KCD Lahore 2023 (October)

[farhanashrafdev]

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: Lahore, Pakistan

• [x] Event Date and Time: October 4, 2023

• [x] Expected Number of Attendees 300+

• [x] Event cost per ticket, and if you will have early bird pricing or not: Not paid

  Event type:

• [ ] Virtual

• [x] Hybrid

• [ ] 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: Farhan, mriceflame@protonmail.com, Organizer and CFP Admin

• [x] Organizer 2: Adil, adilshehzaddev@gmail.com, Organizer

• [x] Organizer 3: Asad, syedasadrazadevops@gmail.com, Organizer

• [x] Organizer 4: Muhammad Manan, muhammadmanan7175@gmail.com, Co Organizer

• [x] Organizer 5: Zain Naqvi, syedalizain03@gmail.com, Co Organizer

• [x] Organizer 6: Abdul Rauf, abdulraufmujahid@gmail.com, Co Organizer

• [x] Organizer 7: Aftab Ahmed, aftabfremont@gmail.com, Co Organizer

• [x] Organizer 8: Moeez, moeez.exe@outlook.com, Graphics Lead

• [x] Organizer 9: Hasnaat, hasnaatfreelancing@gmail.com, Development Lead

• [x] Organizer 10: Rashid, rashidwassaan@gmail.com, Public Relations and Marketing

• [x] Organizer 11: Sharjeel, sharjeel924@gmail.com, Social Media Manager

• [x] Organizer 12: Arslan Zaffar, arsalanbinzaffar@gmail.com, Logitics Lead

• [x] Organizer 13: Abdul Raheem, arfarooqix@gmail.com, Co Organizer

• [x] Organizer 14: Arslan Khalid, arslankhalid5798@gmail.com, Graphics Lead

• [x] Organizer 15: Muhammad Talha, talha0750@gmail.com Graphics Team/Social Media Manager

• [x] Organizer 16: Fatima Riaz, riaz.fatima448@gmail.com, Graphics Team

• [x] Organizer 17: Faeez Ahmad, faeez2669@gmail.com, Graphics Team

• [x] Organizer 18: Ibad Elahi, Graphics Team

• [x] Organizer 19: Ali Zain, syedalizain03@gmail.com, PR and Marketing

• [x] Organizer 20: Armaghan bin Zahid, armaghanbinzahid@gmail.com, PR/Marketing

• [x] Organizer 21: Taskeen Fatima, taskeenfatima2207@gmail.com, Speaker Management

• [x] Organizer 22: Amna Hafeez, amnahafeezkrow@gmail.com, Marketing

• [x] Organizer 23: Usman Hamid, usmanhamid4work@gmail.com, Marketing

• [x] Organizer 23: Rehan Ahmad, Rehanahmadzafar03@gmail.com, Marketing

• [x] Organizer 23: Hafiz Hammad , ha8768757@gmail.com, Marketing

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
• [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 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
• [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: organizers-lahore@kubernetescommunitydays.org
• [x] Region created in Bevy
• [x] Added to Bevy header
• [x] CFP created in SMapply
• [x] 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 ().
• [x] 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
• [ ] 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

[AudMonte01]

MEETING NOTES

Structure

• 1 week ahead of the event is virtual (2-3 workshops and talks)
• Sept 16 is in-person

Organizers

• Abdul has been part of CNCF a few years ago and has organizer small events since then. Has a CKAD certification
• Farhan - DevSecOps engineer. Have been part of the community for 5 years and has organized a Hackathon, as well as an AWS community day. Working with KubeVilla (Sandbox project?)
• Adil - DevOps Engineer. Helping students get started with programing
• Hasnaat - FullStack developer and graduate student. Teaching front-end development
• Huawei organizer
• Volunteers and students

Venue

• Governments ie providing a National convention center that is free for 1 day
• Or a University of Lahore
• Other co-working spaces that night be available
• Hub of the cloud native community (1.6 million in the city)
• Focus on quality over quantiy

Logo

• To-Do: Audra to create Slack workspace private channel
• Submission of logo is 1st line item

To-Dos

• [x] Customs issue over $60 USD worth. Might not be able to use CNCF store voucher. @k8tgreenley - can you introduce Farhan to our vendor too assure there won't be any issues. If there are, then they might source a local vendor instead.
• [x] Audra to introduce Jeefy Sicca on the project side and Katie Greenley for community side to Farhan
• [x] Audra to create a private channel in Slack

[AudMonte01]

JUNE 8 MEETING NOTES

Team

• Lead organizers
• Design
• Marketing and PR

Venue

• SSI is desired and NIC (software houses) and UET (university) are backup venues

Program

• Jefferey Sicca responded about a keynote

Swag

• Did Katie introduce you to our swag vendor?

• [x] ACTION: Audra to reach out Moeez to schedule a 1:1 for the Bevy platform enablement session

[AudMonte01]

MEETING NOTES

Virtual event will be held one week before

• Streamyard to broadcast into Bevy

Venue secured

• Official signing is end of July (can accommodate 250-300)
• University of Lahore
• Want to gauge interest from the community during two events this month

Sponsors

• Google, GitHub, are in
• Google will share sponsorship prospectus with partners, as well as Kahoot platform for engagement
• Meeting with Huawei Director of Growth Marketing
• Approaching with RedHat and Cisco this month
• Will talk with startups
• AWS can sponsor from a community partner perspective (credits and swag)

CFP launching

• [x] Audra to create a draft in SM Apply
• Already have a few people committed for in-person
• AWS workshop
• Google & Microsoft speakers committed

Marketing efforts

• Call for collaboration
• Gathering many community groups to plug the event at their meeting
• Engaging universities
• Audra shared logos and other branding
• Audra sent training voucher codes

[AudMonte01]

AUGUST 7 MEETING NOTES

Venue options

• have partnered with TechHub who can get a venue with a max capacity of 700
• Jeeny is a top-tier sponsor is wanting them to host in a hotel that they use for their corporate events

Sponsor

• [x] Farhan to send Audra sponsor brochure to add to KCD repository

CFP

• [x] Audra to give Farhan, Abdul Syed access to the CFP in SMApply
• Will shortlist people who are applying for online event as the CFP is open
• Online session 30 minutes with 10 minutes additional Q&A
• [x] Farhan to send program committee names and email addresses to Audra to add

Tickets

• Tiered pricing
• Platform is a startup app that is synced with JazzCash
• Will shortlist people for free tickets (form submission required) -- for people who cannot afford a ticket coming from remote areas of Pakistan

Other Actions

• [ ] Audra to connect Moez with projects team to get a sandbox project going

[AudMonte01]

@k8tgreenley - can you please create the organizer email alias so I can add it to their CFP ASAP? Thanks in advance.

[k8tgreenley]

organizers-lahore@kubernetescommunitydays.org

[ghamy016]

Is it still happening?

[AudMonte01]

SEPTEMBER 13 MEETING NOTES

In-person event update

• University venue change due to larger audience than expected
• Due to this, the event needs to move to the 30th

Tickets for in-person events

• 700 registered via Google forms (80% professionals and 30% females)
• Returned paid tickets for the original date of September 16
• Virtual event on the 9th had 411 unique visits and 50 people in 1 session at a time

Sponsors

• Sponsorships are going well - AWS and Grafana
• At a breakeven point

Content

• 3 Microsoft, 1 grafana labs, 1 aws, 1 aws official lab on venue. 1 qwiwlabs official google
• 5 topics. 2 workshops
• One more virtual session happening on the 16th to keep the hype

Actions

• Audra added sponsor prospectus to GitHub repo

[AudMonte01]

Event postponed due to Conjunctivitis outbreak and universities closing their doors for one week.

[AudMonte01]

OCTOBER 11 RETROSPECTIVE MEETING NOTES

Total registered versus total checked in

• 460 people registered and about 300+ (65% turnout rate) -- mostly professionals, and 10% students

Total speakers with non-male speaker percentage

• 2 women speakers out of 11 and only 1 showed up so an in-person rate of 9%

Total sponsors with insight into profit or loss

• 3 total sponsors including Google and GitHub
• No profit, but a loss of 5-10k PKR ($17 - $36 USD)

Pros and Cons of the event

• 20 volunteers on-site
• Collaborated with Chamod from Sri Lanka
• Party with pizza at a restaurant with CEOs of different startups
• Cloud engineers were new to CNCF and cloud native awareness. This could have helped with local sponsors
• Startups that were government-related who were interested
• Will plan for recording in-person sessions

Post event MARKETING

• Professional photos will be ready this week. No video recording of in-person sessions
• Will have an Instagram reel to promote post-event
• Created labs and challenges to give away the other half of the training vouchers for marketing of next year's event

Action items

• [x] Audra to share CNCF Transparency report template with Farhan and Adil
• [x] Credly badges for "Hero", and Farhan to let Audra know when organizers are updated for PC badge
• [ ] Team to share transparency report with Audra

[ghamy016]

Very good stats for a wonderful cncf event organized at Lahore. Kudos to all organizers and participants!