UbuCon Asia 2026 Team meeting 2026-04-24 13:30 UTC

Community
, , ,
1

Meeting Chair

@saileshsingh

Roll Call

@sukso96100 @younggunner14 @rjhsiao @aryan

Updates

Action Items from Previous Meeting Follow-up

  • Aaditya: Ask Bayu about social media campaign design template (Using previous year’s template) → (Done)
  • All Organizers: Select role assignment (UCA26 Team Role Assignment) → (Done)
  • Sailesh: Add CoC page on website and Publish CFP extension announcement → (Done)
  • RJ: Add additional CFP fields for submission → (Done)
  • Youngbin, RJ: Discuss booth allocation with Mauro → (In progress)
  • Aaditya, Bayu, GS, Laksh: Align design guidelines → (Done)

Meeting Agenda

Banner

  • COSCUP team mentioned that designers from both COSCUP and UbuCon Asia need to discuss banner design specifications
  • Youngbin has already nominated UbuCon Asia members for coordination

Sponsorship

  • Since the CFP deadline has ended, focus will now shift towards sponsorship efforts
  • Sponsor outreach methods:
    • Email outreach
    • LinkedIn outreach

Sponsor Outreach

  • Reference: https://coscup.org/2026/en/sponsorship
  • Aaditya has already started sponsor outreach
    • Outreach was temporarily paused due to CFP priorities
    • Activities will resume after this meeting
  • Youngbin contacted sponsors and shared sponsorship information but no further response from sponsor side.

Finances

Merch

  • Merch distribution only (no sales)
  • Planned distribution: Stickers at booth

Travel Grant

  • Travel Grant
  • Applications received so far: 10
  • Majority of applications appear to be from South Asia region (India and Nepal)

Content

  • Submissions received: 51
  • CFP deadline has ended

Prime Session Speakers

  • Contact speakers and confirm interest in giving talks

Additional Discussions

  • CFP results and acceptance emails will be published after travel grant deadline (May 17)
  • Upcoming meetings:
    • Content reviewers sync meeting: Next Wednesday – 13:30 UTC (COSCUP × UCA team)
    • Local × Global team meeting: Next Thursday – 13:30 UTC
  • Coordinate with COSCUP team. If speaker slots are full at COSCUP, speakers may be suggested to UCA26
  • Speaker review priorities:
    • Local speakers first
    • Other priorities to be discussed
  • Paper review process will begin after reviewer sync meeting

Booth

  • Participating teams:
    • Ubu4cut
    • Korean LoCo
    • Taiwan LoCo (3+ people)
    • Canonical (Mauro and others)
  • Additional booth discussion:
    • Possibility of submitting another booth (potentially under Ubu4cut topic)
  • Youngbin and RJ to continue booth allocation discussion with Mauro

Website

Planned Updates

  • About the Event page
  • Venue & Safety page
  • Venue Map
  • Timetable
  • Social Events (from COSCUP)
  • Important dates section
  • Venue information page
  • Add booth placement on venue map

Marketing & Design

  • Design team: Bayu, GD and Laksh
  • Bayu has recently been inactive, team will check in regarding any issues or communication gaps
  • Social media calendar finalized, to be shared in marketing channel
  • Continue event promotion efforts

Sponsorship Prospectus

Action Items

  • Youngbin, RJ: Continue booth allocation discussion with Mauro
  • COSCUP & UCA Teams: Coordinate design-related discussions
  • Content Team:
    • Close CFP applications
    • Schedule reviewer meeting (next week)
    • Contact COSCUP regarding additional local speakers (next week)
  • Youngbin: Contact prime session speaker candidates
  • Aaditya: Share finalized social media calendar in marketing channel
  • Sailesh, Youngbin: Update website pages and draft UbuCon Asia sponsorship prospectus
  • Next Meeting : May 11, 2026 – 13:30 UTC via Jitsi Meeting