KCD Sri Lanka 2023 (September 9)

[chamodshehanka]

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: Trace Expert City, Colombo, Sri Lanka
• [x] Event Date and Time: 9th of September, 9:30 AM (IST)
• [x] Expected Number of Attendees: 300+
• [ ] Event cost per ticket, and if you will have early bird pricing or not: TBD

  Event type:

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

  Organizers Details (identify at least 3 organizers). Designate who will be the CFP admin, as well as the finanical officer:

• [x] Organizer 1: Kanchana Wickramasinghe, WSO2, VP & GM, kanchanaw@senathltd.com, kanchanawickramasinghe (CPF Admin)
• [x] Organizer 2: Chamod Perera, ISG, Software Engineer, hcsperera@gmail.com, chamodshehanka (CPF Admin)
• [x] Organizer 3: Kemila De Silva, Aeturnum Inc, DevOps Engineer, kemila.d@aeturnum.com, kemila.d (CPF Admin)
• [x] Organizer 4: Kushantha Charuka, Beta Launch, UI/UX Designer, kushi.charuka@gmail.com, kushantha
• [x] Organizer 5: Bawantha Rathanayake, Orel IT, Software Engineer, bawantharathnayake@gmail.com, bawantha
• [x] Organizer 6: Kaveesha Gimhana, CareHires, Software Engineer, uakaveeshagimhana@gmail.com (financial officer)
• [x] Organizer 7: Chirath Bandara, chirathb14@gmail.com
• [x] Organizer 8: Pathum Rajapakshe - Finance Lead (pathumr@senathltd.com)
• [x] Organizer 9: Suresh Peiris - Production Manager (tsmpmail@gmail.com)
• [x] Organizer 10: Chirath Bandara - Community Admin Lead (chirathb14@gmail.com)
• [x] Organizer 11: Miyuru Gunarathna - Design Lead (miyurupriyawadan@gmail.com)
• [x] Organizer 12: Bawantha Rathnayaka - Design Lead (bawantharathnayaka@gmail.com)
• [x] Organizer 13: Akalanka Perera - Dev Lead (akalankaperera128@gmail.com)
• [x] Organizer 14: Samudra Weerasinghe - Marketing Lead (samudra@wso2.com)
• [x] Organizer 15: Kavishka Fernando - Marketing Lead (kavishka@wso2.com)
• [x] Organizer 16: Nisal Renuja - Social Media Manager (nrenuja@gmail.com)

Volunteers

Avin Indrasoma - Volunteer (avinindrasoma@gmail.com) Sahas Renuja - Volunteer (sahasrenuja@gmail.com) Sithum Bopitiya - Volunteer (sithumsandeepap@gmail.com) Ahamed Safnaj - Volunteer (safnaj99@gmail.com) Raju Nirupan - Volunteer (raju.n@aeturnum.com) Shaan Jathurshanm - Volunteer (jathurshanm3@gmail.com) Chanuka Praveen - Volunteer (chanuka.p@aeturnum.com) Suvin Nimnaka - Volunteer (suvinkodituwakku@gmail.com)

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
• [ ] 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 least 3 complimentary tickets to increase diversity for the event
• [x] 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. If using a platform outside of Bevy, organizers must provide CNCF with a full list of attendees. -- Regardless of your platform choice, please use these questions to create your registration form
• [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 WSO2

Sponsor 2 Aeturnum Inc

Sponsor 3 Wiley

• [ ] 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
• [x] 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
• [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 ().
• [ ] 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] Link videos from YouTube to event page
• [x] Post event survey sent out

Post event checklist for CNCF:

• [x] Removed from Bevy header
• [ ] CFP deactivated
• [x] Upload videos to YouTube: https://www.youtube.com/playlist?list=PL7hn1g7tv7EmNtI3qvK8PeYr1FARKoJSb

[AudMonte01]

Scheduled kick-off meeting for May 9

[AudMonte01]

MAY 8 KICK-OFF MEETING NOTES

Registration platform

• Exploring external platform

CFP

• Will come back to Audra with dates at the end of this week

Sponsors

• Sponsors prospectus will be sent over email today for review

Goal

• Foundation setup as a non-profit

To-Dos

• Audra to set up private Slack channel
• @chamodshehanka - what email alias do you use last year for the organizers?

[AudMonte01]

JUNE 12 MEETING NOTES

Email alias: Google group chat During event: through Discord server

Sponsorships

• 2 Gold Sponsorships
• Would like introductions to RedHat or Veeam
• AWS can give a speaker and credits to the community
• [x] Organizers to create a public sharable link to prospectus
• [x] Audra to put prospectus on KubeWeekly newsletter

Content

• [ ] Audra to look into potential speakers for introductions -- insight: hard to travel to Sri Lanka from Singapore

Website

• Will update Bevy with dates in the next week

[AudMonte01]

JULY 3 CHECK-IN MEETING NOTES

Sponsorships

• Prospectus live and added to repository (Audra to link in Kubeweekly newsletter). No newsletter this week, but we will have one going out on July 14
• Microsoft is pending and RedHat did not say no, but likely doesn't have the budget

Speaker Intros

• Employers sponsoring travel

Live website (Bevy page)

• Will go live with the website to promote prospectus and CFP this week

Diverse speakers / CFP

• Goal is 50/50

[AudMonte01]

JULY 25 MEETING NOTES

Venue

• Changed and affected Max capacity 300

Ticketing

• Event cost per ticket: Early bird ticket price 1500 - 2000 Sri Lankan rupees
• Ticketing platform: integration to website and will let Audra know this week

Content

• CFP closes August 28?
• 12 applications so far
• No responses
• [ ] Audra to do a 5-minute recorded session for opening (voice over with graphics)

[AudMonte01]

AUGUST 8 MEETING NOTES

Sponsorships so far

• 2 Gold sponsor
• 1 Silver

Action items

• [x] Audra to send voucher codes -- List shipped items as gifts for customs

Content

• Goal is to have 16-18 speakers
• Website to launch once half the speakers are confirmed

[AudMonte01]

AUGUST MEETING NOTES

Content

• Will aim to announce speaker by the end of this week for 2 weeks promotion time of the agenda
• If someone cannot speak, they will speak at the monthly meetups

Sponsorships

• 3 Gold and 1 Silver
• and 1 additional verbal confirmation
• Partnered with GitHub and GoLang communities in Sri Lanka

Training vouchers

• Both as a gift to volunteers

Action

• [x] Audra to share session description

[AudMonte01]

AUGUST 28 MEETING NOTES

Ticket sales

• 200 tickets with 300 capacity

Content

• Will start at 1pm in the afternoon
• Will build in afternoon break and have an evening reception

Last sponsorships

• New startup Advania based on marketing

CNCF

• [x] Audra to give her 5-minute session recording over the weekend (by September 4 Sri Lanka time)

[AudMonte01]

MEETING UPDATE

Tickets

• Sold out tickets with more than 330

Sponsor update

• Advania signed on

Agenda

• Has been posted
• Will have a break during the giveaways
• Will add a job board

Action item

• [ ] Audra to schedule retrospective meeting with the team

[AudMonte01]

RETROSPECTIVE MEETING

Pros of the event

• Social media campaign on Instagram went viral
• Gave volunteers opportunity on stage to introduce
• Developed their own reg platform
• Received a high number of quality speaking submissions
• Custom themes on apps, even watches
• Good hype and feedback
• Different teams for each aspect of the event

Cons of the event

• Speakers had to decline due to travel budget
• Delay event 1.5 hours due to production company
• Less than 5 people demanded (complained) swag in the middle of the event instead of the end
• Some people were looking for beginner topics
• Only 10% of attendees were non-male and most of them were undergraduates

Analytics

• Total registered 350 versus total checked in was around 300 (sold out) -- One local IT company bought 50 tickets for their company
• Total speakers with non-male speaker percentage (42% female)

Sponsorships

• Total sponsors -- Many sponsors requested
• Profit ($2,000) will forward to the 2024 version

Final marketing and other action items

• [x] Audra to share Transparency report template to Kemila, Chamod, Kanchana, Samudra
• [x] Kemila will share videos via Slack once they are complete
• [x] Team will create a Medium blog post and share with Audra to cross post on CNCF.io
• [x] Audra to assign Credly badges to the team
• [x] Audra to create K8s Sri Lanka chapter to duplicate meetups from meetup.com
• [x] Organizers to fill out Credly badge form for speakers and volunteers as "Contributors". More information under CNCF Support heading here
• [x] @chamodshehanka to update this GitHub issue with organizer email addresses for proper assignment of organizer badges.

[AudMonte01]

Final Steps

• Transparency report has been created shared with CNCF, and is being added to cncf.io/kcds via cncf.io/reports.
• YouTube playlist has been created by team, and copied over to CNCF YouTube channel: https://www.youtube.com/playlist?list=PL7hn1g7tv7EmNtI3qvK8PeYr1FARKoJSb