KCD Israel 2023 (March 23)

[shimont]

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

• [X] Event Location: Israel, Tel-Aviv, ZOA House TLV
• [X] Event Date and Time: 23/3/2023
• [X] Expected Number of Attendees: 400
• [X] Event cost per ticket, and if you will have early bird pricing or not

  Event type:

• [ ] Virtual
• [ ] Hybrid
• [X] In person

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

• [x] Organizer 1: (CNCF member employee) Shimon Tolts, Datree, CEO & Co-Founder, shimon@datree.io, Shimon Tolts
• [X] Organizer 2: (CNCF ambassador) Itay Shakury, Aqua Security, Open Source Engineer, itay@itaysk.com, itaysk
• [X] Organizer 3: (CNCF member employee) Dana Fine, Datree, Community Manager, dana@datree.io, Dana Fine
• [X] Organizer 4: Arthur Berezin, JovianX, CEO & Co-Founder, arthur@jovianx.com, Arthur Berezin
• [X] Organizer 5: Dotan Horovits, Logz.io, Principal Developer Advocate, dotan.horovits@gmail.com, Dotan Horovits (CNCF Tel-Aviv organizer, CNCF member employee)
• [X] Organizer 6: Ronen Levinson, Snyk, Senior Software Engineer, ronenrl21@gmail.com, Ronen Levinson

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
• [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] All inquiries / communication to come via GitHub forum for easy tracking
• [ ] All organizers have taken Inclusive Open Source Community Orientation (LFC102)
• [X] 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)
• [X] Agree to use Cloud Native Community Groups for registration, scheduling, and event website
• [X] Agree to use SM Apply for CFP and to close it at least 6 weeks before the event

Getting started checklist for organizers

• [ ] Schdule monthly check-ins with KCD Core Organizer(s) (kcd@cncf.io)

• [ ] Minimum of 3 sponsors committed (not required for virtual only events) Amazon Web Services

• [X] Identified fiscal sponsor that can accept payments such as from sponsorships and pay out expenses Fiscal sponsor that will accept payments

• [X] 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:

• [x] Organizer email alias has been created: organizers-israel@kubernetescommunitydays.org
• [x] Region created in Bevy
• [x] Added to Bevy header
• [x] 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 ().

Post event checklist for Organizer:

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

Post event checklist for CNCF:

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

[AudMonte01]

Hello @shimont - I'm very excited to see that a KCD Isreal is in the works! Let us schedule some time to have a kick-off meeting. Here is my calendly: https://calendly.com/audmonte/kcd-onboarding-kickoff-call

[shimont]

Hey @AudMonte01, I just booked some time :)

[AudMonte01]

Notes:

• Audra to give Shimon SMapply access today
• Shimon thinks they will use an external platform for registration, but using Bevy as the event interface
• Will not be streaming, but possibly recording sessions depending on venue
• AWS is committed as a sponsor, but need to create a sponsor prospectus
• Dana is responsible for venue which we will discuss at our next meeting on December 5

[horovits]

@shimont @AudMonte01 please add the following KCD Israel organizers:

(CNCF Tel-Aviv organizer, CNCF member employee) Dotan Horovits, Logz.io, Principal Developer Advocate, dotan.horovits@gmail.com, Dotan Horovits

Ronen Levinson, Snyk, Senior Software Engineer, [ronenrl21@gmail.com](mailto: ronenrl21@gmail.com), Ronen Levinson

[AudMonte01]

DECEMBER 6 MEETING NOTES: Venue

• secured and can accommodate 400 people

Audience

• DevOps, Engineers, SREs

Sponsors

• 6 sponsor openings
• 2 secured so far

Registrations

• Price of tickets around $70-80 USD (not expensive but not a student price)
• Ronen is launching the website with a local ticketing system

Audra has given SM Apply access to Shimon and Arthur ** Open CFP end of this week and open for about 1 month with 1 week to review

To-Do

• Katie and Audra to provide walk-in slide

[AudMonte01]

1/4 MEETING NOTES

Sponsors

• Secured 6 out of 6 sponsors (booth sponsors)
• Still have swag, happy hour and other sponsorships
• Goal is to be more heavy on content and users

CFP

• Reviewing committee is almost curated. Arthur to work with Audra to get reviewers set up in SM Apply
• Up to 60+ proposals

Keynote speakers

• Possibly Lori (new Marketing Committee chair)
• Dotan reached out to Liz Rice
• TO-DO: Intros

Audience

• A wide range of CNCF knowledge (mostly practitioners)
• over 30 meetups over the years

Swag

• Large quantities of Legos, Phippy Books
• TO-DO: @k8tgreenley to intro Ronen to vendor to work with directly

Logo update

• TO-DO: Audra to update on chapter level

Volunteers

• many people interested. PLEASE NOTE: CNCF can offer 10 CKA exam vouchers as a thank you to these people. Please reach out to Audra for voucher code @shimont

[AudMonte01]

2/21 MEETING NOTES

• Insurance from venue was a last-minute surprise (Audra to add to KCD documentation)
• Agenda will be published soon (just waiting on speaker confirmation) Keynotes are established: Andrew (CNCG Tag Security) and Lori (CNCG Marketing Chair) 100 registrations so far
• STARS meeting (10-12 volunteers) - Audra provided CKA vouchers
• Business Development team to be on-site. Housekeeping mention of David and Leigh on the keynote stage ** organizers to check on lounge space for David to meet with people who have questions about CNCF

[AudMonte01]

3/13/2023 MEETING NOTES

Attendance

• Sold out at 400 with consideration to sponsors and bringing more employees

CNCF Attendance

• David is invited to speaker dinner
• David will be given a space to be found for CNCF inquiries, within the venue

CNCF Store issue

• Order is stuck in customs, @k8tgreenley to help with receipt name so customs knows this is for an event

Housekeeping Deck with Acknowledgements

• WHEN: Suggest during keynotes to have slides looping, and verbal acknowledgement on stage at the beginning and end of keynotes
• CONTENT: Core Flavor, Hebrew talks, focused on Tech side vs DevOps

[AudMonte01]

April 24 RETROSPECTIVE MEETING

• What went well? -- sold out -- good feedback from the audience -- great environment, and all about cloud native (friendly safe and environment), fun factor -- achieved deep technical, cloud native content

• What would you do better next time? -- The venue was too small (take another hall next year. Should be able to afford to do that with sponsorships). Increase from 1 to 2 tracks -- Have a social media leader to build cadence and consistency, through ramp-up, during and after the event -- Have more volunteers and 1-2 more organizers (take 1-2 additional months in planning process) -- Focus more on Hebrew presentation. Technical content is half English anyway. Change language to encourage submissions in Hebrew -- Diversity could still be better

• Stats (ticket price, attendees, check-ins, sponsors) -- 418 attendees -- ticket price $270 Sheqel / $80 USD -- 17 speakers and 13 sessions (23% diversity)

• Will there be another KCD like this next year? -- Yes - see above notes on what -- Not looking to sell out. Focus on quality vs quantity

• CNCF support -- Better insights and collaboration to KubeDays and other CNCF events going forward -- @k8tgreenley working with events team to get tickets. Will send call for program committee to team once it is ready

To-Dos

• @k8tgreenley or Audra to share retrospective template to use for future KCD, and put on the website
• Audra to create CNCF YouTube playlist from: https://www.youtube.com/playlist?list=PLAZYrWd6aONCI909gGj-X8DxQsE_kwIbt