UbuCon Asia 2026 Team meeting 2026-06-16 13:30 UTC

Community
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Meeting Chair

@sukso96100

Roll Call

@rjhsiao @saileshsingh @younggunner14

Updates

Action Items from Previous Meeting Follow-up

  • RJ
    • Follow up with backup proposals → (Not yet)
    • Accept proposals #143, #131, #135, #105, and #134 → (Done)
  • Sailesh: Contact Rabina (#140) regarding travel grant requirements → (Done)
  • Youngbin
    • Follow up with Fenris regarding presentation materials → (Done)
    • Approve travel grants for Laksh and Jungmin → (Done)

Meeting Agenda

Content

  • Rex Tsai was selected as the Prime Session Speaker for UbuCon Asia 2026. Inform the COSCUP team about the selected prime session speaker.
  • As Aadarsha (#107) is unable to participate, the team agreed to accept Ananthu’s proposal (#100) along with travel grant support.

Booth

Three community booths are planned:

  • UbuCon Asia
  • Ubuntu Community
  • Ubuntu Touch

Planned booth attractions and activities include:

  • Korean Circles community
  • Ubu4cut photo machine
  • Ubuntu Touch showcase

Booth Activity Ideas

The team discussed several engagement ideas, including:

  • Promoting the UCA27 hosting bid
  • Introducing other regional UbuCon events such as UbuCon Korea and UbuCon India
  • Aaditya’s proposed dance performance
  • Small giveaways for booth visitors or new social media followers

Due to budget limitations, the team agreed not to produce additional giveaway items, instead utilizing existing materials where possible.

Sponsorship

  • Canonical- Travel grant funding is currently being processed through Open Source Collective.
  • FOSS United
    • Aaditya will follow up with FOSS United during the week.
    • If they decide to sponsor the event, UbuCon Asia may offer additional benefits that can be managed independently, such as logo placement on the UbuCon Asia website.
  • Youngbin will contact DeepComputing this week.

Marketing & Design

Discussion focused on event branding and promotional materials.

  • Merchandise
    • Continue work on:
      • Co-branded banner
      • Co-branded T-shirts
      • Event stickers
  • Laksh will begin design work during the week.
  • Aaditya will:
    • Follow up with Laksh and Ganesh.
    • Request banner and branding ideas from the COSCUP design team.
  • Begin preparing speaker promotion campaign after confirmation of speakers.

Organizer Promotion

1400×350 109 KB

Sailesh suggested encouraging all organizers to update their social media profile banners with the UbuCon Asia promotional banner to increase event visibility.

Travel Grant

  • Five travel grant applicants have been approved.
  • One additional applicant is expected to be finalized after the meeting.

Website

The following website updates were discussed:

  • Display COSCUP sponsor logos.
  • Add travel grant sponsor logo section on the Travel Grant page.
  • Create an Accommodation page.
  • Redirect Getting to the City information to the COSCUP website.
  • Publish indoor maps and venue maps with room allocations for each event day.
  • Add Pre-Party information once finalized.

City Tour (Day 3)

  • The COSCUP team is currently planning the city tour program.
  • Further updates will be shared in upcoming meetings.

Action Items

  • RJ

    • Accept proposal #100 (Done).
    • Send notifications to backup speakers: #108, #120, #123, #132

  • Youngbin

    • Contact DeepComputing regarding sponsorship.
    • Confirm Ananthu’s travel grant.
    • Work with RJ to request the venue layout and indoor maps.

  • Sailesh

    • Update website content and all information.

  • Aaditya

    • Follow up with FOSS United.
    • Coordinate banner, merchandise, and design activities.

  • Next Meeting: June 30, 2026 – 13:30 UTC via Jitsi Meeting

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