UbuCon Asia 2026 Team meeting 2026-07-07 13:30 UTC

Community
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Meeting Chair

@sukso96100

Roll Call

@saileshsingh @rjhsiao @jipangmenjerit
Buo-ren Lin 林博仁 (Local), Tony (Local)

Updates

Action Items from Previous Meeting Follow-up

  • RJ

    • Sync proposals to COSCUP Pretalx and work on the timetable → Done
    • Start sending rejection notifications → Almost done
    • Request speakers to submit the pre-event survey → Done
    • Decide whether to accept Ronit’s talk → Done

  • Youngbin:

    • Notify speakers about the visa letter request deadline → Done
    • Check which hotel Canonical booked → Done
    • Draft opening and closing slides → In progress
    • Check whether Fenris has received the CDA → In progress

  • Content Team:

    • Provide speaker and session data to the COSCUP team and designers for speaker promotion → Not yet
    • Timetable deadline: July 5 → Almost done

Meeting Agenda

Content

  • Opening Session

    • Draft slides for the UCA27 Opening.
    • Youngbin will continue working on the opening and closing slides.

  • Timetable

    • Continue finalizing the timetable and session schedule.

  • Published the Speaker and Volunteer Survey form

  • Participation Risks / Pending Confirmations

    • Rudra (#120) has not responded regarding participation yet.
      • Youngbin will contact him via Matrix.
    • Rajani (#121) has not previously applied for a travel grant or invitation letter.
    • Handovered proposals #88, #111, #112, #115 have not yet confirmed their acceptance.
    • Confirm the rejection of the last backup proposal #132.

Booth

  • Confirm which booth each participant will be assigned to.

Sponsorship

  • Canonical has approved the PO and is Diamond tier sponsor.

Marketing & Design

T-shirt

  • The co-branded T-shirt design has been reviewed and looks good.
  • Design is confirmed.

Front Side
Front Side833×754 649 KB
Back Side
Back Side803×734 639 KB

1124×750 59 KB

Travel Grant

UCA26 Travel Grant

  • Ronit and Rishi have been accepted for the travel grant.
  • Rishi has confirmed his travel.
  • Ronit has not confirmed yet.
    • Youngbin will send a reminder.

Fenris / CDA

  • CDA confirmation is still pending for Fenris.
  • Potential involvement:
    • Workshop assistance
    • Track MC for a few hours
    • Booth volunteer
  • Youngbin will contact Fenris for confirmation.
  • If needed, Mauro will be contacted for assistance with reaching Fenris.

Website

  • Sailesh is working on updating:
    • Hotel information
    • Booth information
    • Sponsor information
    • Other relevant event information
  • COSCUP team is working on the venue map.
  • Once the venue map is finalized, it will also be published on the UCA26 website.

Action Items

  • RJ
    • Start sending the rejection notice for #132.
    • Provide speaker and session data to the COSCUP team and designers for speaker promotion.
    • Send the pre-event survey form to speakers.
  • Youngbin
    • Draft the opening and closing slides.
    • Contact Rudra regarding the talk acceptance reminder.
    • Contact Fenris regarding the CDA confirmation.
  • Youngbin, RJ: Inform the COSCUP team that UCA is happy with the T-shirt design.
  • Youngbin (and possibly Aaditya): Remind Ronit to confirm the travel grant.
  • Sailesh: Continue working on the website updates.
  • Next meeting: July 14, 2026 - 13:30 UTC via Jitsi Meeting.