Hey Nozomi, thanks for responding!
Please invite me to your community Slack channel, that would perfect.
It might helpful for me to give you some more context about the conference and how we've run it in the past.
Some More Info About Selenium Conf
It's typically 3 days in length. The first day is for pre-conference workshops that run all day (e.g., during normal business hours). We typically have 4 workshops for topics like Getting Started with Selenium, Selenium Grid, Mobile Testing with Appium, and how to become a Selenium Committer. Days 2 and 3 are for the conference. The conference days are full length as well with scheduled breaks. Each conference day there are 2 parallel talk tracks with sessions typically running 45 minutes in length.
The conference tends to attract between 400 and 600 people from all over the world (including both attendees and speakers/organizing staff/etc.).
We charge admission for both the workshops (e.g., someone signs up for an individual all-day session) and the conference (e.g., a ticket gets you access to both days). We also have various corporations that sponsor the event. Our goal is always to operate the conference without a deficit. Ideally, we operate the conference at a profit, with proceeds going to the Selenium project.
For conferences outside of the United States, we typically look for a host entity that is willing to take on the legal and financial burden of putting on the event, standing up a website, selling tickets, selling sponsorship slots, handling money, securing a venue, and navigating contracts in the host country. We have an events planning company that is willing to help fulfill this role for us in Tokyo, but are open to looking at others if you have a company that you think would be a good fit. We, the conference organizing committee, are able to help with promoting the event to the community worldwide, putting the host entity in contact with potential sponsors, and putting the speaker program together.
Now, about that meet up later this year.
If you can arrange the venue and get the word out locally for a meetup later this year, then the Selenium project should be able to cover the travel expense for the project members that are able to make the trip. I'll check in with various Selenium project members to see if June will work for them. I'll keep you posted.