KCD Czech & Slovak - Bratislava 2023 (May 19 - 21)

[georg007]

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: Slovakia, Bratislava, Slovenská technická univerzita v Bratislave Fakulta informatiky a informačných technológií, Ilkovičova 6276/2, 842 16 Bratislava 4
• [X] Event Date and Time: 19 - 21 May 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
• [X] Hybrid
• [X] In person

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

• [X] Organizer 1: Juraj Hantak, Conag, CTO, georg007@gmail.com, CNCF Slack Username: Juraj Hantak
• [X] Organizer 2: Filip Pohronsky, DITEC, TSA, pohronsky@ditec.sk, CNCF Slack Username: Filip Pohronsky
• [X] Organizer 3: Zdenek Vana, Prusa Research a.s., Cloud DevOps Architect, vanazde1@gmail.com, CNCF Slack zdenek.vana
• [X] Organizer 4: Tomas Jamrich, LMC, s.r.o. platform infrastructure engineer, tomas.jamrich@lmc.eu,CNCF Slack tomas jamrich
• [X] Organizer 5: Tomas Bocinec, Siemens Healthcare s.r.o., Site reliability engineering, t.bocinec@gmail.com.
• [X] Organizer 6: Lenka Bocincova, Red Hat, Community Architect, lenka.bocincova@gmail.com, CNCF Slack Lenka Bocincova

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
• [X] 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, one culture, or from 1 or 2 of the same company). Here are some tips on how to create a diverse lineup.
• [X] Agree to submit your final lineup to kcd@cncf.io for review, prior to publishing it
• [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

• [x] Schedule monthly check-ins with KCD Core Organizer(s) (kcd@cncf.io)
• [x] Minimum of 3 sponsors committed (not required for virtual only events) Sponsor 1 Sponsor 2 Sponsor 3
• [X] Identified fiscal sponsor that can accept payments such as from sponsorships and pay out expenses Fiscal sponsor that will accept payments NGO: Združenie pre podporu Cloud Native technológií ID NO (ICO): 52821595
• [x] Added usernames for CNCF Slack for all organizers so that we can add you to the #kcd-organizers channel
• [X] Create a Twitter handle specific to your KCD event (except for countries like China and Korea where Twitter is not used)

Getting started checklist for CNCF:

• [x] Organizer email alias has been created: organizers-czech-slovak@kubernetescommunitydays.org
• [x] Region created in Bevy
• [x] Added to Bevy header
• [x] CFP created in SMapply
• [x] Marketing Plan shared - You can make a copy and edit it to your specific KCD

Organizer Planning Timeline

• [X] Make a copy of this timeline based on whether your event is In-person, Hybrid, or Virtual and link your own spreadsheet here ().
• [x] 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:

• [x] Send CNCF event analytics
• [x] 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:

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

[AudMonte01]

Hello @georg007 - we are so happy to hear this event is happening again in May! Please to meet you. I joined CNCF in June to manage KCDs from the CNCF side as your support. Let's kick off a meeting if you and the team can please find a time that best suites you: https://calendly.com/audmonte/kcd-onboarding-kickoff-call

[AudMonte01]

NOVEMBER 21 MEETING NOTES

Venue

• University that can accommodate up to 500 people
• Possibly free venue because it is during exam time

Program

• Opening attendance up to Hungaria, Austria, Polan by having one track in English
• The other/main track will be in Slovak

Hybrid Model

• Background: virtual event was set at the wrong event type (could not collect stats to send to sponsors)
• Use Slido with QR code that can be used in-person and virtually

Tickets

• Possibly using eventbrite platform, but will use a ticketing service external from Bevy

[AudMonte01]

12/12 MEETING NOTES

Schedule

• Plan to offer workshops in a separate room on same days as sessions and keynotes
• 2 tracks / 2 rooms (1 small room for local language, and 1 large room in English)
• evening social event

Registration

• Using an external platform
• Opening early bird ticketing end of December and closing in February?

Call for Proposals

• Close CFP at the end of February

To-Do:

• Audra to send new CNCF branding
• Audra to send transparency report for KubeCon EU 2022
• Launch CFP and assure are dates are accurate

Bevy platform Feedback

• Would like better automation within the schedule changing (notification to speakers)
• Is there a better calendar feature on the roadmap?

SIDE NOTE: Ambassador applications open December 15 and close February 26

[AudMonte01]

1/16/23 MEETING NOTES

Bevy page is ready

• TO-DO: Audra to review and get back to team with feedback
• Publish it and add it to the drop-down

CFP Marketing (closes March 1)

• CNCF blog post will be written in English. Post at beginning of February at latest
• Post part of the program at the end of February for people who already paid for tickets

Sponsorship Prospectus

• In contact with 30-40 companies (Google and Grafana, etc), and includes previous year's sponsors

[AudMonte01]

Hello - let's create a monthly check-in to meet again. Would after KubeCon work for at least 2 of you? If so, here is my Calendly for scheduling: https://calendly.com/audmonte/30min. This would be a good time to review your schedule ahead of publishing the lineup of speakers

[AudMonte01]

Hi @k8tgreenley - can you make sure this alias is up-to-date with the above organizers emails? organizers-czech-slovak@kubernetescommunitydays.org

[AudMonte01]

APRIL 24 MEETING

Agenda is being finalized with the following speakers needing to confirm

• Emanuela Zaccone, Nataliu Babicovu, and Zuzana Hantak (devops culture).

Sponsors

• A few sponsors still need to pay, but they are via personal contacts, so there is no worry for follow-through

Volunteers

• Might have a call for 5-10 volunteers

Marketing

• Audra linked marketing plan in above issue
• Speakers and sponsors have not registered yet, but it is projected to have a 200-person event

Upcoming CNCF syncs

• We will check-in weekly up until the event

TO-DO

• Audra to add link to website in KubeWeekly newsletter (goes out Friday morning PDT / event CEST)
• Audra sent CKA and CNCF store voucher codes via email
• Reach reached out to CNCF marketing team to ask about upcoming mailings for KubeCon attendees and to add upcoming EU KCDs in that mailing

[AudMonte01]

May 9 check-in

• Social event on Saturday for speakers and sponsors (80-100 people)
• Housekeeping slides with Slido survey at the end of the looping deck
• Would like to use Kahoot! - Audra to check to see if events team has an account
• Audra shared signage templates for any last-minute printing / design needs

[AudMonte01]

MAY 15 MEETING

• Event is this weekend!
• Tickets sold? -- 182 waiting for final speakers and volunteers to register
• Speakers -- Audra let them know about offering a Credly badge: https://docs.google.com/forms/d/e/1FAIpQLSex2EhkCNysmK7svQEVeaOlqpsH0fSBe6qoOePRw_WGajZnTw/viewform
• Panel discussion --To-Do: Asking Lenka if she can be the moderator, and Zdenek can stay on as a panelist

[AudMonte01]

MAY 26 RETROSPECTIVE MEETING

Number of people on-site / check-ins vs final number of registrations

• 295 registration (62 tickets virtual, 230 in-person)
• 210 checked-in / 91% attendance -- 140/150 each day with Friday (students attended) as the strongest day -- Sunday 60/70 people stayed until the end of the day)
• 62 people engaged in the end of event raffle

Thoughts on how the event went:

Went well

• Pycon organizers helped with vendor and supplier recommendations
• Marketing with community groups and DevOps days
• No speakers backed out
• Using Slido for questions and on-site agenda worked well

Lessons Learned

• Consider national holidays in surrounding regions ahead of creating the events
• Deliver discount codes earlier to community groups
• Start marketing the lineup earlier (start 1-2 months earlier)
• Agenda in bevy was a struggle with multiple points being updated on the agenda side

Platform Feedback

• Would be great to have an integration with Slido or Sched
• Action: Can we organize agenda in Sessionize and integrate with other platforms
• Registration tool should have help with printing badges on-site
• [x] Action: Audra to check with Bevy on-site badge
• Bevy feedback -- good to have a help page that shows how backend functionality and speed of sites -- NOTE: In May 5-10 minutes of website was down

Video timeline for YouTube

• Videos will be ready early next week
• CNCF to promote Czech and Slovak playlist

Social Media

• Social media during event helped with follower account
• [ ] Action: Audra to look into follower inncrease for social during small CNCF events

Juraj Blog Post

• Working on it over the weekend and will have team review ahead of

[AudMonte01]

Still waiting on completion of transparency report.