LibreOffice Conf. Asia UbuCon Asia 2023 Surakarta | October, 8th 2023 Host UbuCon Asia in your City! Short history of UbuCon Asia & Things to know before submitting your bid Youngbin Han | Korean LoCo, UbuCon Asia team [email protected] | [email protected] https://louca.id

About the event About UbuCon Asia: Its short history and the event format. PART 01 Team structure & Local team requirements Team structure (Global team, Local team, roles) & Requirements for local team to host UbuCon Asia Bids timeline Timeline for bids submission, evaluation and 2024 dates and venue announcement. 5 min pitches from potential bids Let’s bring few teams interested to host next year’s event then discuss about possible ideas. PART 02 PART 03 PART 04 Index

There are 2 big events in Ubuntu Community today: - Ubuntu Summit - former UDS (Ubuntu Developer Summit) - Gathers Ubuntu folks all around the world. - UbuCons - By continent or country, organized by LoCos - Fully community driven - Canonical is just a sponsor here About the event

UbuCons around the world UbuCon Asia Oct 7-8 2023 UbuCon Korea Sept 9 2023 UbuCon LA Sept 9 2023 UbuCon @ SCALE UbuCon Portugal Sept 17 2023 UbuCon Europe

Short history 🌏📍 2021 Virtual event 2022 Seoul, South Korea 2023 Surakarta, Indonesia 2024 Somewhere in Asia In your city!

- Talks (or Lectures): 20 min ~ 50 min (Including Q&A) - Workshop (or Hands on Lab): 90 min ~ 120 min - Interactive session that engages with audiences to try out technologies in action. - Birds of Feathers (or Networking session): 50 min - Informal or open discussion with specific topic - Panel discussions: 50 min - Discussion with moderator and 2+ panels - Lightning talks: 3 min ~ 5 min The format - Conference content

The format - Social events Conference Dinner Group tour (1-day or half-day)

The format - Exhibition (Sponsor booth)

Event dates - 2 Days, Second half of the year - Usually around late August to early October - Must have at least 20 days gap with Ubuntu Summit - Don’t overlap with public or religious holidays - Try not to overlap with other big tech events or large scale foss events. - Such as FOSSASIA, COSCUP, AWS Re:invent… etc.

● Global team ○ Decide where to host UbuCon Asia ○ Help with sponsorship, marketing, partnership across the globe ○ Give guidance to local team on event implementation ● Local team ○ The team who actually implements to event ○ Acquire the venue, raise fund, travel support, logistics… ○ Most things are executed by local team. Team structure & roles

General* (Coordination) Sponsorship & Finances* Content* Marketing* Video Web* Travel support Facility Logistics *Roles that Global team and Local team work together

● There are no such dedicated legal entity for UbuCon Asia event for now. ● Local team need to bring their own fiscal host(fiscal sponsor) ○ Either non-profit legal entity or a company (such as event agency) ○ A legal that will manage and hold fund of the event ○ A legal that can sign on contract, issue/receive invoice and handle tax ○ It’s not a requirement, But If they can provide visa support - It’s a plus. ○ A legal incorporated in local team’s country is recommended to work with the venue, local sponsors, local suppliers easier. ● If there’s no fiscal host that backs your local team - You simply can’t host Your local team must be backed by Fiscal host

● At least 6 members, 8~10 members recommended. ● Experience with organizing large scale events. ● Either Involved with local Ubuntu/FOSS community or broader Ubuntu Community. ● At least 2 member from local team should be able to join our bi-weekly meeting. How your local team should be consisted

● Venue ○ Easily accessible in the city with public transportations ○ Can handle 300+ participants ○ Spaces for Keynotes+talks, breakout sessions, reception and exhibitions. ○ Beam projectors (or large screens), bunch of outlets, fast and stable network. Requirements for the Venue and its city

● City ○ Must be accessible from major cities in Asia by flights. ○ Reasonable security, Good public transportation ○ Strong support from local FOSS community, Industry and Government. ■ So that your team can bring many participants and raise enough fund. ○ CIQ Policy (Customs, Immigration, Quarantine) ■ Can most foreigners travel their without Visa? ● If Visa required, Is it easy to get one? ■ What about Customs? Any restrictions on bringing many electronics? Requirements for the Venue and its city

● Website ○ Indico instance for CFP - events.canonical.com or another community Indico instance that will be online later ○ ubucon.asia website domain (for event website) and email (dooray.com) ● Social media accounts and channels for marketing ● Sponsorship network - Although it’s not big and strong enough yet :( Existing resources that we can leverage

● Build your team and bring basic resources ○ 6+ core members, Fiscal host, Venue and accommodation options ○ Initial sponsors and partners ● Prepare and submit required documents ○ Bid proposal ○ Answers for bid checklist ○ Budget estimation Submitting bid for your team

Bids schedule Oct 9 Open for bids Oct 31 Deadline for submitting bids Nov 30 Bids Evaluation Deadline Dec 24 Deadline for 2024 Venue & Date announcement Submit your bids by email to “contact @ ubucon.asia” by Oct 31 Early Nov Bids presentation and Q&A session

● Sorry,But we don’t prefer joint event for 2024 ○ This year is joint with LibO. And We found it’s really difficult to handle sponsorship with joint event :( ● UbuCon Asia could be risky business for local team. Evaluate yourself if your team can handle diverse risks well (especially financial and legal) ● Once your team got chosen, Please acquire the venue soon and make at least verbal agreement by the end of this year. Note!

● www.ubucon.asia/organizer-guide ● Documentation is still working in progress… ○ Content subject to change Organizer guide

Now, Let’s invite our potential bids for 2024 to the stage to hear about their ideas on hosting UbuCon Asia 2023 in their city! 5 min pitches

- Dili, Timor-Leste - Bengaluru, India 5 min pitches

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- Dili, Timor-Leste - Bengaluru, India 5 min pitches

If you have any questions to me (or UbuCon Asia Global team - Find us at Canonical Ubuntu booth! We occupied it.), Or to the folks who just gave their pitch, feel free to ask! Questions?

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