UbuCon Asia 2026 Team meeting 2026-03-11 13:30 UTC

Community
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Meeting Chair

@sukso96100

Roll Call

@sukso96100 @rjhsiao @fenris @jipangmenjerit

Upadates

Action Items from Previous Meeting Follow-up

  • Youngbin:
    • Ask COSCUP team about workshop duration → (Done)
      • Discussion: 90 min vs 50 min workshops
      • Proposed schedule: 10:00 AM – 4:00 PM
      • Requested timeslot sheet (skeleton) from COSCUP
    • Replied to Eeshaan → (Done)
  • Syazwan: Update Indico setup → (Done)
  • Bayu: Design 2026 logo (Done)
  • Other Organizers: Fill organizer role sheet (UCA26 Team Role Assignment) → (In progress)
  • Sailesh : Publish meeting notes on Discourse – (Done)

Meeting Agenda

Venue Options

  1. Both days: TR 100 pax + TR 50 pax room
  2. Both days
    • Morning: AU 200 pax room
    • Afternoon: TR 50 pax × 2 rooms
  3. Preferred Option
    • Day 1: AU 200 pax room
    • Day 2: TR 50 pax × 2 rooms
  • COSCUP preference: Option 1 and 3

Booth

Booths will be located only at TR
Booth setup ideas:

  • UCA + TW / Ubuntu Community
  • UCA / TW + Ubuntu Community
  • Separate booths:
    • UbuCon Asia
    • Community
    • Canonical

Booth Submission (CFP):

https://pretalx.coscup.org/coscup-2026-call-for-participation/cfp

  • Deadline: 9 June 2026
  • Contacts
    • UCA Booth: Youngbin, RJ
    • Ubuntu Booth: Mauro, RJ

Sponsorship & Finances

RubyConf Updates

  • Sponsors forwarded to COSCUP
  • No dedicated budget for RubyConf (within COSCUP fund)
  • No travel grant available

Sponsor Outreach

  • Fenris suggested reaching out to new sponsors
  • Youngbin & RJ will ask COSCUP team for guidance on outreach

Travel Grant

Estimated beneficiaries: 10–15

Priority

  1. Organizer
  2. Speaker (full talk/workshop)
  3. Volunteer
  4. Others

Coverage

  • Flight / Train / Ferry

  • Accommodation → Reimbursement only

  • Travel grant announcement needed

Content

  • Prime Session Speaker Nomination

Action Items

Youngbin & RJ

  • Inform COSCUP team about preferred room option
  • Ask COSCUP team about sponsor outreach guidance

Youngbin

  • Contact Mauro regarding:

    • Travel grant funding (non-Ubuntu members) + budget estimation
    • Ubuntu Community booth coordination reminder

  • Publish Discourse announcements:

    • Prime session speaker nomination
    • Booth volunteers

  • RJ: Submit booth application

  • Syazwan : Publish meeting notes

  • Next Meeting: March 26 2026 – 13:30 UTC via Jitsi Meeting

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