[[UbuconAsia/2021/MeetingMinutes|Back to list of minutes]]

= 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 [[UbuconAsia/2021/MeetingMinutes/2021-02-17|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