KCD Pune 2024 (April)

[Sagar2366]

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: Finalised but yet to be announced
• [x] Event Date and Time: 13th April, 2024
• [x] Expected Number of Attendees : 500+
• [x] Event cost per ticket, and if you will have early bird pricing or not : Starting early bird with INR 1200

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: Sagar Utekar, VMWare Software India PVT LTD, MTS3 SRE , sagarutekar2366@gmail.com, CNCF Slack Username - Sagar Utekar, CFP Admin & Marketing
• [x] Organizer 2: Vipul Chaudhary, vipul.chaudhary2609@gmail.com, CNCF Slack Username - Vipul Chaudhary, Financial Officer
• [x] Organizer 3: Toshal Khawale, JPMorgan Chase & Co., Vice President,toshal.khawale@gmail.com, Toshal Khawale, Financial & 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 within the KCD city or just outside of it. For small countries, the organizers can live within the region, but must be able to easily travel to the KCD if it were in-person.
• [x] At least one organizer is a CNCF member employee, CNCF ambassador, or CNCF project maintainer. NOTE: An employee of a member company, qualifies.
• [x] All organizers agree to follow the event guidelines and CNCF Code of Conduct
• [x] All organizer inquiries / communication for CNCF must be summarized 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: pune-organizers@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 Organizers:

• [ ] Send CNCF event analytics
• [ ] Schedule post mortem meeting
• [ ] Send CNCF videos to be uploaded to YouTube
• [ ] Link videos from YouTube to event page
• [ ] Post event survey sent out
• [ ] Fill out Credly badge request form for 1 badge per KCD

Post event checklist for CNCF:

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

[fykaa]

Hey @Sagar2366 I'm excited about the prospect of working together on KCD Pune 2024. Your experience as a CNCF Ambassador and my enthusiasm for event organization could make for a fantastic collaboration.

Please lmk how you'd like to proceed.

[AudMonte01]

Hi @fykaa - Sagar has applied for CNCF ambassadorship, but is not yet a CNCG Ambassador: https://www.cncf.io/people/ambassadors/

[fykaa]

Oh, since we required at least one organizer as a CNCF member employee, CNCF ambassador, or CNCF project maintainer I assumed it. No problem, I'd like to co-organize this @Sagar2366! Thanks for sharing. All the best for your CNCF Application Sagar!

[AudMonte01]

That's great! I hope @Sagar2366 and team will accept you as a co-organizer, but I know they have many already including volunteers.

[Sagar2366]

@fykaa we already have organisers team.

FYI, We are very selective about our team. But you can be join as volunteer. We have the process to select our event volunteers.

Please keep watch on our social media handles and apply to be part of KCD Pune 2024 Volunteering team.

[fykaa]

That's great! I'd be glad to know folks in organizers team. And, I'm already in sync with KCD Pune updates💯

[AudMonte01]

OCTOBER 31 MEETING NOTES

Dates: April on a Friday or Saturday

Venue

• Hotel in Pune
• Universities have many rules and regulations that make it hard

Sponsorships

• [x] Audra to share sponsorship prospectus
• Combination of large enterprises and startups
• Will likely offer lead scanning on-site

Design

• discussion around construction of the logo
• [x] Audra to share other design templates

Volunteers

• Will leverage volunteers, and cap at 20-25
• Can utilize design services that way

Other planning details

• A/V: Sagar already has good contacts
• Registration platform: KonfHub (5% charge per ticket): https://konfhub.com

Other positive takeaways from the CND event

• Sustainability: Printed ID cards with paper with basil seeds inside the paper
• Job boards and Job Booths
• 35% non-male speakers

[AudMonte01]

DECEMBER 19 CNCF SYNC NOTES

Hotel venue is secured? And Final dates

• Finalizing budget analysis
• DevFest is December 23 and want to check with the organizers on how much the hotel they are using
• Looking for something central, with F&B and A/V included

KCD logo complete

• Audra shared the raw logo files

CFP dates and deadlines

• Sessionize (CFP Platform). Audra shared an event code with Sagar
• Collaborating with KCD Kerala organizers
• Timeline: Open CFP Beginning of January and have agenda released mid February to end of February

Marketing

• [x] Audra shared CNCF store voucher with Sagar for stickers. Was not working for Decal pack. @k8tgreenley to check

[AudMonte01]

JANUARY 16 UPDATE

Follow-up from previous CNCF sync

• Decal packs are only for Ambassadors, and they get one pack per each year

Venue confirmed:

• Date: 13th April, 2024
• Venue : Marigold Banquets & Conventions (https://www.marigoldbanquets.com/)

Marketing

• Social media accounts are ready
• Logo design is in progress
• Website development is in progress

[AudMonte01]

FEBRUARY 7 CNCF SYNC

Sponsor prospectus

• Audra reviewed and only two points of feedback (posted on organizer Slack channel)

Timeline

• This week open CFP
• Early bird tickets will open as well

Sponsors

• Some individual sponsorships are inquiring. Discussed community sponsorship representation

[AudMonte01]

MARCH 7 CNCF SYNC

Content

• 105 submissions
• CFP under review, requesting a PPT to declare of a session is accepted or not (due by Sunday)
• Planning to accept 20-22 sessions at 35 minutes each
• 2 tracks (1 is for beginners and 1 for advanced)
• 1 workshop (CKA, CKAD), and 1 workshop for sponsors
• Goal to launch agenda one month from the event
• [x] Team to be sure to send agenda/schedule/lineup to kcd@cncf.io for review ahead of publishing
• Keynote speakers are under confirmation (awaiting responses from
• Curating a panel from key Ambassadors and cloud native players in India

Sponsors

• 1 Title sponsors
• 2 Bronze sponsors
• Goal to get at least 2 Gold sponsors to break even in costs
• Audra to added prospectus to GitHub repo and is pointing to it in KubeWeekly newsletter that goes out tomorrow

[AudMonte01]

CNCF April 22 Retrospective Meeting

Positives

• The venue ambiance was unmatched
• Speaker content was great
• The food provided by the venue was impressive
• There was a big appreciation of students (they presented scholarships = 50+ students)
• Social media went from 0 to 3k and 6k views on Instagram alone
• Workshops were well-received (different skill levels offered)

Lessons Learned

• KubeCon was a deterrent for some sponsors for monetary sponsorship. Thankfully swag was an alternative offering which worked well.
• Docker Captain, Jorge from Australia could not make it due to Visa issues, but he was able to present virtually and provide Docker vouchers

Attendee Feedback

• 47% outside of Pune attended
• 27 people filled out a survey with all positive feedback
• 100+ positive posts on social media

Analytics

• REGISTRATIONS: Number of registrations (720) versus number of check-ins (693) = 92% show-up rate
• SPONSORS: Total number of 6 sponsors + 5 in-kind sponsors (11 total) + 10 community partners. Put forward profit for volunteers and CNCGs
• DIVERSITY: Total number of speakers versus women speakers (16%) - some canceled last-minute.
• VOLUNTEERS: And 20 volunteers with 7 non-male (35%), and were experienced from meetup help in the past

Post-event marketing

• [x] Credly badges: Sagar to fill out form for Credly badges
• [x] Audra to share transparency report with team alias via Canva
• [ ] YouTube videos: Team will create a KCD channel, and send Audra link once done to replicate on CNCF YouTube channel
• [ ] Team will write a blog post on cncf.io/blog pointing to videos and report