UbuCon Asia 2026 Team meeting 2026-06-24 12:30 UTC

Community
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Meeting Chair

@sukso96100

Roll Call

@rjhsiao @saileshsingh @aryan
nfsnfs Lihan Chen(Local) JoeAngel(Local) MacTaylor(Local) IU(Local) Yanyiyi(Local)

Updates

Action Items from Previous Meeting Follow-up

UCA

  • Jianlin Lv visa/entry permit case

    • Speaker is unable to obtain an entry permit in time through their employer. So we decide to pass this time.

  • Proposal handover progress → (Done)

COSCUP

  • Visa Guarantee Letter
    • Attendees from Southeast Asia and South Asia requiring both a visa and a guarantee letter should submit their requests as early as possible.
    • Processing typically takes around one month.

Meeting Agenda

Sponsorship

  • Canonical sponsorship is still awaiting PO approval from Canonical.

Marketing & Design

Co-branded Merchandise

  • Continue work on the co-branded UbuCon Asia × COSCUP T-shirt and stickers design.
  • Design timeline should be finalized soon, with artwork targeted for completion around July.
  • COSCUP design team will prepare the initial design and share it with the UCA team for review.

Content

Opening & Closing Sessions

Day 1 Opening

  • 09:00–09:10 — COSCUP Opening

    • Welcome attendees.
    • Introduce COSCUP.
    • Share general announcements.
    • Introduce UbuCon Asia and invite Youngbin to the stage.

  • 09:10–09:20 — UbuCon Asia Introduction

    • Introduce UbuCon Asia to the Taiwan audience.
    • Cover:
      • What UbuCon Asia is.
      • Ways participants can get involved.
      • Welcome message for future host cities.

  • 09:20–09:25 — Prime Session Introduction

    • UbuCon Asia will introduce the Day 1 Prime Session speaker.

Action: UCA team will prepare the Day 1 opening presentation.

Day 1 Closing

  • UbuCon Asia will lead the Day 1 closing session (approximately 10–15 minutes).
  • Closing will highlight Day 1 activities and summarize UbuCon Asia sessions.
  • COSCUP will conclude with final announcements in Chinese.

Action: COSCUP will provide last year’s closing slide deck as reference.

Day 2 Opening & Closing

  • Opening and closing sessions will primarily be handled by COSCUP.
  • UCA may provide additional announcement slides if required.
  • Closing session will last approximately 10–15 minutes.
  • COSCUP Lightning Talks will begin after the closing session.

Session Schedule & Pretalx

  • All UbuCon Asia sessions will also be published on the COSCUP Pretalx schedule.
  • Prime Session can be temporarily shown as a reserved session until finalized.
  • COSCUP will provide the official Prime Session time slot.
  • UCA aims to complete schedule synchronization within the next two weeks before July 11.

Upcoming Deadlines

  • July 11 (AoE) — Full schedule published on COSCUP website.
  • Schedule adjustments can still be made after publication if necessary.

Preview:
https://coscup.org/2026/session/

Venue

Venue Preparation

  • August 7
    • Venue setup begins from 14:00 at NTUST.
    • Decorations begin after venue access.
    • Welcome Party starts at 17:00.

Event Days

  • August 8

    • Setup: 08:00–09:00
    • Opening ceremony: 09:00

  • August 9

    • Setup: 08:00–09:00

Cleanup

  • Booth materials remain secured after Day 1.
  • Venue must be completely vacated before the Day 2 deadline due to venue regulations.

Welcome Party

Highlights:

  • No registration required.
  • Participants only pay for the free-flow drink ticket (non-alcoholic options available).
  • Outside food is allowed.

Draft information: https://hackmd.io/PEWeG6i-SBiY2cCDaAyoSQ

City Tour

  • Planned for August 10
  • Estimated duration: 10:00/11:00 AM – 5:00 PM
  • Open community event with live location sharing.
  • Expected participation: approximately 50 attendees.

Proposal Handover (UCA → COSCUP)

COSCUP Program Team requested the following proposals:

  • #115
  • #88
  • #114
  • #127

Pending discussion:

  • #111
  • #112

Remaining proposals may be rejected after review.

Visa Invitation Letter Discussion

Kannupriya Kalra (#111 & #112)

A discussion was held regarding invitation letter requests submitted before proposal acceptance.

Conclusion

  • If COSCUP accepts either proposal (#111 or #112), existing invitation letter information will be trusted.
  • Otherwise, the speaker should submit a new visa invitation request for fresh review.

The COSCUP Program Team requested that the speaker formally agree to follow the COSCUP Code of Conduct and event guidelines before proceeding.

Booth

Discussion points:

Venue & Room Allocation

Discussion included:

  • Indoor venue map
  • Booth locations
  • Session room assignments

Reference:

COSCUP Draft Resources

Draft documentation shared for review:

Action Items

  • UCA

    • RJ: Sync accepted proposals to Pretalx and continue timetable preparation.
    • Prepare Day 1 opening presentation, closing session, and Prime Session introduction.
    • Prepare slides for Day 2 closing announcements (if required).
    • Share Canonical sponsorship updates when available.

  • COSCUP

    • Continue handling Kannupriya Kalra’s visa invitation case.
    • Prepare merchandise designs and request UCA review.
    • Share previous Day 1 opening slides as reference.
    • Provide Prime Session time slot.
    • Release indoor venue map and booth layout.

  • Both

    • Continue coordination on schedule publication, venue preparation, and event logistics.

  • Next Meetings: 15 July 2026 and 29 July 2026 – 12:30 UTC via Jitsi Meeting.

3 Likes
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Looks well organized. The visa reminders and schedule deadlines are especially helpful. Wishing the UbuCon Asia and COSCUP teams a successful event!

1 Like
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@masonreed11t123454 Thanks.