KCD Italy 2023 (June 16)

[akelity]

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: Milan, Italy
• [X] Event Date and Time: June 16 2023
• [X] Expected Number of Attendees: Goal is 250 attendees
• [x] Event cost per ticket: 89,00 € - 98,50 €
• [x] Event type: In person

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

• [X] Organizer 1: Adriano Pezzuto, CLASTIX, Founder, adriano@clastix.io, Adriano Pezzuto
• [X] Organizer 2: Angela Salgarelli, Kiratech, Digital Marketing Manager, angela.salgarelli@kiratech.it, Angela Salgarelli
• [X] Organizer 3: Annalisa Gennaro, SparkFabrik, Head of Marketing and Communication, annalisa.gennaro@sparkfabrik.com, Annalisa Gennaro
• [X] Organizer 4: Chiara Muzzolon, Mia-Platform, Internal communication & sustainability manager, chiara.muzzolon@mia-platform.eu, Chiara Muzzolon
• [X] Organizer 5: Dario Tranchitella, CLASTIX, Technical Advisor, Dario Tranchitella
• [X] Organizer 6: Federica Leonino, Mia-Platform, Event Specialist, federica.leonino@mia-platform.eu, Federica Leonino
• [X] Organizer 7: Giulio Roggero, Mia-Platform, CTO & Co-Founder, giulio.roggero@mia-platform.eu, Giulio Roggero
• [X] Organizer 8: Jacopo Nardiello, SIGHUP, Founder, jacopo@sighup.io, Jacopo Nardiello
• [X] Organizer 9: Marcello Lustro, CLASTIX, Community manager, marcello@clastix.io, Marcello Lustro
• [X] Organizer 10: Michel Murabito, Mia-Platform, Developer Advocate, michel.murabito@mia-platform.eu, Michel Murabito
• [X] Organizer 11: Natale Vinto, Red Hat, Developer Advocate, nvinto@redhat.com, Natale Vinto
• [X] Organizer 12: Nikla Lazzari, Kiratech, Digital Marketing Manager, nikla.lazzari@kiratech.it, Nikla Lazzari
• [X] Organizer 13: Paolo Mainardi, SparkFabrik, CTO, paolo.mainardi@sparkfabrik.com, Paolo Mainardi
• [X] Organizer 14: Raoul Scarazzini, Kiratech, Training & Development Director, rasca@mmul.it, Raoul Scarazzini
• [X] Organizer 15: Sara Trappetti, SIGHUP, Marketing Team, sara@sighup.io, Sara Trappetti
• Third party agency to handle fees and sponsorships

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
• [ ] All inquiries / communication to come via GitHub forum for easy tracking (if Slack and/or email is used, CNCF will summarize communications in GitHub)
• [ ] 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)
• [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] Schdule monthly check-ins with KCD Core Organizer(s) (kcd@cncf.io)
• [X] Minimum of 3 sponsors committed. Sponsor Prospectus found here Sponsor 1: We have already identified the sponsors, we are waiting for the agreements 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
• [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)
• [ ] Provided CNCF access to all event social handles

Getting started checklist for CNCF:

• [x] Organizer email alias has been created: organizers-italy@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:

• [ ] 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

[AudMonte01]

MAY 8 MEETING NOTES

Sponsors

• Might have 6 more Silver levels coming in
• Possibly speed networking for Bronze
• To-Do: Audra to plug sponsor prospectus in the KubeWeekly newsletter

Organizers

• Annalisa to instruct all organizer take the Inclusive Open Source Community Orientation (LFC102)?

Tickets

• Schedule is released and should see a jump in ticket sales

Vouchers

• Audra emailed sticker and training voucher codes to Annalisa and Federica

[AudMonte01]

CHECK-IN MEETING NOTES

Ticket sales

• Audra noticed Bevy ticket button isn't working (only as of this weekend) due to Paige Builder feature being activated. She temporarily removed the button so the linked text works, and submitted a ticket with Bevy.

Sponsorships

• At a break-even point

Marketing

• Action: Audra to move KCD Italy from sponsor prospectus section to upcoming events section

NOTE: Bank holiday this Friday

[AudMonte01]

RETROSPECTIVE MEETING NOTES

Attendance

• 243 tickets sold and 222 people checked-in (91%)

Content

• Did a lot of outreach to get non-male representatives -- 1 non-male speaker + 2 women emcees (technical and community manager)
• NEXT TIME: Virtual workshop on public speaking ahead of time

Sponsors

• Timing for sponsor budgets was hard with layoffs in tech
• Italy has a more widespread and less condensed population, so entertaining hosting in other cities -- Bologana is more central -- Rome is more condensed
• Did not achieve break-even
• Organizer companies each sponsored 3000 Euros (5 companies) -- Logo recognition

City

• Same feedback as other EU countries as size of country

Organizers

• Third-party agency was hired due to the fiscal entity
• Some organizers stepped back for 2024

Venue

• Might entertain having a University next year and get volunteer-students
• Catering will not be fancy

Actions

• [x] Annalisa will send Audra YouTube playlist and have CNCF main social
• [x] Will do a blog post by the end of August
• [x] Audra to send Sara transparency report template

[AudMonte01]

Final actions complete

• Blog pos published today via the CNCF bog and will be under "Latest news" on the about page.
• Transparency report is now on the KCD About page

I will now close this issue.