UbuCon Asia 2026 Team meeting 2026-07-28 13:30 UTC

Community
, , ,
1

Meeting Chair

@sukso96100

Roll Call

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

Updates

Action Items from Previous Meeting Follow-up

  • RJ
    • Prepare Day 1 closing with Ubuntu Taiwan folks → (In progress)
    • Distribute welcome party coupons to speakers and organizers → (Done)
  • Youngbin
    • Port opening session slide content into COSCUP template → (Done)
    • Schedule a booth volunteer call → (In progress)
    • Ask COSCUP team for TAC guidance → (Done)
  • Youngbin, RJ
    • Discuss site visit schedule → (Done / discussed in this meeting)
    • Check if COSCUP team is ready to provide venue map → (In progress)
    • Check if more people can join as track moderators → (In progress)

Meeting Agenda

Content

Featured Speakers

Up to 6 featured speakers will be highlighted:

  • Buo-ren Lin — Local
  • Shih-Yuan Lee — Local
  • Shishir Subedi
  • Rajani Ekunde
  • Alfred Neumayer
  • Mitsuya Shibata

Track Moderator Shifts

Available moderators:

  • Youngbin
  • Tony — Day 1 only
  • Fenris
  • RJ
  • Shawn — Day 1 afternoon only
  • Buo-ren — Day 2 only
  • Aryan
  • Aaditya
  • Sailesh

Shift timings:

  • Morning: 10:00–12:00
  • Afternoon: 13:00–14:00
  • After coffee break: 14:00–16:00

Day 1

  • AU

    • Morning: Youngbin
    • Afternoon: Shawn
    • After coffee break: RJ

  • RB

    • Morning: Sailesh
    • Afternoon: Tony
    • After coffee break: Aaditya

Day 2

  • TR-210
    • Morning: Buo-ren
    • Afternoon: Fenris
    • After coffee break: Fenris
  • TR-211
    • Morning: Aryan
    • Afternoon: RJ
    • After coffee break: Youngbin

Speaker Guide and Prior Notice

Reference: COSCUP speaker notice :

  • Speakers should be reminded to submit their presentation materials by August 4.
  • Speakers should also confirm whether they have arranged:
    • Flights
    • Accommodation
    • Visa, if applicable
  • RJ will draft an email for speakers covering general participation information.
  • The email should include a gentle reminder to send the presentation link.
  • Speakers presenting remotely should be informed that UCA cannot be responsible for possible delays or connectivity issues during the presentation.

Booth

Marketing & Design

Speaker Promotion

  • Featured speaker information will be used for website and promotional materials.

Travel

  • Speakers should confirm whether they have arranged:
    • Flight booking
    • Hotel/accommodation
    • Visa

Website

  • A list of organizer and volunteer names and profile images/image URLs is required for the UCA website.
  • Aaditya will ask organizers and volunteers to provide the required information.

Venue & Site Visit — Logistics

Site Visit

  • Location: NTUST TR-309
  • Time: 15:00 Taipei Time

Technical Requirements

  • Arrange suitable adapters, including:
    • HDMI adapter
    • Other required display/screen-sharing adapters
  • Check with the COSCUP team regarding Wi-Fi availability.

Volunteer Role Assignment

Volunteer roles need to be assigned before the event.

Important roles include:

  • Photo/video and social media posting
  • Speaker contact management
  • Schedule management
  • On-site coordination
  • Other event support roles

Action:

  • Sailesh will provide a list of on-site volunteer roles.
  • RJ will use the list as a reference for volunteer role assignment.

City Tour

  • City tour registration form will be sent once finalized
  • Organizers and volunteers who plan to attend should submit the form.

On-site Sync Meeting

Short on-site organizer sync meetings will be held during the event.

  • Day 1: 16:00 - AU room
  • Day 2 : 15:30 - TR-211
  • Maximum duration: 20 minutes
  • Purpose:
    • Quick status sync
    • Review ongoing activities
    • Address any immediate issues

Action Items

  • Sailesh
    • Add featured speakers to the UCA26 website.
    • Provide a list of on-site volunteer roles.
  • Youngbin
    • Include featured speaker information in the opening slides.
    • Create the calendar invitation for the on-site sync meetings.
  • RJ
    • Send speakers an email with general participation information and remind them about travel arrangements.
    • Use the volunteer role list as a reference for role assignment.
  • Aaditya: Gather organizer and volunteer information for publication on the UCA26 website.
  • All: Submit the city tour form if attending.
  • Next Meeting: August 4, 2026 – 13:30 UTC via Jitsi Meeting
1 Like