Host UbuCon Asia 2024 in your City!

https://louca.id/sessions/?id=52

Transcript

1. 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 youngbin@ubuntu-kr.org | ybhan@ubuntu.com https://louca.id
2. 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
3. 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
4. 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
5. Short history 🌏📍 2021 Virtual event 2022 Seoul, South Korea 2023 Surakarta, Indonesia 2024 Somewhere in Asia In your city!
6. - 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
7. The format - Social events Conference Dinner Group tour (1-day or half-day)
8. The format - Exhibition (Sponsor booth)
9. 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.
10. • 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
11. General* (Coordination) Sponsorship & Finances* Content* Marketing* Video Web* Travel support Facility Logistics *Roles that Global team and Local team work together
12. • 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
13. • 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
14. • 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
15. • 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
16. • 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
17. • 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
18. 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
19. • 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!
20. • www.ubucon.asia/organizer-guide • Documentation is still working in progress… ◦ Content subject to change Organizer guide
21. 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
22. - Dili, Timor-Leste - Bengaluru, India 5 min pitches
25. - Dili, Timor-Leste - Bengaluru, India 5 min pitches
26. 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?
27. LibreOffice Conf. Asia UbuCon Asia 2023 Thanks to Our Sponsors