KCD Belgium 2023 (October)

[cedricve]

KCD Organizer Checklist

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: TBD
• [ ] Event Date and Time: Oct 2023
• [x] Expected Number of Attendees: 300
• [ ] Event cost per ticket, and if you will have early bird pricing or not: TBD

  Event type:

• [ ] Virtual
• [ ] Hybrid
• [x] In person

  Organizers Details (identify who will be the CFP admin, as well as the finanical officer)

• Organizer 1: Cedric Verstraeten, Microsoft, Developer Relations, cverstraeten@microsoft.com, Cédric Verstraeten
• Organizer 2: Jorge Garcia Ximenez, Company, Title, Email, CNCF Slack Username
• Organizer 3: Tom Kerkhove, Microsoft,
• Organizer 4: Dieter, dieter@cncfcommunity.be

Terms

• [x] No other Kubernetes Community Day event in same major city (check with past organizers)
• [x] Minimum of 3 organizers from 3 different organizations
• [ ] 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
• [ ] All inquiries / communication to come via GitHub forum for easy tracking
• [ ] All organizers have taken Inclusive Open Source Community Orientation (LFC102)
• [ ] Agree to offer (at minimum) 3 complimentary tickets to increase diversity for the event
• [x] Agree to ensure the final program schedule is diverse (e.g., not all speakers of one gender, one culture, or from 1 or 2 of the same company). Here are some tips on how to create a diverse lineup.
• [ ] Agree to submit your final lineup to kcd@cncf.io for review, prior to publishing it
• [ ] Agree to use Cloud Native Community Groups for registration, scheduling, and event website
• [ ] Agree to use SM Apply for CFP and to close it at least 6 weeks before the event

Getting started checklist for organizers

• [x] Schedule monthly check-ins with KCD Core Organizer(s) (kcd@cncf.io)
• [ ] Minimum of 3 sponsors committed (not required for virtual only events) Sponsor 1 Sponsor 2 Sponsor 3
• [ ] Identified fiscal sponsor that can accept payments such as from sponsorships and pay out expenses Fiscal sponsor that will accept payments
• [ ] Added usernames for CNCF Slack for all organizers so that we can add you to the #kcd-organizers channel
• [ ] Create a Twitter handle specific to your KCD event (except for countries like China and Korea where Twitter is not used)
• [ ] Provided CNCF access to all event social handles

Getting started checklist for CNCF:

• [ ] Organizer email alias has been created
• [ ] Region created in Bevy
• [ ] Added to Bevy header
• [ ] CFP created in SMapply
• [ ] Marketing Plan shared

Organizer Planning Timeline

• [ ] Make a copy of this timeline based on whether your event is In-person, Hybrid, or Virtual and link your own spreadsheet here ().
• [ ] To assure you have a diverse lineup, you are required to send a copy of your program to kcd@cncf.io before you publish it.

Post event checklist for Organizer:

• [ ] Send CNCF event analytics
• [ ] Schedule post mortem meeting
• [ ] Send CNCF videos to be uploaded to YouTube
• [ ] Link videos from YouTube to event page
• [ ] Post event survey sent out

Post event checklist for CNCF:

• [ ] Removed from Bevy header
• [ ] CFP deactivated
• [ ] Upload videos to YouTube

[cedricve]

@gxjorge including for supper

[AudMonte01]

Hello @cedricve - Looking forward to touch-base again to see where KCD Belgium is at in the early stages of planning. Please set some time with me to check-in: https://calendly.com/audmonte/30min

[AudMonte01]

NOTES FROM TODAY'S MEETING

Timing

• Friday in April 2023

Venue is almost secured (Brussels - Blue point)

• Includes catering - breakfast, lunch, and dinner
• 30k Euros for 300 people (2 rooms can be partitioned, and separate booth space)

Schedule

• I track

Prospectus

• Using KCD Amsterdam prospectus examples

Next steps:

• Have a draft of the Prospectus
• Finalizing organizer team
• Figuring out CFP open date

[AudMonte01]

NOTE: Tried to meet on December 14 and Jorge had a family emergency, and Cedric seemed to be on holiday already and did not show. Good news is Cedric attended the SM Apply working group/training on December 5.

[AudMonte01]

1/16/23 MEETING NOTES

Event date is May 5

Sponsors

• Created prospectus
• Fiscal sponsors (treasurer)

Venue

• Finalizing venue by the end of this week

Figuring out CFP open date

• Goal is to open February 1

Branding

• @cedricve - I meant to ask to see your logo, if you can please send it to me via Slack? I saw it briefly in the sponsor prospectus and just want to make sure it follows the branding guidelines

[AudMonte01]

Hi @cedricve - checking in on progress and if we can schedule a check-in next week? https://calendly.com/audmonte/30min

[AudMonte01]

Hi @cedricve - is this event still happening in May?

[cedricve]

Hi @AudMonte01 We will postpone to Oct 2023.

[AudMonte01]

Thank you for letting us know, @cedricve - please note that KCD UK will be October 17. Happy to meet if you would like to discuss any blockers. https://calendly.com/audmonte/30min

[AudMonte01]

Hi @cedricve - I will close this issue until you are ready to plan this event