, Vietnam and more) - At least 2 month to get their visa
    • People from South Asia (such as India, Nepal) - At least 2 month to get visa. And required to apply on-site at Taiwan diplomatic missions nearby they live.

CFP

  • Probably, UbuCon Asia’s CFP schedule this time will be similar with COSCUP’s CFP schedule.
  • Once UbuCon Asia team got CFP schedule info of COSCUP, It will be used for confirming UbuCon Asia’s CFP schedule.

Room allocations

@sukso96100 suggested the following room allocation idea along with rough schedules.

  • Either on Day 1 or 2, Prime session speaker will give the prime session on Main hall (RB105)
  • Continue to have talks (lecture style) after the prime session on other auditorium (one of other halls in RB building) during the morning
  • During the lunch break, UbuCon Asia staff moves to the TR building.
  • Continue to have breakout talks, workshops and BoFs at 2 classrooms on TR building.

→ This would require an auditorium on RB building for morning programs, then 2 classrooms on TR building for afternoon programs.

COSCUP team confirms they will be able to allocate suggested room allocation for UbuCon Asia. Both COSCUP team and UbuCon Asia team will double confirm within their teams internally about the room allocation.

FOSSASIA booth

Youngbin asks if COSCUP team can share their booth at FOSSASIA with some of UbuCon Asia organizers.

  • COSCUP team accepted the request.
  • UbuCon Asia team will share who will be joining the booth at FOSSASIA.

Way of working

For now we will use both Matrix and COSCUP team’s Mattermost. Primary contacts from both side will be invited to each other’s communication channels. We will find out if we can bridge rooms later.

Action items

UbuCon Asia Team

  • Confirm room allocation suggested by @sukso96100 works for the team
  • Share booth volunteers who will be joining COSCUP booth at FOSSASIA

COSCUP Team

  • Share CFP schedule when it’s ready

Both

  • Discuss about the sponsorship (by next meeting)
  • Invite each other to Matrix and Mattermost

For individuals

  • Youngbin: Contact Mauro to Check if volunteering at coscup booth would be eligible for Ubuntu CDA
  • Singing: Invite Youngbin and RJ to mattermost.

Next meeting

Next joint meeting of UbuCon Asia and COSCUP team would be 2026-03-04T12:00:00Z

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