PyCon APAC Hosting 2019

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Liew BengKeat

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Sep 14, 2018, 2:23:21 AM9/14/18
to PyCon Organizers APAC
Dear friends

We have received the proposals for hosting of PyCon APAC 2019 from 2 countries, namely the Philippines and Indonesia.

I propose we try to keep to the proposed timelines where possible. Moving forward, I invite all other representatives (except proposed hosting countries) to review the proposals submitted and if there are any questions/clarifications, I recommend that such questions and clarifications be raised and answered/clarified by 24th Sept if possible (instead of 17th Sept originally). Where necessary, the proposals may need to be amended/updated. 

Depending on the extent of the latter, we shld decide/vote on the hosting country by 8th Oct 2018. Possibly earlier should there be no questions / clarifications.

I hope the above is acceptable for all. 

Thank you
Liew Beng Keat

Younggun Kim

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Sep 16, 2018, 5:31:43 AM9/16/18
to Liew BengKeat, PyCon Organizers APAC
Thanks BengKeat for writing up all of this.

I’ll prepare a ballout on Helios with the timeline you suggested. 

Best,



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Liew BengKeat

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Sep 19, 2018, 11:36:55 PM9/19/18
to Younggun Kim, PyCon Organizers APAC
Fantastic. Thks!

Liew BengKeat

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Sep 20, 2018, 2:49:28 AM9/20/18
to PyCon Organizers APAC, Rizky Ariestiyansyah, Matt Lebrun
Dear Rizky, Matt

A few clarification questions pls:

For Rizky: 
- Can you explain PERKODI which was mentioned in your proposal?
- Your proposal suggested that you are able to organize at different venues and IF Indonesia is the choice, we shld also vote for city. Is that correct? 
- Related to the above, which location would actually represent the 'best' location where in-country participants are concerned?
- For dates, I note that different periods were proposed as well. Again, what is the 'best' period for in-country participants?

For Matt:
- The PH proposal mentioned the need for help in Financial Assistance for Speakers, etc? Can you give a rough indication of the amount of assistance you think is required?   
- The proposed date for PH is Feb 2019. That is less than 6 months away. Can you give us a sense of the workplan that the PH team will need to put in place to make it happen in Feb 2019?

Thank you.
Sincerely
Beng Keat
  

Matt Lebrun

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Sep 20, 2018, 10:18:35 AM9/20/18
to Liew BengKeat, PyCon Organizers APAC, Rizky Ariestiyansyah
Hi Beng Keat,

Noted on these clarifications. I'll get back to you in a couple of days with answers.

Cheers!

Matt
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Matt

Matt Lebrun

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Sep 23, 2018, 1:31:09 PM9/23/18
to Liew BengKeat, PyCon Organizers APAC, Rizky Ariestiyansyah
Hi Bean Keat,

For the financial aid, we are targeting a total of USD 5,990.00. Here's a breakdown of distribution:

CategoryItemUnit CostQuantityPHP TotalUSD Amount
Financial Aid Funds
Speaker Airfare60,0003180,0003,317.00
Speaker Accommodation15,000345,000830.00
Diversity Fund - Attendees25,0004100,0001,843.00
Grand Total5,990.00

The amount will be sourced from sponsorship. Depending on whether we meet this target or not, we will have to redistribute or limit the amounts.

As for the workplan, here's a high-level:

September 1st week - October 2nd wk
- Pre-prep planning 
    Budget estimates (done)
    Sponsorship packages (ongoing)
    Venue partner (done)
    Venue date availability (ongoing)
    Committee Heads (done)
    PyCon APAC hosting proposal (ongoing)
- Call for talk proposal
- Call for volunteers

October 3rd wk - November 2nd wk
- PyCon landing page
- Sponsorship invitation
- Keynote invitation

November 3rd wk - February 2nd wk
- Ticket sales

January 1st wk - February 2nd wk
- Logistics and Food
- Printing of marketing collateral
- Finalize Video and Photography service providers

December 1st wk
- Opening of financial aid requests

December 2nd wk - January 1st wk
- PyCon website with speaker list and program schedules

December 4th wk
- Closing of call for talk proposals

January 4th wk
- Closing of sponsorship
- Closing of financial aid requests

That's it. Let me know if you need further clarifications.


Cheers!

Matt
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Matt

Liew BengKeat

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Sep 24, 2018, 5:06:08 AM9/24/18
to Matt Lebrun, PyCon Organizers APAC, Rizky Ariestiyansyah
Thks for the clarification. 

Rizky Ariestiyansyah

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Sep 29, 2018, 1:15:38 AM9/29/18
to Liew Beng Keat, pycon-orga...@googlegroups.com, Rizky Ariestiyansyah, lebru...@gmail.com
Hi Beng Keat,

Let me clarify one by one.

For Rizky: 
- Can you explain PERKODI which was mentioned in your proposal?
PERKODI is legal entity used by PyCon Indonesia.

- Your proposal suggested that you are able to organize at different venues and IF Indonesia is the choice, we shld also vote for city. Is that correct? 
We propose that city, since we will have pre-event called PyCon APAC Roadshow we will select the city based on that. We will have the roadshow if we are selected as host of PyCon APAC 2019.

- Related to the above, which location would actually represent the 'best' location where in-country participants are concerned?
The Best location would be Yogyakarta, good for huge participants, culture and tourism, you will love Yogyakarta.

- For dates, I note that different periods were proposed as well. Again, what is the 'best' period for in-country participants?
September will be the best time.

Hope it help

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Rizky Ariestiyansyah
Chairman
Python Conference Indonesia

Younggun Kim

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Oct 2, 2018, 1:35:13 PM10/2/18
to PyCon Organizers APAC, pyco...@python.org
Dear organizers,

I'll set up an e-voting for PyCon APAC 2019 Host on Helios Voting.

Since this is our second time to the system, I would NOT send a test ballot to voters.

Before I set up the voting and send e-ballot to all of the valid voters, I would like to ask you to confirm the representative voter and e-mail address of each voting countries again.
(Please email me with the correct address before the voting starts)


## Voting Countries
- Hong Kong: Sammy Fung <sa...@opensource.hk>
- India: Shilpa Karkeraa <sh...@myraatechnologies.com>
- Japan: Manabu Terada <te...@pycon.jp>
- Malaysia: Iqbal Abdullah <iq...@pycon.my>
- Singapore: Liew Beng Keat <be...@gmail.com>
- South Korea: Kwonhan Bae <da...@gmail.com>
- Taiwan: Taihsiang Ho <ta...@gmail.com>
- Thailand: Dylan Jay <dy...@dylanjay.com>
- Vietnam: Hoc Do <ho...@gmail.com>

Following countries are not eligible to vote as they are candidates.
- Indonesia
- Philippines


## Timeline
Voting starts at Oct. 5th 00:00 UTC
Voting ends at Oct. 8th 12:00 UTC


At 00:00 UTC on Oct. 5th, you will receive an email from sys...@heliosvoting.org, which contains your voter ID and the election URL.

- To vote for a candidate country, cast your vote and click next.
- You can review the proposal each country have submitted.
- To abstain, do not select any candidate countries and click next

You will be able to review your ballot before you cast your vote.

Best,
Younggun

Liew BengKeat

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Oct 2, 2018, 9:24:50 PM10/2/18
to Younggun Kim, PyCon Organizers APAC, pyconapac
Hi 

For Singapore, the representative shld be Michael Lee (mick...@hotmail.com).

Michael, as Preseident of PUG, I take it that you will bring the proposals to the 'group' and vote on behalf of 'Singapore'. 

rgds

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Younggun Kim

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Oct 4, 2018, 7:18:51 AM10/4/18
to Liew BengKeat, PyCon Organizers APAC, pyco...@python.org
Thanks for the clarification. Noted.

Liew BengKeat

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Oct 10, 2018, 1:44:35 AM10/10/18
to PyCon Organizers APAC
Dear friends

On behalf of APAC PyCon Organizers, let us firstly express our sincere thanks to the Philippines and Indonesia for submitting their proposals for hosting of PyCon APAC for 2019. We are all fully aware of the effort that is required with these proposals. So thank you. Matt, Rizky, pls convey our thanks to your respective teams!  

But this email is not just to say thanks. On 8th Oct, the voting for the hosting of PyCon APAC 2019 closed and we would like to announce that the country that received the most votes is (drum-roll...) the Philippines! 

Congratulations to the team from the Philippines! We all look forward to joining you in Feb 2019. Given the tighter time frame, pls do let us know how, as an APAC community, we can support you moving forward!

To the Indonesia team, it was a strong bid. So we expect that we can look forward to your submission for 2020!

Thank you all. See you in the Philippines!
Beng Keat
 

  

On Fri, Sep 14, 2018 at 2:23 PM Liew BengKeat <bengke...@gmail.com> wrote:

Kwon-Han Bae

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Oct 10, 2018, 1:46:34 AM10/10/18
to Liew BengKeat, PyCon Organizers APAC
Congratulations to Philippines team.

see you soon pycon apac friends!


2018년 10월 10일 (수) 오후 2:44, Liew BengKeat <bengke...@gmail.com>님이 작성:

Rizky Ariestiyansyah

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Oct 10, 2018, 1:46:40 AM10/10/18
to Liew Beng Keat, pycon-orga...@googlegroups.com
Congrats for Philipppines and see you there guys :)

Cheers

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Matt Lebrun

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Oct 10, 2018, 2:20:59 AM10/10/18
to Rizky Ariestiyansyah, Liew Beng Keat, pycon-orga...@googlegroups.com
Hello everyone,

Wow! This is great news! We are very honored to be selected.

I'm sure our team will be very pleased with news.

Can't wait to see everyone soon!


Cheers!

Matt
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Matt

Taihsiang Ho

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Oct 10, 2018, 3:20:56 AM10/10/18
to pycon-orga...@googlegroups.com
Congrats! Looking forward to seeing you in Philippines!

Cheers,
Tai


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Taihsiang Ho
Python Conference Taiwan

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Taihsiang Ho

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Oct 10, 2018, 6:46:01 AM10/10/18
to PyCon Organizers APAC
Congrats! Looking forward to seeing you in Philippines!

Cheers,
Tai


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Taihsiang Ho
Python Conference Taiwan

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Liew Beng Keat於 2018年9月14日星期五 UTC+8下午2時23分21秒寫道:

Iqbal Abdullah

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Oct 12, 2018, 5:01:59 PM10/12/18
to PyCon Organizers APAC
Congratulations PH!
I had good memories joining their local PyCon this year. Looking forward to seeing the PH team again next year!
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