KCD Hangzhou 2023 (October)

[gaius-qi]

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: Hangzhou China
• [x] Event Date and Time: 21 October 2023
• [x] Expected Number of Attendees: 300
• [x] Event cost per ticket: Free
• [ } Venue?

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: Xu Wang, Ant Group, Senior Staff Engineer, xu@hyper.sh, Xu Wang

• [x] Organizer 2: He Li, Ant Group, Technical Operations Manager, lh01055801@antgroup.com, He Li

• [x] Organizer 3: Shaoyu Huang, OpenAnolis Community, Product Designer & Maintainer of OpenAnolis Cloud Native SIG, shaoyu.hsy@alibaba-inc.com, Shaoyu Huang

• [x] Organizer 4: Linlin Sun, OpenAnolis Community, Technical Operations Specialist & Operating Committee Member of OpenAnolis, jiuwen.sll@alibaba-inc.com, Linlin Sun

• [x] Organizer 5: Qiang Wang, Alibaba Cloud, Software Engineer & Maintainer of OpenAnolis Cloud Native SIG, CharlesWang@linux.alibaba.com, Qiang Wang

• [x] Organizer 6: Chenyu Zhang(chlins), Harbor Community, Software Engineer, Maintainer of CNCF Harbor, chenyuzh@vmware.com, chlins

• [x] Organizer 7: Wenbo Qi(Gaius), Dragonfly Community, Software Engineer & Maintainer of CNCF Dragonfly, gaius.qi@gmail.com, Gaius

• [x] CFP Admin: Wenbo Qi(Gaius)

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
• [ ] 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
• [ ] Create a WeCaht channel for your event

Getting started checklist for CNCF:

• [ ] Region created in Bevy
• [ ] Added to Bevy header
• [ ] CNCF China team members introduced for marketing help and review of program

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

[gaius-qi]

@AudMonte01 Can you help us advance this issue, thank you very much 😊

[AudMonte01]

Hello @gaius-qi - we are meeting with our APAC team next week, as we have been fortunate to have many KCDs all of the sudden coming from China.

In the meantime, I am happy to meet with you at 8:00am your time next Tuesday, March 21 if that works for the team?

[gaius-qi]

Hey @AudMonte01

Thank you very much for your attention. I have no problem with the meeting time and will attend on time. Can you please provide a meeting link(Zoom) and list the specific issues to be discussed in advance so that I can prepare accordingly?

Thank you.

[AudMonte01]

Excellent - I am happy to meet with just you to discuss next steps, and then you can meet with the entire time for an update

[AudMonte01]

3/20/2023 MEETING NOTES

• Venue will be decided in upcoming months, but the goal is 300 attendees
• Organizers want to use own account for YouTube
• Audra created Slack group in CNCF workspace for all organizers

To-Dos

• Audra to update Bevy event and Gaius to add event details ** Organizer to create logo and share designed logo in above Slack channel
• Audra and Katie to connect with Keith Chan to help marketing on WeChat

[AudMonte01]

Hello zhanghuidinah - please connect with these organizers, as there is already a KCD planned in Hangzhou for this year

[AudMonte01]

Hi @gaius-qi - we should schedule a meeting to check on the progress of this KCD

[gaius-qi]

@AudMonte01 I will confirm the time and reply you in time.

[gaius-qi]

@AudMonte01 We plan to hold Hangzhou KCD in October. I'll send you the schedule next week.

[gaius-qi]

@AudMonte01

This is schedule https://www.yuque.com/g/paojiao-nb5zd/kb/ufdpbslo517xvpc5/collaborator/join?token=pokijSJ2LgiVRMyT&source=doc_collaborator#.

2023.9.4 - Call for topics
2023.9.20 - Confirm topics & PPT Templates
2023.9.25 - Email Invitation to Speakers
2023.10.9 - Promotion
2023.10.21 - KCD