Use this template to prepare and submit bid for UbuCon Asia. For title, use
UbuCon Asia <YEAR> Bid for <City, Country Name>(e.g.UbuCon Asia 2022 Bid for Seoul, South Korea). Bids should be created under Event - Ubuntu Community Hub category with ubucon-asia bid tags as wiki post.
When preparing and submitting your bid, Make sure to remove all banners including this.
Key facts
Provide key details of your team’s bid
- Proposed city and country:
- Proposed venue name:
- Proposed dates
- Conference (2 days):
- Day trip (1 day, before or after the conference):
- Local team
- Local team leader(s) - Names and E-mails:
- Organizations(or communities) consisting the local team:
Brief introduction
Provide brief introduction on how the event will look like in your city
About the city
What is this city? and why it’s good place to host UbuCon Asia?
Weather
How’s the weather during the event dates?
About the venue
What is this venue? please provide introductions and also some photos. If you are proposing multiple venue options, please also let us know which one is preferred.
Venue facilities
Does the venue provide good network connectivity both Wi-Fi and Ethernet? Does each rooms provides enough equipments for presentation such as beam projectors or large screens, microphones, speakers, audio mixers, power outlets and more.
Room options
Reception (Registration desk)
Are there any space for handling participants registration work(such as attendee check-in and badge distribution, swag distribution and more) on site?
Exhibition space
Are there any space for setting up and running booth for event sponsors?
Main hall
What kind of main hall options are available? Main hall will be used for opening and closing, keynotes, talks and lightning talks. It should be able to handle around 200~300 people at the time. Please also provide photo of main hall.
Breakout rooms - For Workshops(Hands-on Labs)
What kind of Breakout room options are available? This room will be used for workshop(hands-on labs) mostly. The room should be able to handle around 20~30 people at the time and tables and power sockets needs be provided for each seats so that participants can put their laptop on table or desk and follow workshop instruction to accomplish tasks. Please also provide photo of this room option.
Breakout rooms - For breakout talks and BoFs
What kind of Breakout room options are available? This room will be used for breakout talks and BoF(Birds of a feather). Each rooms should be able to handle around 20~30 people at the time. Please also provide photo of this room option.
Spare rooms
Are there any spare rooms available where we can use it as storage, for organizing team meeting and sometime for prayer room?
Floor plan
Please provide venue floor plan map
CIQ Information
Customs
Customs policy regarding bringing laptop, electronics, swags, foods/drinks and more
Immigration/Visa policy
Are there any visa waiver program available for visitors? If visa or ETA is required for attending conference, how to apply one and is it easy to apply and get granted?
Quarantine policy
Any quarantine policy information that participants should know
Transport
Accessibility within Asia continent
Is it easy for people from other Asian countries to travel to the proposed city? What kind of options are available for traveling to the city? Please also let us know if the city have good flight connections with major cities in Asia.
Public transportation
Are there any public transportation (such as bus, metro) available? Is it also safe and easy for first-time visitors to use?
Getting to the venue
From airports, trains stations, ports how visitors can reach the venue and how long does it takes to arrive?
Accommodations
What kind of accommodation options are available? Are they near from venue and affordable? Do they accept group booking in advance and also accept and international payment methods so that we can provide rooms to our sponsored guests?
Food
In the city and nearby the venue
What kind of foods are available in general in the city and nearby the venue? Are there also foods options available for people with some food restrictions (such as for vegetarians, people with allergies, people who need halal food and more)
Attendee lunch
We don’t provide breakfast or dinner to all attendees. But, at least, we usually provide lunch to all participants. What kind of attendee lunch options are you considering? Are options you considering can also cover people with some food restrictions?
Local team
Local team members
Please bring at least 10~15 members
| Name | Discourse username | Launchpad Profile URL | Experience with Ubuntu/other FOSS projects/communities | UbuCon or other Event organizing experience | Signed Ubuntu CoC? |
|---|---|---|---|---|---|
| Name here | @username_here | https://launchpad.net/~your_username | … | … | Yes/Not yet |
How Local Ubuntu & FOSS community looks like in the region
Please describe!
Supporting local communities and organizations
Please list if any
Conference Program
Ticket pricing
If you plan to offer tickets for free to everyone, you may simply remove the list below then put something like “Conference Admissions will be free”
- Standard pricing:
- Standard ticket:
- Student ticket:
- Sponsors discounted ticket:
- Early bird pricing(if any plan to offer)
- Standard ticket:
- Student ticket:
- Sponsors discounted ticket:
Registration platform to use
If it’s free admission, we can just use events.canonical.com for registration. Else, we need a registration platform that’s easy to use that also accepts foreign credit/debit cards.
Conference hours
Please provide based on local timezone
- Day 1
- Venue opening time for registration and check-in:
- When to start the opening session(or the first session) of the day:
- Lunch break:
- When to finish conference program of the day:
- When to close (or lock down) the venue:
- Day 2
- Venue opening time for registration and check-in:
- When to start the opening session(or the first session) of the day:
- Lunch break:
- When to start cleaning up the venue:
- When to finish conference program of the day:
- When to finish cleaning up and close (or lock down) the venue:
Session language
Are we all good with just English or do we also need to accept session in local native languages?
Conference dinner
We usually organize conference dinner at least once during conference days. Committee members, Local team members, Speakers, Volunteers are invited. if spare seats available, attendees may also join with separate conference dinner registration (it could be either free or paid). Please provide conference dinner options such as when and where it could happen and what kind of food and drinks are being considered.
Day Trip
We usually organize day trip right after the conference days. It could be either all or half day schedule. Please provide brief day trip activity ideas as well as when and where to meet to start the trip, when and where to be dismissed, if participants will need to pay separately, and if it will be organized by them local team themselves or through local travel agency.
Financing
Budget estimation
Please provide estimation in USD currency. Note that tables below are just examples. You may add or remove based on your plan accordingly.
Summary
| Category | Total (USD) |
|---|---|
| Venue & Banners | … |
| Video, Network & other IT equipment | … |
| Swags & Marketing | … |
| Food | … |
| Social events | … |
| Travel & Accommodation | … |
| Insurance | … |
| Buffer (15%~20% of total amounts from other categories) | … |
| Total | … |
Budget details for each categories
Venue & Banners
| Item | Remarks | Unit price | Unit | Qty | Subtotal |
|---|---|---|---|---|---|
| Venue | For 3~4 days including venue set-up and clean-up | … | Days | … | … |
| Main banner | Large banner or photowall on reception with event title, logo and sponsor logos | … | EA | 1 | … |
| Timetable banner | Large banner or photowall on reception with conference timetable | … | EA | 1 | … |
| Sign banner | Standing banners installed indoors and outdoors for guide signs | … | EA | 6 | … |
| Podium banner | Either one of standing, hanging banner installed on the podium or next to the podium | … | EA | 3 | … |
| Diamond sponsor booth | budget for Diamond sponsor booth setup | … | EA | 1 | … |
| Gold sponsor booth | budget for Gold sponsor booth setup | … | EA | 2 | … |
| Silver sponsor booth | budget for Silver sponsor booth setup | … | EA | 4 | … |
| Subtotal | For Venue & Banners | … | … | … | (Total amount here) |
Video, Network & other IT equipment
| Item | Remarks | Unit price | Unit | Qty | Subtotal |
|---|---|---|---|---|---|
| Video team hiring fee | Budget for hiring video teams (1 team for each room) | … | 1 team for a day | 4 | … |
| Video equipment set rental fee | Budget for renting video streaming and recording equipment (1 set for each room) | … | 1 set for a day | 4 | … |
| Network install, removal & usage | only In case network connectivity of venue isn’t good enough and you want to install and run dedicate network. | … | … | … | … |
| Backup laptops | Not something essential. But useful for in case speaker laptop does not work with screen or projector on-site | … | 1 laptop for a day | 6 | … |
| Power strips | For Workshop rooms, reception, sponsor booth and more | … | EA | 30 | … |
| Subtotal | For Video, Network & other IT equipment | … | … | … | (Total amount here) |
Swags & Marketing
| Item | Remarks | Unit price | Unit | Qty | Subtotal |
|---|---|---|---|---|---|
| T-shirts | Swags | … | EA | 300 | … |
| Stickers | Swags | … | EA | 300 | … |
| Lanyards & Badge | For each attendees | … | EA | 300 | … |
| Leaflets | For promotion activities at other events (if you have any plans for this) | … | EA | 100 | … |
| Online ADs | Such as Facebook(Meta) ADs (if you have any plans for this) | … | Clicks | 100000 | … |
| Subtotal | For Swags & Marketing | … | … | … | (Total amount here) |
Food
| Item | Remarks | Unit price | Unit | Qty | Subtotal |
|---|---|---|---|---|---|
| Attendee Lunch | Lunch for all participants (Could be meal box or catering) | … | Meal | 600 | … |
| Bottled water | Bottled water for speakers and staff | … | Bottle | 50 | … |
| Snacks | Snack catering - Such as cookies, small sandwiches, sliced fruits, beverages, etc. | … | Set | 200 | … |
| Subtotal | For Food | … | … | … | (Total amount here) |
Social events
| Item | Remarks | Unit price | Unit | Qty | Subtotal |
|---|---|---|---|---|---|
| Conference dinner | Budget for conference dinner - Either booking restaurant nearby or bringing catering to the venue | … | People | 100 | … |
| Day trip | Budget for day trip with all day or half day schedule | … | People | 50 | … |
| Subtotal | For Social events | … | … | … | (Total amount here) |
Travel & Accommodation
| Item | Remarks | Unit price | Unit | Qty | Subtotal |
|---|---|---|---|---|---|
| Accommodation | For sponsored guests - sharing room is recommended | … | 4 nights for 1 room | 20 | … |
| Travel grants | For covering travel costs of sponsored guests (such as flights, train, ferry) - usually up to 700 USD for each person. Could be lowered later. | 700 | People | 10 | 7000 |
| Subtotal | For Travel & Accommodation | … | … | … | (Total amount here) |
Insurance
| Item | Remarks | Unit price | Unit | Qty | Subtotal |
|---|---|---|---|---|---|
| Event organizer insurance | To cover unexpected situations such as event cancel or schedule change due to natural disaster or war, attendee got hurt, equipment broken (expense estimated with participants scale and event duration) | … | EA | 1 | … |
| Travel insurance for local staff | In case Event organizer insurance not covers local team staff | … | People | 20 | … |
| Subtotal | For Insurance | … | … | … | (Total amount here) |
Supporting local sponsors and government sponsorship
Local sponsors and government organizations have already agreed or are considering sponsoring the event.
Potential local sponsors and government sponsorship
Potential local sponsors and government organizations that local team can reach out and discuss. Or already have reached out and in discussion.
Fiscal sponsor (or Fiscal host)
If your local team got any fiscal sponsor for the event, please provide information (such as if they can receive money from only local sponsors or not, fiscal sponsor fee and more. If not available yet, but considering some options, that’s also good.
We use Open Source Collective to manage fundraising and expenses. But paying from United States to local vendors could take long time as it’s usually international payment (especially SWIFT wire transfer). There could be also some cases that local vendors accepting only domestic payments. For that, we strongly recommend local team to bring their own local fiscal sponsor who can receive sponsorship and make expense to local vendors easily. This could be local non-profit, event agency or other legal entity that can hold funds.
Note: Canonical is just a sponsor at UbuCons, they don’t act as fiscal sponsor/host
Checklist
Click to see the checklist
Country
- Are there any Ubuntu LoCo or Ubuntu contributors in the proposed country?
- Is it easy for foreign participants / speakers to pass the immigration?
- If required, Is it easy to get Visa for foreign participants / speakers?
- Is the proposed country in Asia?
City
- Is it centrally located?
- Does it have good airport connections with major cities abroad?
- Is there a good public transportation infrastructure? (Such as bus, trains)
- If not, are taxis easy to catch and cheap? Is it possible for foreigners to get taxi without any stressful bargain?
- How’s the weather like during the event dates?
- Are there large and active industries and communities who would be likely to support or sponsor the conference?
- Does the city provide reasonable safety and security?
- Will it be easy for participants to find foods who require some special dietary options? Such as vegan/vegetarian, halal, or non-alcoholic options.
Dates
- Does the conference happen at the weekend?
- Does the conference happen during the week?
- Does the conference overlap with any public or religious holidays?
- Does the conference overlap with any other large FOSS community events, Ubuntu community events or events from the Industry? (Such as FOSSASIA, COSCUP, Ubuntu Summit, DebConf, AWS re:invent, OSS Summit and more)
- Does the venue cost more money during certain dates?
- How long will the conference be?
- What are your planned dates for opening up registration, call for papers, etc ?
Venue
- Does the venue have a good collection of different sized rooms for large keynotes, networking rooms, and small breakout sessions? Are those rooms far away?
- Does the venue have microphones?
- Does the venue have video projectors?
- Does the venue have white screens?
- Does the venue have whiteboards?
- Does the venue have notice boards?
- Does the venue have good network connections? (Both wired(ethernet) and wireless(Wi-Fi))
- Is there space for a catering(Finger foods, Snacks, Beverages) area?
- Is there space for booths to be set up?
- Are there shops, restaurants and pubs near the venue?
- Can food and water be brought in?
- Are there any police stations, fire stations and hospitals(or at least local clinics) nearby the venue?
- If the venue costs a lot, Does the venue allow down payments?
Accommodation
- Is there a large variety of different accommodation options available?
- Are there accommodation options near the venue?
- Can you organise cheap accommodation for visiting speakers?
- Can you organise discounts with accommodation for conference attendees?
- What is the cheapest cost? Most expensive?
- How do attendees get from their accommodations to the venue? How long does it take? How much does it cost?
Travel
- Can you organise a different set of travel options to get to the host city?
- Can you organise discounts for travel fares?
- Is it easy to get to and from the conference venue?
- Is it easy to get to the city from the conference venue?
- How far is it from the airport and train station to the conference venue? How long does it take? How much does it cost?
- What is the average flight cost from major Asian countries to the host city during the proposed time?
- Can you provide Visa invitation letters in case the speaker needs one?
Financing
- Have you got any local fiscal sponsor who will hold local team fund and handle receiving money, contracts and expenses mostly for local transactions?
- Have you checked local business and tax laws carefully for your country before submitting bid?
- Do you have funds easily available to make expense in advance before sponsorship fee arrives?
- Did you factor in currency conversion into your budget?
Local team
- Do members of the local team have any experience on organising large scale events or international events?
- Did all members of the local team have signed up for launchpad.net and signed for Ubuntu Code of Conduct on their Launchpad profile?
- Did all members of the local team have read the UbuCon Asia Code of Conduct?
- Is there anyone from the local team who has experience with previous UbuCon Asia? Either as a participant, speaker, volunteer or organiser.
- Is there anyone from the local team who is actively involved with Ubuntu LoCo in their region or broader Ubuntu community?
- Can at least 2 members of the local team communicate in English and can join the bi-weekly sync meeting with the global team?
- Who will be dedicated to reviewing session proposals together with the global team?
- Who will be dedicated to arranging travel with overseas speakers together with the global team?
- Who will be dedicated to handling sponsorship together with the global team?
- Have you got at least 10 members (including you) who can dedicate to organising UbuCon Asia?
- We use matrix for main communication. Note that local team members are also required to use matrix to communicate with the global committee.