UCA26 Organizer Meeting 2026-08-04 13:30 UTC

Community
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Meeting Chair

@sukso96100

Roll Call

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

Action Items Follow-up

  • Sailesh:
    • Add featured speakers to website → Almost done
    • Provide on-site volunteer role list for role assignment → Done
  • Youngbin:
    • Include featured speaker information in opening slide → Done
    • Create on-site sync meeting calendar invitation → Done
  • RJ — Send speaker participation and travel reminder emails → Done
  • Aaditya — Gather organizer and volunteer information for the website → Done
  • All — Submit city tour form if attending — Done / To confirm

Meeting Agenda

Content

Speaker / Participant Interviews

Proposed interview questions:

  • Could you introduce yourself? Have you attended UbuCon Asia before?
  • Sponsors:
    • Can you introduce your organization and explain why you support UbuCon Asia?
  • Speakers:
    • What topic did you present at UbuCon Asia?
  • Participants:
    • Which session or program did you enjoy the most?
    • What was the best part of the event?
    • What is your key takeaway from the event?

Interview Team

  • Aaditya
  • Youngbin will bring the camera and microphone.

Booth

Geocaching Game

Discussed using a geocaching/scanning activity at the booths.

Possible approaches:

  1. Participants complete a small quest and collect stamps/points to redeem souvenirs.
  2. Participants simply collect a stamp/point at the booth.

For UbuCon Asia, participants will be encouraged to join the Matrix community before scanning for points.

Booth Slides

  • Ubuntu Community booth slide
  • UbuCon Asia booth slide

The slides will be finalized and shared with booth volunteers along with instructions.

Welcome Party Drink Tickets

Welcome party redemption codes were discussed for organizers and participants.

Sponsorship

  • No specific updates.

Marketing & Design

Speaker Promotion

  • Continue speaker promotion activities.
  • Coordinate speaker information and promotional materials.

Timetable Printing

  • Discussed using the Indico printing feature as a possible option for timetable printing.

Travel

  • No specific updates.

Website

  • Add a button/link to the official timetable.

Venue & Site Visit / Logistics

Wi-Fi

  • Wi-Fi credentials can be obtained from the information desk.
  • Wired network availability should also be checked on site.

City Tour

  • City tour registration is available through the COSCUP registration form.
  • Organizers and attendees should complete the form if they plan to participate.

On-site Sync Meeting

  • Day 1: 16:00 — AU Room
  • Day 2: 15:30 — TR-211
  • Duration: Up to 20 minutes
  • Purpose: Quick organizer sync and review.

Social Events

  • Day 0: Welcome Party
  • Day 1: Possible unofficial gathering — participant list to be checked
  • Day 2: Celebration Party after the event — organizers and speakers

Action Items

  • Sailesh — Add timetable button to the website.
  • Aaditya — Prepare interview sheet.
  • Youngbin & Sailesh:
    • Finalize booth slides.
    • Share booth slides with volunteers and provide instructions.
  • All relevant organizers — Attend the on-site sync meeting:
    • Day 1: 16:00, AU Room
    • Day 2: 15:30, TR-211
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