KolkataFOSS 2025 - Planning

Conference
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Hello Everyone!!
Starting this thread to post all the details regarding the planning of KolkataFOSS 2025.
Telegram link - Join
Hope you are as excited as us!!!

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First Volunteer Sync - Minutes of the meeting

Timestamp: Feb 10th, 10:00 PM
Attendees: @Antara_Paul @Mrutyunjay_Lodhi @Md_Waqas_Omar @Arup_Matabber @zayd_faizal @r.k_shankar Soham, Srijan and Myself.
Target Conference Date: 13th or 12th April 2025, Sunday
Venue: To be decided

Summary

  • Venue is in talks, will be confirmed in a few days.
  • Sponsorship deck will be prepared by 14th Feb.
  • Budgeting needs to be done.
  • Designs will be focused on a theme which will be decided soon enough, with a mascot.
  • Spreadsheet with all the details will be prepared by tomorrow.
  • Initial workgroups have been created, further planning will be done in next meet (possibly in a few days).
  • 15th February - announcements and call for volunteering
  • Then call for speakers, Project booth
  • Tickets sale should start 1.5 months before.
  • Tickets price - 100- 200 for students
  • 300-500 for professionals

Work group

  1. Venue - Srijan and Subroto
  2. Design - Antara, Arup, Srijan
  3. Sponsors - Srijan and Subroto
  4. Speakers reach out - Soham and Mrutyunjay
  5. Documentation - Kripa Shankar, zaid and Riyansh
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Volunteer sync - Minutes of Meet

Timestamp : Feb 13th 10:00 pm
Attendees: @Mrutyunjay_Lodhi @Arup_Matabber @Antara_Paul @zayd_faizal @r.k_shankar and myself
Finalised date for conference: 13th April 2025, Sunday
Potential Venue (in talks): Techno Main University Salt Lake

Summary

  • Budget will be decided by 14th Feb 2025.
  • Brochure/Pitch Deck will be finished by 14th Feb 2025.
  • Venue is confirmed verbally, document will be received in few days.
  • Announcement + Call for Volunteers post will be released once venue is confirmed.
  • 2 Posts - Announcement and CFP will be designed by 16th Feb.
  • Once venue is confirmed, we will start reaching out to sponsors, speakers and community partners.

Current Workgroups as per tasks

  1. Venue - Srijan and Subroto
  2. Design - Antara and Arup
  3. Documentation - Zaid and Mrutyunjaya
  4. Social Media - Rk and Waqas.
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Unfortunately, due to unforeseen delays in securing the venue and the unavailability of volunteers beyond the planned date, Kolkata FOSS 2025 had to be delayed and eventually cancelled.
This was a difficult decision, and we sincerely appreciate everyone’s enthusiasm and support throughout the planning process. We hope to bring this vision to life in 2026 under better circumstances.
Information regarding that will be provided soon.

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