Ubucon Europe and Asia
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The document discusses Ubucon conferences, which are community-organized events focused on local Ubuntu communities. It provides details on previous Ubucon Europe and Asia conferences, including locations and dates. The bulk of the document outlines the process of organizing a Ubucon, including establishing a team, acquiring a venue, calling for proposals and sponsors, scheduling sessions, managing logistics, and post-event tasks like publishing materials and planning the next event. The presenters are available to provide resources and assistance to future Ubucon organizers.
Ubucon Europe and Asia
- 1. Ubucon Europe and Asia Tiago Carrondo <[email protected]> Youngbin Han <[email protected]> November 8, 2022 - Ubuntu Summit @ Prague
- 2. Who we are? Youngbin Han ● Organizer of Ubuntu Korean LoCo & UbuCon Asia 2021-2022 ● Work for Cloudmate Co., Ltd. - Building products for internal use at Service Dev Team
- 3. Who we are? Tiago Carrondo ● Portuguese LoCo ● Co-Organizer of Ubuntu Europe 2019, Sintra ● Podcaster ● DevOps at Ângulo Sólido
- 4. Agenda ● Ubucon?: Difference with Ubuntu Summit & UDS ● Previous Editions of Ubucon Europe and Asia ● Organizing Ubucon - What to prepare & Pain points ● During Ubucon ● After Ubucon - Post event tasks
- 5. What’s Ubucon? ● Another huge place for Ubuntu folks! Just like Ubuntu Summit and UDS. ● Fully Community driven and organized event. ○ Canonical is more like an sponsor here - rather than an organizer. ● More focus on local communities (LoCo)
- 10. Previous editions: Asia (2021 Online)
- 11. Previous editions: Asia (2021 Online)
- 12. Previous editions: Asia (2021 Online)
- 13. Previous editions: Asia UbuCon Asia 2021 - Virtual event, Sep 25-26 The first edition of UbuCon Asia https://2021.ubucon.asia/news/2021-12-01-ubucon-asia-20 21-final-report/ UbuCon Asia 2022 - Seoul, South Korea, Sep 25-26 The in-person UbuCon Asia https://2022.ubucon.asia/tickets/
- 15. Organizing: Make overall plan ● Build a team - You can’t make it alone! ● When - Dates ● Where - Venue ● How many sessions and attendees ● Timelines
- 16. Organizing: First things to do ● Find and Acquire a venue - Earlier better! ○ You should also consider infrastructures nearby!: Metro, Restaurants, Banquets, Hotels, etc. ● Get quotations and make budget plans ● Find fiscal host (or legal partner) ○ Who will manage funds, tax, issue invoice, sign on sponsorship contract and receive funds from sponsors.
- 17. Call for proposals and sponsors ● Call for proposals ○ Stress during CFP periods ■ Not enough proposal even with promoting hard ■ Duplicates, Spams, Too long abstracts ● Call for sponsors ○ Marketing team usually sponsors event and their sponsorship budgets are limited. - early contact better for sponsorship. ○ Sponsors or attendees? Who’s more important? ■ No sponsors, no budget. No attendees, no event. ○ Sending sponsorship proposal mail is like spreading resume via mail for getting a first job.
- 18. Selecting proposals and scheduling ● Slots are always limited due to time and physical spaces. ○ You need to drop some proposals even it’s good one. ○ Not every session can be assigned on main hall. ● Inviting speakers in-person ○ Providing hotels and flights - If they need support ○ Visas (on next page…)
- 19. Visa letters: Please get help from travel agency…
- 21. Website and other infrastructures ● Website (and address) ● Mail address for team contact inbound ● Event manager (pretalx, eventyay…) ● Social networks ● Payments (for paid tickets) ○ Asia: 2 Seperate event platform due to payment regulation in South Korea
- 22. ● Nice design materials helped a lot for spreading the event ● Community partner, Social media (some attractive posting), Posting on Ubuntu Discourse ● Marketing help from Canonical ● Publishing paper poster on university ● Paid ADs (FB) Marketing
- 23. Marketing
- 24. Swag!
- 26. Marketing: Help from community partners
- 27. During Ubucon
- 28. ● Logistics ● Recording/streaming ● MC/moderator ○ Shift schedules for MCs ● coffee-breaks? ● Distributing swags Managing logistics
- 29. ● Day Trip ● Cultural visits ● Dinners ● Drinks ● Parties Social events
- 30. After Ubucon
- 31. Post Ubucon tasks ● Editing/publishing photos/videos ● Publishing numbers and statistics ● Choosing next location ○ provide help and resources ● Close accounting & Managing remaining funds ○ Receive post-event sponsorship funds. and pay balance. ■ Hotels, venue usually allow organizer to pay 10% contract fee first and pay balance after event. ■ Check if any financial loss ○ Keep remaining funds for next event ○ Donate
- 32. Some advices for next Ubucon organizers ● Start organizing earlier! ● Ask for help, don’t be shy ● Reuse! ● Sometimes, you need to say “No”
- 33. Resources that can be provided to next Ubucon organizers ● Access to Ubucon’s social accounts; ● All the coded stuff is on GitHub; ● Access to DNS management; ● Some extra-time to help the next LoCo.
- 34. Questions?
- 35. Additional resources ● https://sintra2019.ubucon.org ● https://carrondo.pt/posts/2019-10-21-a-comunida de-ubuntu-portugal-esta-viva-e-recomenda-se/ ● https://2022.ubucon.asia/ ● https://2021.ubucon.asia/news/2021-12-01-ubuco n-asia-2021-final-report/