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

Community
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Meeting Chair

@sukso96100

Roll Call

@saileshsingh @rjhsiao @aryan @younggunner14
Buo-ren Lin 林博仁 (Local), Fourdollar(Local)

Updates

Action Items from Previous Meeting Follow-up

  • RJ

    • Follow up with backup proposals → (Done)
    • Send notifications to backup speakers #108, #120, #123, #132 → (Done)
    • Sync proposals to Pretalx and work on the timetable → (In Progress)

  • Youngbin

    • Contact DeepComputing regarding sponsorship → (Done)
    • Confirm Ananthu’s travel grant → (Done)
    • Follow up on Canonical sponsorship updates → (Done)

  • Sailesh

    • Update website information → (In Progress)

  • Youngbin & RJ

    • Request venue layout and indoor map → (Done)

  • Aaditya

    • Follow up with FOSS United and continue design work → (Done)

  • Jianlin Lv

    • Entry permit issue discussed and proposal will not proceed for UCA26 → (Done)

  • COSCUP

    • Visa Guarantee Letter information shared.
    • Participants from Southeast Asia and South Asia who require a visa and guarantee letter are encouraged to submit requests early, as processing may take around one month.

Meeting Agenda

Content

Prime Session

  • Rex Tsai was selected as the UbuCon Asia Prime Session speaker.
  • Action: Inform the COSCUP team about the Prime Session speaker.

Speaker Updates

  • Following Aadarsha’s case, Ananthu (#100) will be accepted and considered for travel grant support.

Timetable & Schedule

  • Timetable deadline: July 5
  • Continue synchronizing UCA sessions and speaker information with COSCUP Pretalx.
  • Speakers should notify the UCA team if they make changes to their session or contribution so the information can be kept synchronized with COSCUP’s schedule.

Speaker Survey

A pre-event survey will be prepared to collect:

  • Travel schedule
  • Welcome Party participation
  • City Tour participation
  • T-shirt size
  • Other event-related requirements

Accommodation

The team discussed accommodation recommendations for speakers.

Possible options include:

  • Hotel arrangements made by Canonical
  • Accommodation around Taipei Main Station used by COSCUP volunteers

Reference: Click To see

Proposal Notifications

  • Rejection notifications for proposals that are clearly not moving forward can start from now.
  • Remaining proposals requiring further consideration will be reviewed before the timetable deadline.

Opening & Closing Sessions

  • Day 1 opening and closing sessions will be prepared by UCA.
  • Each session is expected to be approximately 10 minutes.
  • The Day 1 opening will include the Prime Session speaker introduction.
  • Youngbin will work on the opening and closing slides.
  • Day 2 closing slides may include information about the UCA27 bid.

Booth

The current booth plan includes:

  • UbuCon Asia booth
  • Ubuntu Community booth
  • Ubuntu Touch booth

Planned activities and ideas include:

  • UCA27 bid promotion
  • Information about future UbuCon events in other cities/countries
  • UbuCon Korea and UbuCon India promotion
  • Ubuntu Touch showcase
  • Ubu4cut photo machine
  • Korean Circles community participation
  • Aaditya’s dance performance
  • Giveaways for booth visitors or new social media followers

Due to budget limitations, no new giveaway items will be produced specifically for this activity.

Sponsorship

  • Canonical sponsorship is still being followed up with Mauro.

Marketing & Design

Banner

  • Banner design specifications should be confirmed before starting the design work.

Co-branded Merchandise

  • COSCUP team will work on the co-branded T-shirt design and share it with UCA for review.
  • Co-branded stickers will follow the same design process.
  • Laksh will work with the design team.
  • Aaditya will follow up with Laksh and Ganesh and coordinate with the COSCUP team regarding design ideas.

Speaker Promotion

  • Speaker promotion work should begin soon.
  • Speaker profiles and session information need to be provided to the COSCUP team and UCA designers for promotional materials.

Travel Grant

  • Jungmin has withdrawn the travel grant application because the trip was cancelled.
  • The travel grant status for Ronit and Rishi will be finalized by the July 5 timetable deadline.

Website

Planned website updates include:

  • Update sponsor logos from COSCUP.
  • Display travel grant sponsor logos on the Travel Grant page.
  • Add an accommodation page.
  • Add indoor and venue maps with room markers for each day.
  • Redirect the “Getting to the City” section to the relevant COSCUP travel information.
  • Youngbin will look for the appropriate COSCUP travel guide link.

References:

City Tour

  • COSCUP team is currently preparing the Day 3 City Tour programme.
  • More details will be shared once the itinerary and arrangements are finalized.

Action Items

  • RJ
    • Sync proposals to Pretalx and continue timetable preparation.
    • Start sending rejection notifications.
    • Send the pre-event survey to speakers covering travel schedule, Welcome Party, City Tour, T-shirt size, and other relevant information.
    • Finalize the decision on the remaining speaker case before the July 5 timetable deadline.
  • Youngbin
    • Notify speakers about the visa invitation letter request deadline.
    • Check which hotel Canonical has booked.
    • Draft the Day 1 opening and closing slides.
    • Follow up on the remaining content review item.
  • Content Team
    • Provide speaker profiles and session information to the COSCUP team and UCA designers for speaker promotion.
  • All
    • Complete timetable preparation before July 5, 2026.
  • Next meeting: June 30 - 13:30 UTC via Jitsi Meeting.
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