UbuCon Asia x COSCUP 2026 Team meeting 2026-03-04 12:00 UTC

Community
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Meeting Chair

@sukso96100

Roll Call

@sukso96100 @rjhsiao @saileshsingh36 @jipangmenjerit Singing(COSCUP) Joe Angel(COSCUP) Melanie(COSCUP)

Updates

Action Item Updates

  • UCA: Confirm suggested room allocation works for the team → Done
  • COSCUP: Share CFP schedule when ready → Done
  • COSCUP & UCA: Discuss sponsorship coordination → Not yet
  • Both teams: Invite each other to Matrix and Mattermost → Done
  • UCA: Share booth volunteers joining COSCUP booth at FOSSASIA → Done
  • Youngbin: Contact Mauro to check if volunteering at COSCUP booth qualifies for Ubuntu CDA → Done
  • Singing: Invite Youngbin and RJ to Mattermost → Done

Meeting Agenda

Venue

  • Room allocation expected to be confirmed by Sunday.

Community Booth:

  • UCA team would like two booths:
    • One for UbuCon Asia
    • One for Ubuntu Community
  • COSCUP requested that both teams submit booth applications via Pretalx.

CFP & booth information:
https://blog.coscup.org/2026/02/coscup-2026-call-for-participation.html#anchor2

Signage

  • COSCUP team will handle COSCUP × UCA branding across the venue.
  • In previous years, community track organizers often brought additional decorations (e.g., banners).
  • UCA team will discuss internally what additional signage might be needed and inform COSCUP.

Content

  • Session Timeslots

    • Sessions can be scheduled between 10:00 AM – 4:00 PM.
    • There is no fixed lunch break; track organizers may decide their own schedule.

  • Workshops

    • Workshop duration is up to track organizers.
    • Note: Very long workshop sessions may sometimes reduce participant interest.

Sponsorship

  • Discussion about potential references from RubyConf team.
  • COSCUP checked with their sponsorship team:
    • Co-hosted events usually approach their own previous sponsors.
    • Sponsorship prospectus for 2026 is not yet published, but pricing and benefits will likely remain the same as last year.

Merch

  • COSCUP team can help with ordering stickers and small tokens of appreciation for speakers.
  • They will also discuss internally if all speakers can receive a token of appreciation this year.
  • Question raised:
    • Whether UCA merchandise can be sold to raise funds for covering speaker/organizer travel expenses.
    • This requires confirmation from the COSCUP team.

Action Items

COSCUP

  • Confirm room allocation on Sunday and inform the UCA team.
  • Check if UCA team can sell merchandise for travel grant funding.
  • Provide sponsorship prospectus once available.
  • Discuss internally whether they can provide tokens of appreciation for all speakers.

UCA

  • Submit booth applications for both teams.
  • Discuss and finalize additional signage requirements.
  • Finalize CFP setup.
  • Next Meeting : March 25, 2026, 12:00 UTC via Jitsi Meeting