falconcr commented 10 months ago

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: Heredia, Costa Rica a la Universidad Nacional, Campus Benjamín Nuñez (capacity 200 people)
[x] Event Date and Time: March 1-2 2024
[x] Expected Number of Attendees: 100-200
[x] Event cost per ticket, and if you will have early bird pricing or not: Free

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: Gerardo Lopez, Veritas Automata, Principal Engineer, gelopfalcon@gmail.com, CNCF Slack Username(@gelopfalcon)
[x] Organizer 2: David Perez, Gorilla Logic, Senior DevOps, oso12_90@hotmail.com, CNCF Slack Username (@David Pérez)
[x] Organizer 3: Vladimir Aguilar, TradeStation, Senior DevOps, mir23cr@gmail.com, CNCF Slack Username (@Vladimir Aguilar )
[x] Organizer 4: Cristher Castro, Cuemby, CNCF Ambassador, CNCF Slack Username (@CristherCastro)

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
[ ] 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
[ ] All organizers have taken Inclusive Open Source Community Orientation (LFC102)
[ ] Agree to offer at least 3 complimentary tickets to increase diversity for the event
[ ] 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. We will use Sessionize at the end of 2023/beginning of 2024.
[x] Agree to use the new KCD logo and work with Audra to make it unique to your KCD.

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: costarica-organizers@kubernetescommunitydays.org
[x] Region created in Bevy
[x] Added to Bevy header
[x] CFP created in Sessionize
[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:

[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
[x] Fill out Credly badge request form for 1 badge per KCD

Post event checklist for CNCF:

[x] Removed from Bevy header
[x] CFP deactivated
[ ] Upload videos to YouTube
[ ] Transparency report and YouTube playlist (if there is one) linked from cncf.io/kcds
[ ] Bevy page marked as dormant

falconcr commented 10 months ago

Updating the terms

AudMonte01 commented 9 months ago

KICK OFF MEETING NOTES

Organizer team

Gerardo (Falcon): 12 years in industry as a developer
David Perez: Gerardo working with David at EMB and HP and moved to DevOps. Great mentor
Vladimir: New to cloud native and came from the University of Costa Rica. Jumped from Junior to Senior DevOps in one year's time

Event style

Friday workshops held virtually mid day
Saturday all day in-person

Venue

Not an issue
Everyone wants to host this event

Date

April - June is summer and good weather
April is ideal for the event timeline based on other events and company budgets

Fiscal Sponsorships

Colon ₡ is the local currency
Might entertain NaOm Labs (10% fee on transactions + currency exchange fees based on day of transactions)

falconcr commented 9 months ago

DATE: March 1-2 2024 VENUE: Universidad Nacional, Campus Benjamín Nuñez (capacity 200 people) @AudMonte01

AudMonte01 commented 8 months ago

OCTOBER 10 MEETING NOTES

Venue

3 tracks and 1 keynote session
Each room can accommodate 30 people. Keynote stage/auditorium can accommodate 200 people
Free tables, chairs, streaming equipment

CFP

Nigel Poulton committed as a keynote
Keynotes in the morning and at the end
Will use Sessionize

Marketing

Free ticket cost
Have the CFP ready ahead of KubeCon Chicago and promote at the booth

AudMonte01 commented 7 months ago

NOVEMBER 28 MEETING NOTES

Content

12 CFP submissions so far
[ ] team to update name/title in Sessionize to "KCD" to eliminate confusion for those who think it's only an event around Kubernetes

Tickets

Using Ti.to for registration and have 60 registrations so far

Sponsor

They have a fiscal sponsor
3 committed sponsors

Marketing

Consistent with social posts, including
Cristher Castro (Ambassador) from KCD Colombia is helping with design

AudMonte01 commented 2 months ago

May 2 Retrospective with CNCF

Positive Feedback

Good vibe from attendees and sponsors
Sponsors offered swag and jobs
Different representation from other countries
Great support from the venue (A/V, volunteers, flexible to bring people from other Universities)
Women in Data collaboration with volunteer logistics, and contributions as a sponsor, and virtual help

Lessons Learned

Check-in process was a little messy (long lines). No one scanned QR codes in the end, and that's what took long
Food & Beverage is key for keeping the audience around, so planning that earlier in advance
There were not a lot of food options at the venue/university
The timing per slot was not long enough, and some speakers took longer than allotted -- offering a dedicated Q&A section/space
Have a small payment just to see commitment in terms of attendance
Open topics covered to open diversity

Analytics

Number of registrations (440) versus number of check-ins (185), attendance rate of 42%
14 Total sponsors (5 gold + 2 silver + 3 ancillary + 4 community)
Small small loss of $17
Virtual: Total number of speakers 12 versus women speakers 2 (17%)
In-Person: Total speakers was 28 and women were 2 = 7%

Post-event marketing

Credly badges (distributed)
[ ] Team finalizing transparency report after Audra shared
[ ] Team to upload videos from virtual event and keynotes to a YouTube playlist and share with Audra for CNCF channel
[ ] Team to write blog Post on cncf.io/blog once the above are complete, and point to those assets

cncf / kubernetes-community-days

KCD Costa Rica 2024 (March) #514