KCD El Salvador 2023 (September 29-30)

[josefloressv]

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: Universidad de El Salvador
• [x] Event Date and Time: September 29-30, 2023
• [x] Expected Number of Attendees: 500 in-person (1000 virtual)
• [x] Event cost per ticket, and if you will have early bird pricing or not: Free

  Event type:

• [ ] Virtual
• [x] Hybrid
• [ ] In person

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

• [x] Organizer 1: Melvin Burgos, EDC S.A. de C.V., Software Developer, melvinburgos@gmail.com, melvin burgos
• [x] Organizer 2: Raul Flamenco, Acopula Networks, CEO, raul.flamenco@acopulanetworks.com, Raul Flamenco
• [x] Organizer 3: Jose Flores, Jobsity LLC, Site Reliability Engineer, josefloressv@gmail.com, jose flores
• [x] Organizer 4: Jasson Gomez, Universidad de El Salvador, Computer Science Student, gomezjason010@gmail.com, Jasson Armando Gómez Guevara
• [x] Organizer 5: Carlos Cordero, Universidad de El Salvador, Computer Science Student, carlencordero@gmail.com, Carlos Cordero
• [x] Organizer 6: Fatima Ayala, Universidad de El Salvador, Computer Science Student, fatimajulissa3820@gmail.com, Fatima Ayala
• [ ] Organizer 7: Antonio Rosales, Digital Ocean, Engineering Director,a.webtone@gmail.com, arosales
• [x] Organizer 8: Josselin Marquez, Universidad de El Salvador, Teacher,josselin.vanema@gmail.com, TBD

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) -- Carlos, Antonio, Josselin, and Aaron still need to complete
• [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

• [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 Twitter handle specific to your KCD event (except for countries like China and Korea where Twitter is not used)

Getting started checklist for CNCF:

• [x] Organizer email alias has been created: organizers-el-salvador@kubernetescommunitydays.org
• [x] Region created in Bevy
• [x] Added to Bevy header
• [x] 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
• [x] Post event survey sent out

Post event checklist for CNCF:

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

[flanets]

Hi Jose,

Can you please add Carlos Cordero, Fatima Ayala and Vanessa Marquez to the list of KCD El Salvador 2023 Co-Organizers?

Thanks!

Raul

[josefloressv]

Done!

[AudMonte01]

April 17, 2023 MEETING NOTES

Program

• 2-day event. Day 1 virtual (geared towards students)l, and Day 2 in-person
• Virtual event will be free

Questions to address in next meeting

• Will the virtual event for students mainly be in Spanish?
• How long to leave the CFP open for? -- Potential timeline: Open the end of June or the beginning of July or for 1 month which allows to launch schedule and promote it 2 months ahead of event

To-Dos

• Organizers to figure out program committee, and fiscal sponsors (person or non-profit company to handle funds)
• Audra to share KubeCon signage templates
• @k8tgreenley, can you please create an email alias for the above organizers?

[arosales]

👋🏽 Thanks for getting this event rolling. Could you update the PR with my CNCF slack username: arosales as co-organizer #7.

[AudMonte01]

May 15 MEETING NOTES

• Ticketing: Free event
• CFP: Survey what students to gather desirable topics
• Will for sure talk about different cloud platforms
• Program Committee: sub committee from organizers
• Bevy Event Page Setup: Audra will add all organizers and create a draft event for them to edit

To-Do

• Cross check the inclusive training with this list of organizers
• Organizers to send Audra the survey questions to build in survey monkey

[AudMonte01]

As promised, here are those who have completed the Inclusive Open Source Organizer Training:

• Melvin Burgos, completed
• Raul Flamenco, completed
• Jose Flores, completed

Those who need to complete are:

• Fatima Ayala, enrolled
• Carlos Cordero
• Antonio Rosales
• Josselin Marquez
• Jasson Gomez

[k8tgreenley]

Email alias: organizers-el-salvador@kubernetescommunitydays.org

[josefloressv]

Jasson Gomez has completed the Inclusive Open Source Organizer Training

[AudMonte01]

JUNE 12 MEETING NOTES

Survey

• The university put a survey out to gauge interest in topics 1) GitHub Versioning 2) AI 3) Full stack development

Other interest being shown from students

• Hyper-ledger, open main frame

Action

• [x] Audra to create the CFP in SM Apply and give Raul, Jose, Melvin admin access

Those who need to complete the organizer inclusive training?

• [ ] Fatima Ayala, enrolled
• [ ] Carlos Cordero
• [ ] Antonio Rosales
• [ ] Josselin Marquez

Scholarships for mentees

• It's easier to travel to the EU vs the US

[AudMonte01]

JULY 10 MEETING NOTES

Venue

• Satellite of El Salvador University: National Oriental University (Saturday the 30th) -- Universidad Del Salvador

Content

• Launch CFP on July 12 and have it close by August 11 (1 month from now)
• [x] Jose to let Audra know when both website and CFP are ready so she can launch both
• Review proposals of the weekend of the 11th, and send acceptance the following Monday
• Plan to launch the agenda the week of August 21

Marketing CFP

• Audra to add CFP in KubeWeekly newsletter this week
• Organizers to post on social media

[AudMonte01]

AUGUST 10 MEETING NOTES

Content

• 23 submissions so far and 8 in progress (CFP closes tomorrow)
• [x] Jose Flores to send Audra a list of the program committee to add to the reviewing phase in SM Apply
• [x] Audra to look into CNCF representation in El Salvador

Sponsorships

• Sponsors are paying and coordinating directly with vendors
• 1 women in tech panel contribution toward coffee
• [x] Audra to share sponsorship template

Registrations

• 73 so far

KCD Colombia help

• Helping with marketing

Other Action Item

• [x] Audra to share stickers and voucher codes via email

[AudMonte01]

AUGUST 24 MEETING NOTES

CNCF presence

• [x] Audra to pull stats for El Salvador contributions and members (5 min preso)

Content

• Agenda: 59 presentations accepted across 2 days
• Publish the agenda this week

Actions

• [x] 20 Volunteers - Audra to check on what kind of discounts can be get for associate level training?

[AudMonte01]

SEPTEMBER 19 CHECK-IN MEETING

General notes

• Event is 1.5 weeks away
• Emcees will be 2 people each track
• Videos will be recorded in person

Content

• 1 track is english
• 2 track in Spanish

Virtual

• Using Bevy
• Pedro Galvan may lend his subscription to streamyard

Action items

• [x] Audra to set up a call between Nicole and Jose, Melvin, Raul, Fatima
• [x] Audra to have video recording (commits vs contributions) by this Friday

[AudMonte01]

Hi folks - checking in to assure your transparency report is being worked on, and what timeline do you project to have it? Cc @josefloressv

[josefloressv]

Hi Audra, Yeah, we're working on that, we still need to gather some demographic information. We will need at least 2 weeks more. We also are uploading YouTube videos for the talks, Credly badges, and a couple of things post-event.

We will update you ASAP.

[AudMonte01]

NOTE: Credly badges were distributed to organizers and speakers last week.

[AudMonte01]

Hi @josefloressv - please send me the transparency report for this event ahead of the kick-off of the 2024 version (so in the month of April). I will close this issue in the meantime.