Meeting on 2025-11-02T13:00:00Z
The UbuCon Asia Committee scheduled a video call by making a Google Calendar invitation to the committee members as well as Local team candidate(Malaysia team) members using their email addresses listed on their bid document. The purpose of the meeting was to provide feedback for the Malaysia team.
People present
Chair: @sukso96100
Committee: @sukso96100, @rjhsiao @younggunner14 @bajinra @jipangmenjerit
Malaysia team: @fenris @linuxmalaysia
Updates from the Malaysia team
@linuxmalaysia informed that the Malaysia team decided to withdraw their bid. Mainly 2 reasons: They have communication problems within the Malaysia team internally, Another reason was that they think they aren’t skilled enough to host UbuCon Asia. He also apologized to the Committee for withdrawing their bid.
@fenris on behalf of the Malaysia team, complained that the bid process was unfair and not transparent. Because the Committee had decided to reject their bid at the Committee’s meeting on October 10th, 2025 then published such results on Ubuntu Discourse publicly without providing any chance to receive feedback from the committee then improve their bid. During the meeting, He also posted a response on Malaysia team bid document with their official statement that they have decided to withdraw their bid.
Explanation from the Committee and bid feedback for the Malaysia team
@sukso96100 on behalf of the Committee first explained about the Committee’s meeting on October 10th, 2025. He explained that the purpose of the meeting was not to fully reject the bid from the Malaysia team nor to publish an official announcement on bid rejection or decline notice for the Malaysia team. The meeting’s purpose was to discuss the Malaysia team’s bid, what kind of improvements are required, what must be reflected soon after providing the feedback and what are less urgent. and also to discuss what kind of feedback the Committee will provide on the meeting with the Malaysia team. He also explained that the meeting note published on the Ubuntu Discourse that @fenris mentioned was just for archiving the meeting note for some transparency as well as to use it as reference for future organizers and it is not an official bid rejection or decline notice.
@sukso96100, @younggunner14 and a few more Committee members present at the meeting continued with providing feedback for the Malaysia team’s bid. They told the Malaysia team that these 3 things are the important items that must be improved or clarified while other feedback are less important.
- Venue: The bid did not mention any specific venue names. It’s just mentioning “University”, “Government Agency Hall”. While the bid does not need to state that the venue is confirmed or secured before submitting the bid, it should at least provide a list of venue candidates that the team is considering.
- Dates: Proposed dates likely to clash with the Ubuntu Summit 26.10 which would make it difficult to bring support from the Ubuntu Community as well as Canonical.
- Communications: Many Committee members have been concerned about whether it would be smooth to communicate with the Malaysia team. Since Committee members were not able to get any reply back after posting feedback on their bids, and also were difficult to get response from them after trying to contact them emails stated on their bid for providing feedback and to hear their thoughts. @sukso96100 also explained that Ubuntu Discourse and Matrix are platforms that the Ubuntu Community uses as their official communication.
After providing the feedback, @linuxmalaysia from the Malaysia team provided some answers.
- Venue: They are considering the co-located UbuCon Asia in CyberDSA 2026. And the venue of that event was not confirmed yet at the time they submitted their bid.
- Dates: They are aware that hosting UbuCon Asia in late October may clash with Ubuntu Summit 26.10. They confirmed that the event dates would be early October as CyberDSA 2026 will happen during that period.
- Communications: Harisfazillah told the Committee that they are not used to communicating on Ubuntu Discourse but try to check discourse more frequently and get used to it.
Result
- The Committee requested the Malaysia team to update their bid document based on the feedback and their answers at the meeting today.
- UbuCon Asia Committee and Malaysia team (Local team candidate) discussed to schedule another meeting on November 16th 13:00 UTC to discuss about the bid process further.
Meeting on 2025-11-16T13:00:00Z
People present
Chair: @sukso96100
Committee: @sukso96100 @younggunner14 @bajinra @saileshsingh36 @jipangmenjerit @bajinra @aryan
Malaysia team: (None)
While many of the UbuCon Asia Committee joined the video call on time, nobody from the Malaysia team(Local team candidate) joined the video call. After waiting for the Malaysia team for about 30-40 mins, @sukso96100 and @aryan tried to make a voice call with telegram to @fenris but he did not respond on the call.
Result
- After waiting about an hour, the Committee discussed finishing the meeting then scheduling another one on 2025-11-18T13:00:00Z
- The Committee also decided while trying to keep communicating with the Malaysia team, If it’s found difficult or impossible to communicate with them for continuing the bid process until November 30th, The rest of the bid process for the Malaysia team will be halted. After that, the Committee will start considering alternative options.