KCD Norway 2024 (January)

[roberthstrand]

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: Microsoft Oslo
• [X] Event Date and Time: January 24 & 25
• [x] Expected Number of Attendees : 100
• [x] Event cost per ticket: 649 NOK
• [X] Event type: In person

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

• [X] Organizer 1: Roberth Strand, Amesto Fortytwo, Principal Cloud Engineer, roberth@cloudnativenorway.org, Roberth Strand
• [X] Organizer 2: Kristina Devochko, Admincontrol, Software Architect, kristina@cloudnativenorway.org, happyunicorn
• [x] Organizer 3: Roger Karlsson, Norwegian Police IT-unit, Principal Platform Engineer, roger.karlsson@politiet.no, Roger Karlsson
• [X] Organizer 4: Steffen Pøhner Henriksen, Geodata AS, Cloud Native Developer, steffen@pohnerhenriksen.com, Steffen Pøhner Henriksen
• [X] Organizer 5: Magnhild Eltoft, Independent, Student, magnhild@cloudnativenorway.org, Magnhild Synnøve Eltoft
• [X] Organizer 6: Emil Brasø, Sopra Steria, Cloud Native Engineer, emilantoni@hotmail.no, Emil Brasø
• [x] Organizer 7: Øyvind Randa, NextGentel, Software Architect, Oyvind.Randa@gmail.com, Øyvind Randa
• [x] Organizer 8: Hans Kristian Flaatten, NAV, Platform Engineer, hans@flaatten.org, Starefossen

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 (comment under your KCD issue) 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) Microsoft - Location Sponsor More sponsors TBA
• [X] Identified fiscal sponsor that can accept payments such as from sponsorships and pay out expenses Cloud Native Norway
• [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-norway@kubernetescommunitydays.org
• [x] Region created in Bevy
• [ ] 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 ().
• [ ] 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

[roberthstrand]

CC: @guidemetothemoon

[roberthstrand]

Just for transparency, we will be working against hosting a KCD in Oslo by late January 2024, and most of the requirements are work in progress. We are also establishing a non-profit organization to among other things help with financial tasks.

[k8tgreenley]

Hi @roberthstrand thank you for sharing your initial information. We are excited to hear that you are starting on your journey to planning KCD Oslo. Would you be willing to meet with our team to discuss your initial steps at this time?

[roberthstrand]

Absolutely, @k8tgreenley! I know I can, and I'm sure @guidemetothemoon would like that as well.

[guidemetothemoon]

Yes, I'd love that, absolutely!

[roberthstrand]

Just keeping you updated @k8tgreenley;

We're currently going through some of the prerequisites, and have a kick-off meeting with the organizers on Friday. When that is done, we can have a meeting with you about details. Should I just send a Doodle for that to kcd@cncf.io?

[k8tgreenley]

@roberthstrand my apologies for the late reply. I would be happy to have a meeting with your team on Friday, please use my calendly

[roberthstrand]

@k8tgreenley, booked 30 minutes. @guidemetothemoon will be joining us, and the rest might join if they have the time.

[AudMonte01]

2/3 MEETING NOTES

To-Dos

• [x] Audra to provide SM Apply access as well as platform tutorials
• [x] Audra to provide Bevy access as well as platform tutorials
• [ ] Organisers to reach out in kcd-organizers Slack channel to get feedback on attendee size and venue
• [x] Roberth to connect with Kasper Nissen for good insight into keep overhead costs low
• [x] Roberth to update organiser emails before Katie creates alias

Fiscal sponsorship

• Roberth and team created a non-profit business to be their fiscal sponsor
• Can assist other Norwegian events

Website

• Can use Bevy web page as a "Coming 2024"

Venue

• 2-4 places that are capable of having an event of
• Rebel is a tech house that DevOps Days Oslo uses

[k8tgreenley]

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

[AudMonte01]

3/3/2023 MEETING NOTES

• Timeline template shared
• Spoke to Kasper as a resource (CN Nordics) - Roberth is going to coordinate virtually re CN Norway
• They will also connect with CN Iceland group
• Thinking 2-day event with 1 day being a workshop day (may not be in the same venue space) -- Roberth's company could offer space and possibly lunch (Amesto Fortytwo)
• Have venue ideas like.. -- Rebel tech house - several floors with different venues. Could have 2 tracks as long as the rooms are isolated from one another. -- Sentralen (DevOps Days used this) - just has 1 stage
• LOGO APPROVED as of 3/6/2023 -- Viking ship with Phippy characters, sail of the boat or shields would have the K8s wheel/helm

[AudMonte01]

APRIL 24 MEETING

KubeCon

• Kristina met Switzerland CNCF Ambassador, Johan Gyger, Swiss Cloud Native day (https://cloudnativeday.ch). Hopefully he can help support this KCD

Norwegian organizers will meet on Friday the 5th

• Will start time boxing for CFP dates etc

Keynote speaker curation

• Brendon Burns at Microsoft has team members in EU that can come
• Chen Goldberg: Kristina to sync with through colleague. Pronunciation of Chen is [Hen] and roll the H
• To-Do: Audra to ... -- Introduce Liz Rice to Kristina and Roberth -- Feel out Kelsey Hightower's travel to Europe in January

FYI for May 2023 planning

• National holidays

[AudMonte01]

MAY 2 MEETING UPDATE

Dates: January 24 and 25

Organizers

• 2 new folks are joining
• ACTION: Roberth will update issue with the 2 new organizer details

CFP

• Close the week of November 13 to allow for 1 week review and 2 weeks for speakers to confirm their acceptance

Keynotes

• Lize Rice or Margarita

Workshops

• K8s sustainability hackathon

Venue

• Microsoft can give space
• Potential for large space that can be divided
• Will be vendor neutral - will just say welcome to the space
• Potential lunch sponsor

Sponsor

• Connected with Abdul from Google for potential sponsorship

Pricing

• Developer conferences need to be inexpensive
• So no need for tiered pricing

[AudMonte01]

JULY 10 MEETING NOTES

Venue

• Microsoft location is TBD per attendee ticket payment (day 2 | main day) -- non profit vs for profit -- 130 max capacity -- has food service option (includes setup and teardown)
• Workshop day (day 1) will be another location (organizer employer location)

Website

• Launch website before CFP, will use domaine name and re-direct. Done by next meeting
• Opening CFP in August

To-Do

• [x] Audra to introduce Margarita
• [x] Audra to touch base on Sessionize

[AudMonte01]

AUGUST 14 MEETING NOTES

Logo

• Good with standardized logo and will get creative with Phippy and friends

Workshops

• Limited seating on the day before

Action items

• [x] Audra to put in logo request with Norwegian flag and globe showcasing Europe
• [x] Audra to create SM apply program for organizers
• [ ] Roberth to add new organizers to Slack channel and update this GitHub issue with their details
• [x] Audra to share Canva sponsorship template
• [x] Team to look into ticketing platform before next meeting

[AudMonte01]

MEETING NOTES

Content

• Abdul from Google will present a keynote
• [x] Audra to follow up with Margarita

Venue

• Microsoft is good with them charging for the event
• Cantene option within Microsoft

Tickets

• Ti.to says they will lower fee to 2.5% for non-profit
• Just one price - no tiers. Building traction with community first

Actions

• [x] Audra to plug CFP in KubeWeekly newsletter
• [x] Team to finalize sponsor prospectus

[AudMonte01]

OCTOBER 23 MEETING NOTES

Content

• Might have 3 keynotes including OpenTofu
• CFP so far 28 submissions and 14 pending and CFP closes November 13
• Cannot pay for speaker travel

Sponsors

• [x] Finalizing prospectus
• Plenty of inquiring organizations
• Only outstanding cost is the speaker/organizer dinner the day before and might be sponsored by Amesto Fortytwo or team would take on the cost

Ticketing platform

• Ti.to
• Tito has a check-in app
• Label maker
• [x] Audra to find out on-site app for badge scanning (sponsors)

Oslo chapter activity (over 120 days since last meetup) - 90 day activity requirement

• Meetup coming up in November *[ ] Entertaining doing a CFP writing, or speaker tip and tricks session ahead of November 13 and point to the CFP

[AudMonte01]

NOVEMBER 15 MEETING NOTES

Content

• 87 submissions
• [ ] Roberth to send Audra additional reviewers like Jessica and Hans

Sponsorships

• Sold out all packages
• Bronze package exceptions

Registration

• 64 so far
• Ticket Butler offers printers (KCD Denmark used). Along with Floppy disk for the badge itself
• [x] Roberth to speak to Paula Kennedy from KCD UK team about printing QR codes from ti-to
• Microsoft has printers on-site

[AudMonte01]

Total registered versus total checked in

Stats

• 150 out of 160 people registered attended (94%) including sponsors and speakers (filled to the brim). Reaching 300 will be easy due to requests coming way after selling
• Total speakers with non-male speaker percentage (4 out of 15 / 27%)
• Total sponsors were 6 (Conference, Media, 2 Gold, and 2 Silver)
• Profit that will go towards 2025 KCD

Pros

• Attendees enjoyed it, and want it again!
• Many want to contribute in upcoming years
• Even interest in another city in Norway
• Speaker dinner went well

Lessons learned + feedback

• Defining responsibilities among the organizer teams
• Needed an agenda on-site, could have utilized LED screens at Microsoft, but agendas were on QR code on the back of badge
• One sponsor they lost communication with (were also supposed to have an opening talk), which had a domino affect
• UNIX user group could have used them as a sponsor or partner

Actions

• [x] Audra to share transparency report template from CNCF
• [x] Credly badges to speakers to be filled out by Kristina

[AudMonte01]

Credly badges have been distributed and transparency report has been published.