Meeting participants:
@sukso96100 @rjhsiao @younggunner14 @saileshsingh36 @bajinra @aryan
Meeting Chair:
@sukso96100
Action items follow up
- RJ: Inform COSCUP team about what we discussed today. / done
- RJ: Ask the COSCUP team about referral policy details, and if it’s good to make an nnouncement from our side. / done
- Sailesh: Draft UbuCon Asia 2026 @ COSCUP 2026 announcement / done
- Youngbin: Publish meeting note / done
- Find time for meeting with the COSCUP team. / done
- Youngbin: Setup timeful link
- RJ: Share timeful link with COSCUP team.
- Youngbin: Setup Matrix room for UCA26 / done
Agenda
This year organizer role scopes
- Steering (same as last year)
- Content (same as last year)
- Sponsorship & Finances
- Sponsorship: Contact potential sponsors as usual, but maybe forward them to coscup team (still need to confirm how RubyConf folks done sponsorship last year)
- Finance: handle expense with OC - Travel grant (smaller the last year maybe), merch, signs(banners)
- Merch: maybe we can provide t-shirts for individual patrons only this time.
- Raiding funds: Sponsorship (need confirmation with Rubyconf, coscup), Sell merch, Individual donations
- Travel
- Handle travel grant application - review, approve, reimburse
- Maybe don’t book accommodation. So that we can reduce our work this year and can also focus on organizer documentation (provide both flight and accommodation as reimbursement)
- Marketing & Design (same as last year)
- Video
- Recording, Editing would be done by the coscup team. We just need to upload this time.
- Record and edit aftermovie, interview video
- Web (same as last year)
Venue
- Confirm if we agree with Room and session allocation that @sukso96100 proposed to coscup team
- 1 prime session will be allocated either on day 1 or 2
- 1 auditorium on RB building will be allocated for morning programs
- 2 classrooms on TR building will be allocated for afternoon programs
- → Confirmed
- Booth?
- Ubuntu TW + UbuCon Asia
- Separate Ubuntu Community Booth
- Send email to Mauro(or community team) for discussion
Sponsorship & Finances
- Can we raise our own funds with monetary sponsorship this time?
- → Need to confirm with RubyConf team last year and also COSCUP team.
- If we can’t raise funding through sponsors (and need to forward our previous sponsors to coscup) what are alternative ways to raise funds? (For covering our own expenses?)
- Sell Merch on-site
- Individual Patrons (fundraising campaign like openSUSE.Asia)
- What kind of expense will we need to cover ourselves this time?
- Travel, Merch, Signage, Printouts
Content
- Prime session speaker:
- We will contact Ubuntu TB for prime session speaker recommendation.
- Aaditya will contact them
- Topics(Tracks)
- Reuse from ours since we’re still using our Indico setup for CFP
- Session types
- Types - same as last year
- Durations for each session types - match with coscup
- CFP schedule
- it is good to follow coscup, if their cfp is finalized 3 month before the event.
- Lightning talk
- For better visibility, We will ask folks to simply apply to COSCUP’s lightning talk on-site.
Website & Design
- Need 2026.ubucon.asia domain setup
- Waiting for @fenris to setup. He is the only folk with access to the dns zone.
- Logo design? - @bajinra is working on it.
Building team
- Should we post a call for organizers (for both global and local?) on discourse and other channels?
- Not for global team this time.
- But for the local team - at least 3-5 folks more. RJ will gather more over the next few months. If needed we can post call for local team organizers on discourse.
2027 Bid?
- We should announceASAP
- Youngbin will make an announcement this week.
Action items
- RJ: Contact RubyConf team for their sponsorship reference
- Youngbin: Contact Mauro(or community team) for booth discussion
- Aaditya: Contact Ubuntu Technical Board for Prime session speaker recommendation
- Bayu: Design 2026 logo
- Youngbin, RJ:
- Check session duration of each session types on coscup sessions.
- Check COSCUP CFP schedule
- Youngbin: Poke fenris for domain setup
- Youngbin: Announce 2027 bid
- Youngbin: Publish meeting note
- RJ: Remind COSCUP team to invite UCA team to their Mattermost.