KCD Portugal 2024 (TBD)

[nicolastakashi]

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

• [ ] Event Location: Porto Portugal (Looking for a place)
• [ ] Event Date and Time: TBD
• [x] Expected Number of Attendees: 350
• [ ] 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: Nicolas Takashi, Coralogix, Senior Platform Engineer, nicolas.tcs@hotmail.com, Nicolas Takashi
• [X] Organizer 2: Ricardo Castro, FanDuel/Blip.pt, Principal SRE, mcc.ricardo@gmail.com, CNCF Slack mccricardo
• [X] Organizer 3: William Mendes, Feedzai, Engineer Manager, will.smendes@gmail.com, CNCF Slack William Mendes
• [X] Organizer 4: Lucas Romão, Accenture, Tech Solution Architect Manager, lucasromaomobile@gmail.com, CNCF Slack Lucas A. Romão
• [X] Organizer 5: Rogério Borges, Oracle, Principal Technical Support Engineer, brborges@gmail.com, CNCF Slack Rogerio Borges
• [X] Organizer 5: Iris Dyrmishi, FARFETCH, Platform Engineer, irisdyrmishi@gmail.com, CNCF Slack iris.dyrmishi

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
• [ ] 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 least 3 complimentary tickets to increase diversity for the event
• [ ] Share the sponsor prospectus with CNCF via your GitHub issue, and link it on your website.
• [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
• [ ] 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-portugal@kubernetescommunitydays.org
• [ ] Region created in Bevy
• [ ] Added to Bevy header
• [ ] CFP created in SMapply
• [ ] 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.
• [ ] 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

[nicolastakashi]

cc @SchulzWill @mccricardo @LucasRomao

[nicolastakashi]

Hey folks! We aim to host a KCD event in Portugal - Porto region and we're still filling in the base information on the issue creation. No doubt we will need some advice for sure. 😄

[nicolastakashi]

Quick update! Next Thursday we're going to have a meeting to review the basic information and after this, we should dispatch the first email to the core organizers.

[AudMonte01]

April 26 MEETING NOTES

Next Steps

• Look for venue space
• Start with program committee -- Think about diversity, which means gathering like-minded people to run the program. Here is a presentation we presenting in a KCD Organizer working group last August, that could benefit you: KCDs - How to Curate a Diverse Line Up -- Thinking about the program committee when creating an agenda. This is helpful to assign people different tasks to help enable speakers. Really think about including at least 1 person with a vast network, and 1 person who has speaking experience and can act as a mentor or coach. KCDs - building your schedule and enabling speakers

Timeline

• Whether your event is in-person, hybrid or virtual, here is a spreadsheet you can make a copy of and edit with your KCD's specifics. This is a good resource for the types of things you need to be thinking about

NOTES

• 1-day event to gauge interest in the community (400 people as a goal)
• Maybe workshops
• Context: DevOps Days Portugal will be in 2024
• Portuguese or English: deferring to English is a common

[AudMonte01]

MAY 24 CHECK-IN

• Timeline: February instead of March
• Exploring venues

Program

• Additional people to join committee for reviewing process, and building the schedule/lineup
• Willing to have different tracks to diversify the program
• Main stage keynote talks in the morning, break, and parallel sessions in afternoon and maybe a fun giveaway session or keynote to end the day

Actions

• Audra to create an organizer slack channel
• @k8tgreenley - would you please create an email alias with the above organizers?

[k8tgreenley]

Here is the email alias: organizers-portugal@kubernetescommunitydays.org

[AudMonte01]

JUNE 21 MEETING NOTES

Venue

• Will discuss with internal companies about sponsoring the space
• Looking at the following Venues -- PREFERRED: https://www.ccalfandegaporto.com/ (most central, and negotiating parking slots) -- https://www.editoryhotels.com/porto-palacio/reunioes-eventos/ -- https://www.meetingsinportugal.com/venues/casa-de-vilar -- https://casadasartes.gov.pt/
• Will encourage people to use public transportation
• The majority of the people should come from Porto, and people can cross the country by car in 4-5 hours, and from Lisbon it takes 3 hours
• Aiming for February 17

Team

• Looking to get an organizer with design background

Logo

• CNCF hopes to provide the new template by the time we meet next in one month from now

[AudMonte01]

JULY 19 MEETING NOTES

Venue decision

• https://www.ccalfandegaporto.com
• 7,000 Euros for 4 rooms for 1 day includes parking slots, includes 1 day prior for setup and breakdown the same day
• [ ] Due to have a site visit and meeting to contract

Logo

• Audra showed new template and organizers showed desired logo
• [ ] organizers to send kcd@cncf.io final logo name and chosen design from the 2 templates shared in Slack

Sponsorship prospectus

• [x] Audra to share template with Iris and Nic

CFP

• Team to think about dates before the next CNCF check-in. Work backwards from official event date by knowing: -- Launching agenda 6-8 weeks before the events -- Giving speakers at least 1 week to confirm their acceptance -- Schedule/Agenda has been determined by the program committee -- Give at least 1 week prior for reviewing -- Have CFP open for at least 1 month

[AudMonte01]

AUGUST 17 MEETING NOTES

Venue

• Commercial or Business registration. Might contract an event company and will let Audra know next week what they have found in their research.

Logo Decision?

• [ ] Team to get back to Audra on Monday about logo decision

[AudMonte01]

MEETING NOTES

• Venue: Non profit company (fiscal sponsor) is going through paper work with the organizers before knowing confirmation -- this Friday the team will meet with the fiscal sponsor and let Audra know if there is any documentation needed on the CNCF and LF side like a letter of reccomendation

Action tem

• [x] Audra to add William to sponsorship prospectus template
• [ ] Designer to submit to Audra the team's logo request via kcd@cncf.io

[nicolastakashi]

Hey @AudMonte01 as we discussed we're closing this issue, since the current working group will not work on the event anymore.

Thanks for all your support