UbuCon Asia 2026 Team meeting 2026-07-29 12:30 UTC

Community
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Meeting Chair

@sukso96100

Roll Call

@saileshsingh @rjhsiao Mac Taylor(COSCUP), Lihan Chen(COSCUP), Joe Angel(COSCUP)

Updates

Action Items from Previous Meeting Follow-up

  • UCA
    • Work on Day 1 opening/closing session slides
      • Opening → Done
      • Closing → In progress
    • Provide slides for Day 2 closing, if any → WIP
    • Distribute welcome party coupons to speakers and organizers → Done
    • Set up members for coc@ubucon.asia — Done
    • Ask speakers and volunteers to sign up for the city tour once the COSCUP form is ready → In progress
  • COSCUP
    • Opening slide template → Done
    • Set up members for coc@coscup.org → Done

Meeting Agenda

Sponsorship

  • Canonical payment is still pending.

Marketing & Design / Merch

  • No specific updates.

Content

Speaker / Volunteer Interviews

  • Discussed recording interviews with speakers, sponsors, volunteers, and participants.
    • NFS will discuss the interview plan with the COSCUP team and provide an update before August 6.

Session Recording

COSCUP recorded most sessions in 2025.

For UCA26:

  • The RB-105 recording setup includes the speaker, slides, and audio.
  • Other rooms will primarily have screen/slides and audio recordings.
  • If UCA wants speaker video recordings from other rooms, the UCA team will need to handle the video recording.

Booth

  • Booth indoor map is being prepared and will be published on the COSCUP website.

Venue

Presentation Logistics

Speakers should refer to the official COSCUP speaker guidelines for venue and presentation information.

  • Speakers should bring their own laptops.
  • Podium systems support HDMI input.
  • Speakers using other ports should bring their own HDMI adapters.
  • Wi-Fi access will require registration at the designated service desk.
  • Wi-Fi registration will be available near the TR 2F service area.

Agenda Poster / Classroom Decoration

For community session tracks, classroom entrance decorations and daily session schedules are recommended.

The UCA team will:

  1. Design the timetable printout.
  2. Provide the design to the COSCUP team.
  3. COSCUP will print the materials.

Mac will assist with printing on Friday.

Reference: COSCUP’s previous-year classroom/session schedule design.

VISA

  • Two speakers are still waiting for their visa status to be finalized.

City Tour

The city tour registration form is available through the COSCUP team.

  • Attendees need to register.
  • A minimum number of participants may be required for the planned arrangements.

Projector / Video Recording

COSCUP will provide session recording, primarily consisting of:

  • Screen capture
  • Speaker audio

Speaker video will only be available in rooms where the appropriate recording setup is provided. UCA will need to arrange additional recording if speaker video is required in other rooms.

Lunch

  • Speakers and organizers may use the school cafeteria.
  • Uber Eats can also be used for special food requirements.
  • For delivery, ordering around 11:00 may help ensure meals arrive around lunchtime.

Reference: COSCUP food information and NTUST food list.

Celebration

  • Date: August 9
  • Time: 18:00
  • Location: TR Building, 3F
  • Buffet after the Day 2 closing.

Action Items

UCA

  • Publish the indoor venue map on the UCA website.
  • Youngbin — Bring Wi-Fi router.
  • Design the timetable printout and provide it to the COSCUP team by August 6.
  • Youngbin — Create the calendar invitation for the on-site meeting.

COSCUP

  • Discuss the interview plan internally and provide an update before August 6.
  • Print the timetable after receiving the final design from UCA.

Both

  • Coordinate remaining venue, recording, city tour, and on-site logistics.

References