KCD Denmark 2023 🇩🇰 (November)

[kaspernissen]

KCD Denmark 2023 🇩🇰

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: Aarhus, Denmark (JYSK, Soedalsparken 18, DK-8220 Brabrand)
• [x] Event Date and Time: November 14th
• [x] Expected Number of Attendees: 300-350
• [x] Event cost per ticket, and if you will have early bird pricing or not: Early bird 499 DKK, Standard 999 DKK

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: Kasper Borg Nissen, Lunar A/S, Lead Platform Architect (CNCF Ambassador), kaspernissen@gmail.com, @phennex (CFP Admin)
• [x] Organizer 2: Jinhong Brejnholt, Saxo Bank, Chief Cloud Architect & Product Owner, jinhong.brejnholt@gmail.com, @Jinhong
• [x] Organizer 3: Ophelia Zhang Dalsgaard, Danske Bank, Squad Leader, ophelia.foreach@icloud.com, @Ophelia
• [x] Organizer 4: Camilla Larsen, Lunar, Platform Engineer, cbl1309@gmail.com, @Camilla Larsen (Financial Officer)
• [x] Organizer 5: Per Hedegaard Christiansen, Saxo Bank, Chief Container Platform Engineer, per@phcc.eu, @Per Hedegaard Christiansen
• [x] Organizer 6: Henrik Høegh, VELUX, Digital Product Owner, henrik.hoegh@velux.com, @hoeghh
• [x] Organizer 7: Robert Jensen, VMWare, Lead Solution Engineer, robert@robert-jensen.dk, @Robert Jensen
• [x] Organizer 8: Thomas Vitale, Systematic, Software Architect, info@thomasvitale.com, @Thomas Vitale
• [x] Organizer 9: Thor Anker Kvisgård Lange, Netic, Platform Development Specialist, Netic, tal@netic.com, @Thor Anker Kvisgård Lange
• [x] Organizer 10: Ryan Gough, JYSK, Senior Operations Specialist / DevOps, rgo@jysk.com, @Ryan Gough
• [x] Organizer 11: Nikita Hald Sørensen, Independent, nikita.hald@hotmail.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
• [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) Platinum sponsors:
• Isovalent
• Netic
• BESTSELLER
• ATEA
• dynatrace

Community sponsors:

• Lunar
• Redpill Linpro
• Sysdig
• LEGO
• paloalto networks
• Saxo
• deranged

Venue and partners:

• JYSK (venue)

• Coding Pirates (fiscal sponsor and all profits go to them)

• Cloud Native Nordics

• Kube Events

• Kube Careers

• [x] Identified fiscal sponsor that can accept payments such as from sponsorships and pay out expenses Fiscal sponsor that will accept payments We have agreed with Coding Pirates, a non-profit organization, that we can leverage them as the fiscal sponsor. All profits will be donated directly to the Coding Pirates to promote the productive and creative IT skills of children and young people.

• [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) @KCD_DK

Getting started checklist for CNCF:

• [x] Organizer email alias has been created: organizers-denmark@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
• [x] 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:

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

[kaspernissen]

Sponsor prospectus (still WIP, expecting this to be ready in a day or two): https://docs.google.com/presentation/d/1YlqIfIjrrKxNwvsP_8nuJcbJ56V5Sxx6_Ij5rhhs8_g/edit?usp=sharing

[AudMonte01]

JUNE 12 KICKOFF CALL

Schedule

• 2 tracks -- 100-person small room & a 400-person auditorium

Sponsorships

• 6 sponsors total (4 committed)
• Will only need for food (already have an offer)
• Might offer a community sponsorship
• Already have a small non-profit fiscal sponsorship they will pay with any profits

Tickets

• Low cost (not looking to earn money)
• Aiming less than $100 USD

CFP

• Will discuss with other organizers what platform to use
• August 1 open date

Website

• Separate website
• [x] Audra to create Bevy page for organizers to start and notify all on Slack when ready or if any action items
• [x] Audra to enable SM Apply

Team

• Using cloud-native-nordics channel in Slack for communications

[k8tgreenley]

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

[AudMonte01]

MEETING NOTES

CFP

• August 1- September 15

Tickets

• Entertaining 2 tiers

Organizers

• Meeting on Thursday to decide to announce dates

Marketing

• Audra shared marketing plan

[JBrejnholt]

Sponsor prospectus (still WIP, expecting this to be ready in a day or two): https://docs.google.com/presentation/d/1YlqIfIjrrKxNwvsP_8nuJcbJ56V5Sxx6_Ij5rhhs8_g/edit?usp=sharing

This is ready.

We have 6 committed sponsors, and have finalised the contract with our charity partner Coding Pirates.

[AudMonte01]

AUGUST 23 MEETING NOTES

Sponsorships

• Audra added sponsorship prospectus (in July) to repo linked to cncf.io/kcds home page
• 6 Platinum sponsors, 5-6 community sponsors (agreement in contract to pay before Sept 1)

Location

• 1.5 hours away from London

Tickets

• 49 tickets so far
• Early bird tickets are already for sale at 499 kr 2nd tier will go up to 999 kr after the first 100 tickets are sold. Tickets here

Content

• CFP closes September 15 in Denmark and there are 39 submissions so far
• 1 day 2 tracks and 1 keynote

Marketing

• Community groups doing this together
• Use #socialmedia slack channel in CNCF workspace to have CNCF core accounts repost

Action

• [x] Audra to add CFP to KubeWeekly
• [x] Audra to assign all organizers in this issue as reviewers in SMapply
• [x] Audra to send training vouchers to Kasper via email

[kaspernissen]

Just wanted to add a small note here, that it's 1.5 hr by airplane, and that there's almost a month between the two events KCD UK October 17-18th, and we are November 14th. We don't see it's an issue :)

Location

• 1.5 hours away from London

[AudMonte01]

SEPTEMBER 18 CHECK-IN MEETING NOTES

Tickets

• 150 today (halfway sold)
• Due to release agenda/schedule in early October

Content

• Reviewing is complete
• Acceptances and rejections will be worked on this weekend
• Audra did SMapply screenshare for filtering options, and automation setup with emails, and provided email templates

Sponsorships

• Closing sponsorships
• Profit will go Coding Pirates (fiscal sponsor)

[AudMonte01]

NOVEMBER 21 RETROSPECTIVE MEETING

Positives aspects and learnings from the event

• 8 topics (took KubeCon tracks)
• Good collaboration with Coding Pirates as the fiscal sponsor (tough start, but ramped up pretty quickly)
• 2-minute pitches for sponsors seemed to keep sponsors from pitching throughout the rest of the event
• Website 7100+ unique users in the last 5 months
• Cons: time consuming, and want to be in control on the fiscal sponsorship side
• Training vouchers were given away as an incentive for social media posts which generated good traction

Analytics

• Total registered versus total checked in 364 out of 393 registered (93% attendance) -- on average of 70%
• Ticket cost 73 Krones
• Total speakers with a non-male speaker percentage of 19% (5 out of 26?)
• $40k USD donated to coding pirates, and kept $3k USD to cover non-profit cost setups next year

CNCF

• Audra shared the transparency report template with Kasper via Canva
• [x] Audra to distribute Credly badges (Camilla submitted form)
• [x] Kasper will share a Google doc for a blog post to be published
• [x] Ryan will post videos within 1 week
• Trends and topics video published with highlight reels

[AudMonte01]

The transparency report is LIVE: https://www.cncf.io/reports/kcd-denmark-2023/ The YouTube playlist is LIVE: https://www.youtube.com/playlist?list=PL09s8ZalKQe85iIzlixAOQEh_oFMoMKtM The blog post is LIVE: https://www.cncf.io/blog/2023/12/04/kcd-denmark-a-collective-triumph-in-the-cloud-native-universe/