KCD UK 2023 (October)

[yankcrime]

KCD Organizer Checklist

Event Details

Event Location: CodeNode, London, UK Event Date and Time: October 17, 2023 Expected Number of Attendees: ~ 350 Event cost per ticket, and if you will have early bird pricing or not: TBC, will have early bird pricing

Event type:

In person

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

Organizer 1:

Matt Jarvis, Snyk, Director of Developer Relations, matt@mattjarvis.org.uk, Matt Jarvis

Organizer 2:

Carla Gaggini, Container Solutions, Head of Events, carla.gaggini@container-solutions.com, Carla Gaggini

Organizer 3:

Nick Jones, EscherCloudAI, Head of Cloud Native, nick@dischord.org, yankcrime

Organizer 4:

Adrian Mouat, Chainguard, adrian.mouat@gmail.com, mouat

Organizer 5:

Lewis Denham-Parry, Chainguard, Head of Training, lewis@cloudnativewales.io, denhamparry

Organizer 6:

Chris Kranz, chris@kranz.com , chris kranz

Organizer 7:

Josh Michielsen, Weaveworks, Technical Lead, j@mickey.dev, jmickey

Organizer 8:

Danny Abukalam, SoftIron, Director, Product Engineering, danny@abukalam.com, dabukalam

Organizer 9:

Paula Kennedy, Syntasso, Chief Operating Officer, paula.louise.kennedy@gmail.com, Paula Kennedy

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 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
• [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:

• [ ] Organizer email alias has been created
• [x] Region created in Bevy
• [x] Added to Bevy header
• [x] CFP created in SMapply
• [x] 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 ().
• [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
• [x] 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
• [x] Upload videos to YouTube

[AudMonte01]

Excellent! @k8tgreenley - can you please create an email alias for the above organizers?

[k8tgreenley]

This has been updated

[AudMonte01]

MAY 18 MEETING NOTES

Program

• Same venue
• Tues/Wed event with Speaker event on Monday night (Wednesday felt as busy as day 1) -- travel on Monday seems to be good and easy -- drop-out day on Friday is high because folks think of it was a weekend
• Same caterer with a different menu
• Same Bevy and SM Apply usage
• Tickets went on sale today
• Reach out for speakers happening now -- 30 submissions to the CFP so far and it doesn't close until July 2

To-Dos

• Audra sent voucher codes

[ckranz]

@k8tgreenley my email address has been updated (issue here updated), can you please update the email alias to remove my old email and add my new one please?

• chris.kranz@sysdig.com
• chris@kranz.com

Many thanks!

[k8tgreenley]

@ckranz this is now updated to reflect your email change

[amouat]

@k8tgreenley could someone check my e-mail address? I don't get any messages. It should be adrian.mouat@gmail.com

[k8tgreenley]

I have updated the alias to have the correct email address, @.*** You should receive messages now

On Tue, Jun 20, 2023 at 9:06 AM Adrian Mouat @.***> wrote:

@k8tgreenley https://github.com/k8tgreenley could someone check my e-mail address? I don't get any messages. It should be @.***

— Reply to this email directly, view it on GitHub https://github.com/cncf/kubernetes-community-days/issues/462#issuecomment-1598976284, or unsubscribe https://github.com/notifications/unsubscribe-auth/AXIHXTGMBG2QWHEUHB7X6O3XMG357ANCNFSM6AAAAAAUHOBLDA . You are receiving this because you were mentioned.Message ID: @.***>

-- Katie Greenley (She/Her) Sr. Manager, Community Engagement + Outreach - CNCF KCCNC EU 2023 Highlight Video https://youtu.be/tBDK_AYGv-k

Upcoming Out of Office: June 19 July 3 - 4

The Linux Foundation T: +1 720.227.8536 E: @.** Location & Time-zone: Colorado - MST/MDT Work Hours: 8:00AM - 4:00PM (Mountain Time Zone) Book a Meeting with Me https://calendly.com/kgreenley/katie-greenley*

Headquarters Address 548 Market St PMB 57274 San Francisco, California 94104-5401 US

[AudMonte01]

JUNE 27 CHECK-IN NOTES

Content

• The CfP will close on 2nd July at 23:59 BST and we will make notifications by 31st July 2023.
• 92 applications so far
• About 32 slots to fill including keynotes
• Keynotes: Inviting Liz Rice and Anais to keynote

Tickets

• Using Ti.to again

Sponsorships

• Target 3 platinum + 12 gold
• 2 platinum, 4 gold signed up -- need 1 more platinum and 8 more gold but have many many leads and interest

[AudMonte01]

JULY 25

Content

• Matt Jarvis will do first pass at selection
• Everyone is finishing reviewing
• Diversity is looking good
• Male speakers will be UK-based
• 8 keynotes, 23 breakouts, and 1 retrospective panel at the end of the event -- goal 50% women for keynotes -- goal 43% women in sessions
• Sending CFP notifications on Monday the 31st
• Agenda due to be announced August 29 (over 6 weeks of marketing agenda)

Sponsors

• 7 confirmed out of 20

Action items

• [x] Paula to send Audra prospectus to add to the GitHub repo (linked from KCD home page)
• [x] Audra to add early bird tickets to KubeWeekly newsletter for this week

[AudMonte01]

AUGUST 15 UPDATE

• 24 tickets sold
• 11 sponsors confirmed out of 20
• Agenda should be announced 29th August (still waiting for a few speakers to confirm)

[AudMonte01]

OCTOBER 2 NOTES

Tickets

• almost to 50% of goal

Sponsors

• 1 platinum, 13 gold and 1 silver
• 1 event sponsor available

[AudMonte01]

OCTOBER 13 MEETING NOTES

TICKETS

• Nearly sold out (capped at 260 based on 95% turnout last year)\ -- 50 sponsors and 37 speakers
• Catering for 200-240 (breakfast, breaks, and lunch)
• 270 is comfortable in the main stage room

SPONSORS

• All but 2 have paid, but those 2 have been in communication
• 1 platinum, 13 gold, and 1 silver
• Already past breakeven point
• Live captioning, evening pizza + drinks for drinks, covering some t & l for speakers, speaker gifts
• Sponsor raffle with a passport and stamps

CONTENT

• 1 track of workshops
• Job drop-in clinics with the extra room -- like how to improve your LinkedIn profile -- interview tips
• Open mic for the last session

[AudMonte01]

YouTube videos have been uploaded by team. I have copied the playlist over to CNCF YouTube channel.

• [x] retrospective meeting needs to be held.

[AudMonte01]

RETROSPECTIVE MEETING

Pros

• Sold out show
• Danny and Nick are great as fiscal sponsors that have the business-savvy experience
• Use Ti.to for reg system and can see really good analytics, as well as printed QR codes on stickers for sponsor scanning on-site
• Super raffle worked (lego, O'Reilly books, training vouchers). Folks stuck around to collect prizes
• Team work was well
• 1 track of workshops was better than 2 they had last year
• Final panel was well-received. Included 2 keynotes from the morning
• Day-of signups for lightning talks
• "the best conference they've ever been to"
• diverse lineup in gender and age, but found a balance of quality and supporting local community

Cons

• Lanyards ran out
• 1 sponsor still owes
• Closing keynote speaker didn't show, BUT a panel pulled together about the future of open source
• Hard to find a reliable vendor for sponsors
• Don't be a sponsor rep and organizer at the same time
• Workshop after keynotes (not during)

Ideas for 2024

• Pitch/demo pavilion for sponsors next year
• 3 volunteers + 7 organizers on-site, but could have had more
• stick to UK and change location, or divide up and do city-specific
• 300 is sweet spot

Stats

• 260 and 15% drop-out rate
• 35% diversity (non-male)
• 10k profit and will donate to a non-profit

[AudMonte01]

Action Items

• [x] Audra shared transparency report template with Paula
• [ ] Does the team want to write a blog post for CNCF.io?
• [ ] does the team want to have 1 special Credly badge, and for whom?

[AudMonte01]

Credly Badges issue to organizers.

Volunteers badges to come!

[AudMonte01]

Closing this issue, as I have not heard back about additional Credly badges, and a blog post.