KCD Chennai 2023 (July 22)

[senthilrch]

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: Chennai, India
• [x] Event Date and Time: July 22, 2023 9:00 AM to 6:30 PM IST
• [x] Expected Number of Attendees: 300
• [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: Senthil Raja Chermapandian, Ericsson, Principal Software Engineer, senthilrch@gmail.com, CNCF slack: senthilrch
• [x] Organizer 2: Gayathri R, gopaddle.io, UI/UX Developer & QA Lead, gayathri.r@gopaddle.io, CNCF slack: Gayathri R
• [x] Organizer 3: Kannan V, Tata Communications, Senior Technical Lead, kannanv06@gmail.com, CNCF slack: Kannan V
• [x] Organizer 4: Manikandan Krishnamurthy, TCS, GCP Architect, manikandank276@gmail.com, CNCF slack: Manikandan
• [x] Organizer 5: Pavithra Vasudevan, VMware, MTS-III, pavithravasu@gmail.com, CNCF slack: Pavithra Vasudevan
• [x] Organizer 6: Veera Ashok Cherukuri, VMware, Member of Technical Staff, veeraashok2000@gmail.com, CNCF slack: Veera Ashok
• [x] Organizer 7: Mohan Muthukumar, Avalara, Lead Software Engineer, mohan@extrasalt.org, CNCF slack: Mohan
• [x] CFP Admin: Senthil Raja Chermapandian, Ericsson, Principal Software Engineer, senthilrch@gmail.com, CNCF slack: senthilrch
• [x] Fiscal Sponsor: Celexsa (Senthil Raja Chermapandian main point of contact)

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) Sponsor 1: Tata Communications Sponsor 2: Talentship Sponsor 3: SnappyFlow
• [x] Identified fiscal sponsor that can accept payments such as from sponsorships and pay out expenses Fiscal sponsor that will accept payments: Celexsa Technologies Private Limited.
• [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)
• [x] Provided CNCF access to all event social handles

Getting started checklist for CNCF:

• [x] Organizer email alias has been created: organizers-chennai@kubernetescommunitydays.org
• [x] Region created in Bevy
• [x] Added to Bevy header
• [x] CFP created in SMapply
• [x] Marketing Plan shared

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
• [x] Send CNCF videos to be uploaded to YouTube
• [ ] Link videos from YouTube to event page
• [x] Post event survey sent out

Post event checklist for CNCF:

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

[AudMonte01]

Venue

• TBD Hotel
• Sponsors outreach once venue is secured

Ticketing

• Platform TBD
• Will do early bird pricing -- will decide pricing after sponsorships are secured
• Celexa (web dev company) is Fiscal Sponsors

CFP

• Will close 8 weeks ahead of the event

To-Dos

• Senthil to send Audra additional 4 organizers to be added to existing email alias

[senthilrch]

@AudMonte01

I've added couple more co-organizers to the team (updated the issue). Please add following email Ids to the KCD Chennai email alias: organizers-chennai@kubernetescommunitydays.org

• mohan@extrasalt.org
• veeraashok2000@gmail.com
• karthick.kk@hotmail.com
• pavithravasu@gmail.com
• vadivel.g@gmail.com
• vijayabharathimail@gmail.com
• vinobalaeee@gmail.com

CFP dates decided:

• CFP Opens: 16th March
• CFP Closes: 15th May

[AudMonte01]

Excellent - thank you @senthilrch ! Adding @k8tgreenley who has the email alias power. :-) Katie - please see the above comment from Senthil.

[k8tgreenley]

The email alias has been updated with all of the above email addresses: organizers-chennai@kubernetescommunitydays.org

[AudMonte01]

Hello @senthilrch - I noticed your main KCD chapter page has information for your upcoming KCD, but it looks like an event needs to be created within that chapter. I took the liberty of starting a draft event here for you. Please let me know if you would like to schedule some time to walk through this.

[AudMonte01]

MEETING NOTES FROM APRIL 4

8 weeks of CFP (currently 10 submissions)

• focused more on quality talks
• will do outreach to encourage speakers to submit
• plan to have 1 track starting at 09:00 in the morning early for India)

Sponsors

• Already reached out to 50+ sponsors (last year's sponsors, and networks sponsors)

Registration

• Not opened yet
• Using Townscript for ticketing

Engagements ahead of the event

• Online quizes
• Online blogathon contest (6 weeks) -- will host a workshop ahead of time with best practices for blog writing

Venue

• Convention Center, Chennai Trade Centre
• Capacity 750 (event goal is 300)
• Additional lobby and reception area

Volunteers

• will have the option 2 weeks prior

To-Do

• Audra sent Senthil CKA voucher code via email
• Senthil to work on creating Bevy event and let Audra know once it's ready so she can add to drop-down

[AudMonte01]

May 2 MEETING NOTES

Ticket sales

• 137 sold so far
• Could potentially go up to

Sponsors

• 2 confirmed (Platinum and Silver) and 2 more pending
• Audra to plug prospectus in KubeWeekly

Program

• Will not review in SMapply, but offline
• Check out the weighting in scale in SMapply

Marketing

• K8s and CN quiz with 10 questions. Quiz will start this week and run for 4-5 days
• Workshops will be held in the Chennai CNCF community chapters
• Blogathon is already happening with submissions coming in -- consider having 1 of 3 winners go on to be published on the CNCF blog
• Pixelate (blurred picture where people have to guess the technology)

Scholarships to be rolled out in about 2 weeks

• Student Scholarships (allocating a certain amount of free tickets)
• Cloud Native Enthusiast Scholarship (criteria based on credentials, OSS contributions, or blog posts) - 20% discount

[AudMonte01]

JUNE 13 MEETING NOTES

Blogathon winners

• Just 1 winner
• [x] Audra to review to consider to publish on CNCF blog once @senthilrch sends in a Google doc

Sponsorships

• Spf5 behind NGINX
• Talking with Google

Pre-event workshops roadshow

• 100% turnout (90 people registered and showed up)
• CTO of the company said they would promote KCD Chennai
• Planning to do another one on July 1 with a different company

Community Partners

• 3 different communities, and 1 is related to Azure. And others are interested
• Must support by promoting the KCD within their community, in return they will get a discount code, and logos will be added to the kcdchennai.in website

Content

• 79 submissions, sent out acceptances, today is the last day for confirming their acceptance -- at least 1 non-male speaker in lineup, and 1 first-time speaker -- one speaker from Sri Lanka will be checking travel -- A lot of good representation from other cities in India
• 5-member technical panel (3 people outside organizer team)

CNCF pre-recorded video

• More in-depth for the Indian community

Attendees

• More inclined in DevOps culture

[AudMonte01]

JULY 11 MEETING NOTES

Marketing

• July 13 is when K8s version 1.0, so there will be a 24-hour sale

Sponsors

• Zoho is a new sponsor
• Almost at a breakeven point

In-Person Workshop

• This week
• 150+ registration

Venue Preparations

• 90% is done
• Have done site visits, and layout has been communicated
• Banner locations
• Still need to order food - but vendor has been decided

Content

• Emcees are lined up
• Backup speaker lined up
• Housekeeping slides are in the works

[AudMonte01]

JULY 17 MEETING NOTES

• Currently at 425 tickets might make 450 -- max capacity at 500
• Food and beverage has been ordered
• Designs for sponsor booths is done, and printing is about to occur

11 Volunteers

• Registration
• Passing mic, and checking badges to enter room
• Distributing momentos to speakers
• Checking badges against identification to enter the convention center

Upcoming

• 1 more site visit this Thursday
• Designing standees (pop-up banners) for quizzes with QR codes
• Second and third emails to attendees to go out on Wednesday and Friday of this week

Actions

• [x] Senthil to send Audra the latest attendee update for KCD membership
• [x] Audra to send Senthil to a mentee testimonial video (if we have one)

[AudMonte01]

UPDATE

• Senthil curated a blog post
• Audra sent Senthil transparency report template

[AudMonte01]

RETROSPECTIVE MEETING NOTES

• Senthil shared blog post. Audra checking with Jessie to see when it will be published
• Pros, Cons and data can be found here
• Fun fact: Attendees 80% were from Chennai, so this looks good for the local community

Action Items

• [x] Audra to let Senthil know when blog post will be published
• [x] Senthil to work on transparency report
• [x] Senthil to fill out credly badge form for speakers