KCD - Australia 2023 (August 22)

bradmccoydev commented 3 years ago

Please fill in information, organizers, and sponsors as you assemble them, and then make a new comment when this application is ready for review.

Event Details

Event Location: Doltone House Hyde Park
Event Date and Time: August 22, 2023
Event type: In-Person
Expected Number of Attendees: 400
Tracks/Days: 1-day event

Organizers

Organizer 1: Brad McCoy, Basiq, bradmccoydev@gmail.com, CNCF Slack Username - Brad McCoy
Organizer 2: Matthew Flannery, Accelera, CTO, flannery.matt@gmail.com, CNCF Slack Username - Matt Flannery
Organizer 3: Sharlene Tee, Sysdig, sharlene.tee@sysdig.com, CNCF Slack Username - Sharlene Tee
Organizer 4: Brendon Thwaites, Founder, Brendon@zeroq.net.au, CNCF Slack Username - Brendon Thwaites
Organizer 5: BMK Lakshminarayanan, lbmkrishna@gmail.com, CNCF Slack Username - BMK Lakshminarayanan
Organizer 6: Dionne, Solo.io, dionne.phay@solo.io, CNCF Slack Username - Dionne Phay

Submission checklist:

Please check each of these as you complete them:

[x] No other Kubernetes Community Day event in the same region
[x] Minimum of 3 organizers from 3 different organizations
[x] Every organizer has an account on Cloud Native Community Groups
[x] Each organizer lives in or just outside of the KCD location
[x] At least one organizer is a CNCF member employee, CNCF ambassador, or CNCF project maintainer
[x] All organizers agree to follow the event guidelines and CNCF Code of Conduct
[x] Minimum of 3 sponsors committed (not required to be confirmed ahead of the KCD event)
[x] Identified fiscal sponsor that can accept payments such as from sponsorships and payout expenses
[x] Agree to offer (at minimum) 3 complimentary tickets to increase diversity for the event
[x] Agree to use Cloud Native Community Groups for registration, scheduling, and event website
[x] Agree to use SM Apply for CFP
[x] Event date and time has been chosen
[x] Added usernames for CNCF Slack for all organizers so that we can add you to the #kcd-organizers channel
[x] Create a LinkedIn Page or Twitter handle specific to your KCD event - @kcd_australia

CfP open and close dates: Website launch date:

Submission checklist for CNCF:

[x] Organizer email alias has been created: organizers-australia@kubernetescommunitydays.org
[x] Region created in Bevy
[x] Added to Bevy header
[x] CFP created

Post Event checklist:

[x] Removed from Bevy header
[x] CFP deactivated

Sponsors

Sponsor 1: Sysdig
Sponsor 2: Harness
Sponsor 3:
Fiscal sponsor that will accept payments: Matt Flannery's

xmulligan commented 3 years ago

Hi @bradmccoydev thanks for putting this together! I'm going to uncheck the 3 organizers and twitter boxes until the information has been filled in. Let me know if there is anything I can do to help and I'm really looking forward to seeing this come together :)

matthewflannery commented 3 years ago

Hey Bill, thanks for mentioning this to me. @bradmccoydev I'm keen to help if you would like to have me.

bradmccoydev commented 3 years ago

Hey @matthewflannery of course! I actually tried to ping you on the CNCF slack to ask you yesterday. I have added you to the list of organizers. Let's catch up about this maybe at the end of our next SIG-Security meeting?

xmulligan commented 3 years ago

Glad I could help make the connection. I've also reached out to Sarah Wright from Mechanical Rock because she previously expressed interest in a KCD Australia, but haven't heard back yet.

As you start going through the planning and getting more things sorted, please feel free to reach out if there is anything I can do to help. Also always happy to have a call with you if needed https://calendly.com/billmulligan/1-1-with-bill-mulligan?month=2021-04

matthewflannery commented 3 years ago

Rather than Oct 21, we are now looking at Mar 22 to allow for planning of an in-person conference.

bradmccoydev commented 3 years ago

@scotty-c and @jorgearteiro will be helping out also

xmulligan commented 3 years ago

I would like to schedule a monthly check in with you until the event so we have a regular check in point where I can help you with any issues that have arisen. Obviously, you can also contact me or have a meeting outside that time too. Can you suggest a time that works for you?

xmulligan commented 3 years ago

I would like to schedule a monthly check in with you until the event so we have a regular check in point where I can help you with any issues that have arisen. Obviously, you can also contact me or have a meeting outside that time too. Can you suggest a time that works for you?

bradmccoydev commented 3 years ago

I would like to schedule a monthly check in with you until the event so we have a regular check in point where I can help you with any issues that have arisen. Obviously, you can also contact me or have a meeting outside that time too. Can you suggest a time that works for you?

Hi @xmulligan sure, what timezone are you in atm?

xmulligan commented 3 years ago

@bradmccoydev I'm currently in CEST (Germany)

bradmccoydev commented 3 years ago

ok we are having our monthly meeting tomorrow, but unfortunately, it is at 4am CEST, I will add another meeting on your calendar later this week to catch up with @matthewflannery and myself

xmulligan commented 3 years ago

@bradmccoydev yes, sadly won't make that one. If you can't find a time in my calendar, then suggest a few times and I can make something work

xmulligan commented 3 years ago

@bradmccoydev just wanted to follow up on this. Can you book a meeting? https://calendly.com/billmulligan/1-1-with-bill-mulligan

bradmccoydev commented 3 years ago

@xmulligan done.

bradmccoydev commented 3 years ago

Trello board started: https://trello.com/b/SgGifOb8/2022

xmulligan commented 3 years ago

@bradmccoydev can you give me access?

bradmccoydev commented 3 years ago

@xmulligan done, I noticed we are approved to start CFP, can you confirm. This will help us for sponsorship once it is out

xmulligan commented 3 years ago

@bradmccoydev sorry somehow lost this after KubeCon. If you can add the CfP open/close dates and the website open date, I can create it for you

bradmccoydev commented 2 years ago

Hey @xmulligan Can we please have CFP open 01 of December and close 01 of June. Website can be open 01 of December also I think

xmulligan commented 2 years ago

@bradmccoydev I was looking through and you should actually already have access to both. Check on community.cncf.io and https://kcd.smapply.io/

xmulligan commented 2 years ago

Currently choosing between two venues and the first sponsors have been secured. Considering a date in July now.

k8tgreenley commented 2 years ago

@bradmccoydev I know you have postponed your event, I wanted to check in to see if you have confirmed new dates?

AudMonte01 commented 2 years ago

Thank you @bradmccoydev, Wilhelm for meeting today! Here are the notes and to-dos from our meeting:

New date: Early 2023 (possibly March)
Flow of Show: 1-day / single track
Venue: TBD
Sponsors are lined up
Re-opening CFP once dates are locked in

alexgleith commented 2 years ago

Keen to find out about this event, commenting to stay updated :-)

AudMonte01 commented 1 year ago

Thank you @bradmccoydev for meeting with me today. Here are my notes from the meeting:

Sponsors

Sysdig is going sponsor!
Matt F's company will be the fiscal sponsor

Venue

Is flexible in expanding but a little more expensive than Pier One (beautiful outdoor venue)

Time: Early April 2023 Attendees: 250 goal

Diversity is hard, but running some programs

"Hippy Hacker" contracts with CNCF re mentoring program

AudMonte01 commented 1 year ago

12/12 PST / 12/13 AEST MEETING NOTES

Solo.io (vendor on top of Istio) - willing to help with creating the website Doltone House is harder because of wedding season - so they are looking into July now

To-Do

Audra to collect 2019 Kubernetes Forum Sydney turn out rate

k8tgreenley commented 1 year ago

Here is your organizer email alias: organizers-australia@kubernetescommunitydays.org

AudMonte01 commented 1 year ago

May 1/2 MEETING NOTES

Ticket sales

Open on May 31
Audra shared KCD registration questions in organizer slack channel

Sponsors

4 sponsors confirmed
10 sponsors are interested

Insurance

Other than liability insurance and cancellation clauses with the venue, @k8tgreenley - can you list other event-driven insurances the team should think on?

Venue space

Pyrmont Theatre, International Convention Center Sydney (same location where AWS ran their summit)
Can scale from 400-1000

To-Do

Audra add link in drop-down
Organizers to link sponsor prospectus on the Bevy page

AudMonte01 commented 1 year ago

May 22 MEETING UPDATES

Sponsors: 6 committed and 1 paid
CFP: 14 submitted and 23 in progress
Tickets: Getting registration up by Monday
Volunteers: Possibly through the sponsor ticket allotment and diversity scholarship

To-Do

Audra to send exam and CNCF store voucher codes

AudMonte01 commented 1 year ago

JUNE 27 MEETING UPDATES

Agenda

CFP closes this Friday
Confirm speakers next week and announcing curated content
Hold 5 slots for curated content
Use the 4 CNCF Ambassadors on the program committee to get last-minute submissions and coach under-represented voices

Other marketing efforts

Audra updated KubeWeekly newsletter to link to tickets instead of CFP
Audra updated ticketing in Bevy to be external ticketing platform

Slide templates for speakers

Not required, but nice to have for those who don't have the graphic chops and need a starting point

AudMonte01 commented 1 year ago

AUGUST 14 MEETING NOTES

Registrations are at 297 as of today
Not recording the sessions
Attendees will have use of an event app

Actions

[ ] K8s adoption statistic. @bradmccoydev - do you have this, or want me to pull this data?
[ ] Opt-ins for CNCF communications is about 40%. Team to add folks as KCD Australia chapter members and survey for event feedback

bradmccoydev commented 1 year ago

This event has now been complete

AudMonte01 commented 1 year ago

RETROSPECTIVE MEETING

Total registered versus total checked in

400 and 322 (81%)
About half were purchased and the rest were sponsors + speakers

Total speakers with non-male speaker percentage

3 out of 15 were non-male (20%)
Denied 1 speaker because of them wanting business class. Brad filled in
1 speaker had COVID. Brendon filled out

Sponsors

Had a waitlist of 6 sponsors with a total of 10 sponsors actual sponsoring
Including diversity sponsorships that supported two women speakers and of them got the best feedback
Leftover budget to forward for 2024

Pros

Everyone was eager to attend sessions on time
Stuck around for the evening reception
Skeptical were pleasantly surprised with the content (not pitchy)
Good organizer team and Stephanie as a fiscal sponsor was a savior

Learnings for next year

Want to do a virtual event in 6 months to prep folks for the 2024
Multi-track desired for next year
Twice as big but same venue
Call out sponsor talks

Actions items

[x] Audra to share CNCF transparency report template with Brad
[ ] Brad to send blog post to team for review, and then to Jessie Adams-Shore for publishing
[x] Audra to assign organizers Credly badges
[ ] Cloud Native Australia community group to carry on the conversation
[ ] Do organizers want to assign speakers and/or volunteer badges?
[ ] Brendon to send Audra list of folks who opted in to become KCD chapter members
[ ] Brendon to send Audra Slideshare link or Google drive of PDFs to add in Bevy wrap up

cncf / kubernetes-community-days