KCD Austria 2023 (September 26-28)

[AloisReitbauer]

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: Cineplexx Wienerberg
• [x] Event Date and Time: Sept 26 - 28 2023 (2 days and 2 tracks)
• [x] Expected Number of Attendees: 300 (including 50 speakers and staff)
• [ ] 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 financial officer)

• Erik Auer, WhizUs GmbH, CEO, erik.auer@whizus.com, Erik Auer
• David Hirsch, Dynatrace, OSPO Program Manager, David.hirsch@dynatrace.com, David Hirsch
• Thomas Stagl, Dynatrace, thomas.stagl@dyantrace.com Lab Lead Vienna
• David Leitner, SQUER Solutions GmbH Co-Founder, david@squer.io, David Leitner
• Daniel Drack, FullStackS GmbH, Senior DevOps/SRE Engineer, daniel@drackthor.me, Daniel Drack
• Andi (Andreas) Grabner, DevRel for CNCF Keptn, CNCF Ambassador, andreas.grabner@dynatrace.com, Andi (Andreas) Grabner
• Johannes Grumböck, Senior Cloud Platform Architect, Red Bull Media House, johannes@grumboeck.net, Johannes Grumböck
• Thomas Schuetz, Cloud Engineering Team Lead & Trainer, WhizUsWhizUs, thomas.schuetz@t-sc.eu, Thomas Schuetz

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
• [ ] 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

• [ ] Schedule monthly check-ins with KCD Core Organizer(s) (kcd@cncf.io)
• [ ] 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
• [ ] Added usernames for CNCF Slack for all organizers so that we can add you to the #kcd-organizers channel
• [ ] 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-austria@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

[entlein]

+1

[denisgolius]

+1

[grabnerandi]

+1

[toms-place]

+1

[DavidPHirsch]

@AloisReitbauer the "8" in 28 is missing in the dates

[toms-place]

@entlein something to consider for aocc? (:

[AloisReitbauer]

aocc?

[entlein]

aocc= AustrianOpenCloudCommunity , and @websi96 , yes, we (I can only speak for TUW) can surely do something. @AloisReitbauer feel free to reach out if you have anything specifically suited for the university to contribute.

• I had to first confirm I was in Vienna at the date -> now confirmed -

[DavidPHirsch]

@AloisReitbauer could you set all the items in "Terms" to done and add the following as organizers:

• Erik Auer, WhizUs GmbH, CEO, erik.auer@whizus.com, Erik Auer
• David Hirsch, Dynatrace, OSPO Program Manager, David.hirsch@dynatrace.com, David Hirsch
• David Leitner, SQUER Solutions GmbH Co-Founder, david@squer.io, David Leitner

[AudMonte01]

MAY 9 MEETING NOTES

Organizers

• WhizUs is a CNCF member
• David Hirsch is an ambassador
• To-Do: Add Daniel Drack as an organizer to this GitHub issue

Venue

• Two main options (1 is a local university)

Funding

• Applied for 50% funding via city of Vienna (food, logistics, promotion)
• Sponsor prospectus created in the next week or so

CFP

• Might launch it at the end of May and keep it open for 8 weeks (Closes end of July)

To-Dos

• David to send logo for review
• Audra to create Bevy chapter
• Audra to add Daniel and Henrik Rexed as CFP admins

[AudMonte01]

May 31 MEETING NOTES

Plan for 90-95% attendance rate

Venue

• https://www.cineplexx.at/center/cineplexx-wienerberg/
• Cost is very reasonable
• Theme could be cinema for tickets
• Already getting estimates or food

Sponsors

• 4 of the 5 organizers might sponsor
• likely will get funding from city of Vienna
• Redbull will sponsor video recordings and streaming (if they decide to go that route)

Program

• Identified keynotes speakers
• CFP should be ready tomorrow

Tickets

• Platform is Tito: https://ti.to/home

Actions items

• Audra to add reviewers to CFP and see if Dashboard view (Daniel and Henrik will do the assignments)
• @DavidPHirsch to add the rest of the organizers in the comments for Audra to update this GitHub issue CNCF creating an email alias

[DavidPHirsch]

@AudMonte01 could you please add him to the organizers and create the shared email

• Daniel Drack, FullStackS GmbH, Senior DevOps/SRE Engineer, daniel@drackthor.me, Daniel Drack

[AudMonte01]

Hi @DavidPHirsch - I have added Daniel to this GitHub issue. Is there a non-male organizer who is part of the team? We naturally have been fortunate for all KCDs to have this, and would like to make it a new standard going forward

[DavidPHirsch]

@AudMonte01 sadly, for the moment we do not

[k8tgreenley]

Email alias has been created: organizers-austria@kubernetescommunitydays.org

[AudMonte01]

JUNE 27 MEETING UPDATES

Content

• 32 submissions so far and end of July is the deadline
• 3 keynotes speakers confirmed and 1 pending

Tickets have been LIVE last week

Sponsors

• RedHat, AWS, Dynatrace, A1, RedBull, WhizUs (90% confirmed)
• Possible funding from the city of Vienna
• Food can still be cut

Marketing

• Focusing on diversity scholarship for 5-10 tickets (including students)

Action item

• [ ] David to send Audra language ahead of posting on LinkedIn
• [ ] Audra to look into templates for student and diversity scholarship surveys
• [x] Audra to email certification vouchers for a raffle

[AudMonte01]

SEPTEMBER 11 MEETING NOTES

Sponsorships

• At a breakeven, and will come ahead provided signed sponsors all pay

Content

• Keynote speaker swap due to last-minute cancelation
• End of day will be a game-style giveaway

Tickets

• 30 more tickets available - almost sold out!

Collaboration

• Daniel to add Audra to weekly syncs going forward
• Daniel to use Bevy for speaker communications

[AudMonte01]

RETROSPECTIVE MEETING NOTES (NOVEMBER 2)

Pros of the event

• Overall the experience was great and they are eager for next year
• 104 responses in the survey -- had QR code at the end of the last presentation + closing email
• Logistics ran nearly seamlessly
• Cinema as a venue was well received
• General feedback: LinkedIn was used mostly for social

Cons / lessons learned

• With a collective of 10 organizers, there needs to be 1 or 2 lead organizers, as well as clarifying roles
• Better reviewing process from ratings and the same questions in mind -- review ahead of closing, and be transparent with attendees about -- don't review during holidays
• Set submission standards
• Some folks thoughts the breaks were too abundant
• Too many tools in the end and switching made it hard to track

CNCF feedback

• Templates for guidance, but not guardrails for social media

Data

• Total registered versus total checked in (300 w/ 293 attended, so 98%)
• Total speakers with non-male speaker percentage -- 35 speakers of which 6 were non-male (17% diversity of gender) -- all 3 were non-male -- 123 applicants, 14 woman, 1 non-binary
• Total sponsors with insight into profit or loss (13 paid + 6 community) -- profit of 5k without the city of Vienna. With help 25-30k profit -- will use extra funds for next year's KCD and help local meetups through the association
• Transparency report template has been shared (waiting on some data and photos)
• Final marketing to prolong content (videos, blog post, etc)
• [x] Audra to duplicate the YouTube channel KCD Austria playlist on CNCF channel
• [x] Team will be marketing videos with reels, and social posts
• [x] Daniel will draft a blog post for CNCF blog

KCD 2024 will be Sept/Oct

• Will collaborate with Munich & Zurich for marketing

[AudMonte01]

Transparency report published last week Blog due to post this week via cncf.io/blog