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
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
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
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
- 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.
◦ 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
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
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
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
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
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
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
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
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!
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