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Meeting minutes for 2021-03-03

When

• 2021-03-03 22:00 ~ 24:00 UTC+9
• Whether it will be text chat or video call will be decided one day before the meeting based on poll result

Attendees

• Chair: Gunyoung Yoon(KR)
• Note taker: Koala Yeung(HK) - attend instead of Jeremy Cheng(HK) (more attendees will be added after the meeting)
• Youngbin Han(KR)
• RJ Hsiao(TW)
• Hong Phuc Dang (FOSSASIA)
• Sartika Lestari(ID)
• Liam Zheng(CN)
• Maynard Qin(CN)
• Robbi Nespu(MY)
• Fumihito Yoshida (JP)
• Aron Xu(CN)

Agendas

New members

• Maynard Qin(CN)

Updates from teams

• Coordination team

  • Gunyoung published meeting note on wiki

  • Discussed about improving way of working
  • Posted polls to ask everyone about their opinions.
  • Gunyoung: Trying text-based meeting now as a result of coordination team discussion.
• Marketing Team
  • Marketing list of tasks for the next two weeks
  • Prepare annouce CFS
    • Prepare social media artwork including link to CFS that could be seen in google drive as well and planned to release by 21 march.
    • Prepare announcement text for social media
  • Add organizing partners into eventyay page and website

  • Contact Eventyay to feature UbuCon on eventyay.com main page

  • Discussed about marketing budget
  • List of all Ubuntu channels that can be used for marketing

  • Direct http://ubucon.asia/speaker-registration/ to https://eventyay.com/e/75ac7f83/cfs

  • Announce CFS
    • Tentative released date: 21 March 2021
    • Release the CFS across channels
• Technical team
  • Tested eventyay’s BBB to see what features available

  • Tested YouTube playback on BBB

    • Checked if it works for people in china without VPN/Proxy
    • On the other hand, Chinese people can still enter video call without video call but with some delay
• Sponsorship team
  • Discussed about what benefits we can offer
    • Sponsored session, Logo on web, video, goods
  • Discussed about sponsorship class and its criteria.
  • Youngbin: Asked his friend has many years of experience organizing Open Infra Days. Advised to find an Agency that will help manage finance expenses. Contacted MCI Group in Singapore. waiting for a response.
    • Hong phuc advised to find similar organization or agency by asking team members first
  • Youngbin asked Liam for Google Workspace sponsorship. Liam asked his boss.
    • Liam’s boss suggested the following things.
      • submit Ubuntu Community Funds

      • https://ubuntu.com/blog can be used for promotions

• Content team
  • No update last week.

Action items from last meeting

• Hong Phuc: provide twitter for members
  • Done
• Each Team: List the tasks for each team and share at the next meeting
  • Done, Updates shared
• Tech / Content Team: Discuss about the session format and subtitles, and prepare a draft about it to share everyone.
  • Work in Progress
• Content Team: Enter your contact information on the google spreadsheet(URL)
  • Done
• Sponsorship Team: Contact Liam, for the basic funding to start with.
  • Done. Updates shared.
• Hong Phuc: Provide access to eventyay to content team
  • Done. (Content team members should all get an email from eventyay)

Topics for discussion

• Sponsorship team needs a budget plan.
  • To submit an Ubuntu Community Fund application: It requires a detailed budget plan and estimated amount of budget.
  • Tech/Video team, Content team, Coordination team, Do you have anything that costs money?
  • Let’s list items on Google Spreadsheet and co-edit.
  • Tech/Video team
    • Google Cloud Credit: for Speech-to-text, Translation API
    • Storage for storing session videos temporary
    • VMs: If we automate video rendering and subtitle generation.
  • Content team
    • None
  • Coordination team
    • Google Workspace: 5 user, 1 year, business starter plan(the basic one)
  • Sponsorship team
    • Goods shipping fees?
  • Marketing team

• Our detailed event scale and program. ⇒ postponed

  • Other teams will be able to expect their required budget with detailed plans.

  • When do we start calling for papers(was it already begun?)

  • Exact event start time and end time.

  • How many tracks? (==How many sessions will happen at the same time?)

  • How many session slots?

  • We have regular session and Lightning talks(recorded or live), Workshop, Panel talks,

    • Do we also have virtual booths(or virtual exhibitions) with video calls?

Action Items

• Each Team: List their cost and budget at the google doc (budget plan draft).
• Content Team: Discuss about event scale and details and bring some updates.
• Content Team: Setting up the telegram channel and starting the team.
• Koala Yeung: Publish meeting minutes on Ubuntu wiki and discourse
• Jeremy Cheng: Next meeting chair - prepare and invite people to next meeting
• Youngbin Han - Prepare meeting minutes for next meeting (Note taker)
• Next meeting: 2020-03-17 22:00 KST