KCD Utrecht 2023 (December)

ams0 commented 1 year ago

Event Details

[X] Event Location: Utrecht
[X] Event Date and Time: 1st December 2023
[X] Expected Number of Attendees: 250
[X] Event cost per ticket, and if you will have early bird pricing or not: possibly free, otherwise around 45€
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: Alessandro Vozza, Solo.io, CNCF Ambassador, alessandro (GitHub: @ams0 )
[X] Organizer 2: William Rizzo, SUSE, Architect, William Rizzo (GitHub: @wrkode )
[x] Organizer 3: Pablo Musa, Sysdig, Developer Advocate, Pablo Musa (GitHub: @pmusa)
[x] Organizer 4: Luca Camphuisen, Java Developer/Owner of Logic Shift

Terms

[X] No other Kubernetes Community Day event in same major city (check with past organizers)
[ ] 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.
[ ] 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 Sessionize 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)

Lovelace Engineering B.V. Stackstate EDB

[X] Identified fiscal sponsor that can accept payments such as from sponsorships and pay out expenses Lovelace Engineering B.V.
[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: utrecht-organizers@kubernetescommunitydays.org
[x] Region created in Bevy
[x] Added to Bevy header
[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 ().
[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:

[ ] Send CNCF event analytics
[x] Schedule post mortem meeting
[x] Send CNCF videos to be uploaded to YouTube
[x] 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

AudMonte01 commented 1 year ago

Hi @ams0 - unfortunately each city can only have one KCD per year. I see that you have an issue open for 2024! Let's schedule a kick-off call once you get your 3rd organizer.

ams0 commented 1 year ago

@AudMonte01 we found a venue, we're in the process of signing, event will be in Utrecht. Should we get an alias like organizers-utrecht@kubernetescommunitydays.org? I can provide a list of names/emails. Can you please re-open it? We can of course meet beforehand too, please ping me/william/pablo on slack! thanks a lot, onward and forward!

AudMonte01 commented 1 year ago

SEPTEMBER 25 MEETING NOTES

New Organizers

Luca - first KCD, and has attended many meetups. Role: website actions.
Karla (new organizer) (her/she)
Serkan (new organizer) (he/him)
Carlos (new organizer) (he/him)
Ronald (new organizer) (he/him)
Saif (new organizer) (he/him)

Content

1 day, 1 track on a Friday
15-20 speakers
Will add end users

Venue

Near a train station in the city center

Audience

250 attendees
Meetups every month and surveyed the community which folks voted for Utrecht (authentic to Dutch culture and business side)

Sponsorships

8 sponsors (2 have already committed)

Other details

Taking part of the sustainability week and will announce there
Free food and party
Tickets will be low (under 50 Euros)

Action items

[ ] @ams0 to add these organizer details with job titles and companies, and KCD role in main issue above

theNailz commented 12 months ago

After buying tickets, the text on EventBrite is wrong:

Kubernetes Community Days Utrecht 2023 ORGANIZER MESSAGE Thank you for registering! We're looking forward to meet you in person in Amsterdam or virtually>

The rest is a-ok ✅

ams0 commented 12 months ago

Thanks for spotting it, fixed!

AudMonte01 commented 10 months ago

NOVEMBER 20 MEETING NOTES

Tickets

Nearly 200 tickets
Will likely sell out
Catering wants to know this week the projection

Sponsorships

Have all the sponsorships (breakeven), but will welcome to more (2-3)
Profit will go to 2024 event

Other notes

3-5 on-site volunteers
Recording both tracks this time

To-Dos

[x] Audra to send voucher codes for training + stickers

mbianchidev commented 10 months ago

Hey @AudMonte01

This is the complete list of organizers for KDC Utrecht 2023, I ran it with @ams0 and everyone should be in with their mail + GH handle

Name	Email	Github handle
Alessandro Vozza		@ams0
Carlos Mestre del Pino		@mestredelpino
Catalin Jora		@jocatalin
Fahd Ekadioin		@fahd-e
Jos van Schouten		@josvanschouten
Karla Valeria Feijoo		@karla-feijoo
Luca Camphuisen		@Camphul
Marcel Kerker		@mkerker
Matteo Bianchi		@mbianchidev
Meg Stefouli		@Meglicious
Pablo Musa		@pmusa
Pavel Chunyayev		@maple03
Rajesh Gunasekaran		@rgunaseknokia
Saifeddine Rajhi		@seifrajhi
Serkan Capkan		@srknc
Sevi Karakulak		@sevikarakose
William Rizzo		@wrkode

We are working to figure out badges for speakers too, we'll keep you posted! Of course we will also upload the recs on youtube and send the survey. Our internal post-mortem meeting is already scheduled :)

AudMonte01 commented 10 months ago

Excellent - thank you, @mbianchidev ! Let's schedule a retrospective meeting ahead of the holidays: https://calendly.com/audmonte/kcd-retrospective

AudMonte01 commented 10 months ago

Thank you @mbianchidev. If you want to spare sharing the speaker emails publicly, you can follow guidelines in the last bullet point here, for the badges.

JanKarremans666 commented 10 months ago

Is there a date for when the recordings from the sessions might be available?

mbianchidev commented 10 months ago

Is there a date for when the recordings from the sessions might be available?

@JanKarremans666 we don't have a defined date yet, but we are in touch with our video maker and looking forward to it. We will send a notice and of course publish on our KCD Netherlands social media as well!

AudMonte01 commented 9 months ago

RETROSPECTIVE MEETING NOTES

Large Team (lean and efficient)

Graphic designer, Web team, emcee's like Marcel, Andrew, and William

Analytics

Total registered versus total checked in (390 people on-site out of 450 registered). 87% turnout rate -- last 2 weeks they had 50% of registration come through (surge during agenda announcement) -- Friday seemed to be a good day
Total speakers with non-male speaker percentage
Total sponsors with insight into profit or loss (19%) -- priority was end-users -- more diversity in cultural backgrounds and age and experience (had 1 student, and 1 fresh out of college)

If profit, where will remaining funds go?

[ ] team to answer this questions

Positives and Learnings

Attendee experience was smooth and did not notice workings on the backend
Sponsors
Pro: The Content was well received
Minor issue: Agenda on the website could have been more abundant and clear
Minor Problem: Could have used more food because the majority of the tickets came in the last week. Learn to roughly plan for 450-500 people
Learning: Have a speaker lounge
Learning: Have more specific assignments versus one person doing a little bit of everything

Action Items

[x] Team to upload the videos within the coming weeks. Please send YouTube playlist to Audra
[x] Team to collaborate in a blog post
[x] Team has transparency report template from CNCF, and is working on it
[x] Audra to execute Credly badges request submitted by Matteo
Any social posts can be submitted https://cloud-native.slack.com/archives/C12MRQ97A
[x] Tag Jessie Adams-Shore in #socialmedia Slack channel, and she can amplify from the main CNCF account

mbianchidev commented 9 months ago

Blog post draft has been created and shared, roughly 50-60% is already written as I took my pre-written blog from Medium and edited to fit a more general vibe and less focused on my own experience.

Transparency report will be finalized, hopefully this week, we are at roughly 80% completion.

AudMonte01 commented 8 months ago

YouTube playlist has been created and copied over to CNCF YouTube channel here.

AudMonte01 commented 7 months ago

Blog post was published last week: https://www.cncf.io/blog/2024/02/01/from-attendees-to-organizers-a-community-story/

cncf / kubernetes-community-days