raelga commented 9 months ago

KCD Organizer Checklist

KCD Spain 2023 edition. Previous editions #440 in 2022 and #385 in 2021.

Event Details

[x] Event Location: Spain
[x] Event Date and Time: December 12th, 2023. Afternoon to be friendly for Spain and Latam
[x] Expected Number of Attendees: 500
[x] Event cost per ticket, and if you will have early bird pricing or not: Free

Event type:

[x] Virtual
[ ] Hybrid
[ ] In person

Organizers Details (identify at least 3 organizers). Designate who will be the CFP admin, as well as the finanical officer:

[x] Rael Garcia Arnés, Red Hat, Principal Software Engineer, rael@redhat.com, rael
[x] Mario Vázquez, Red Hat, Principal Software Engineer, mavazque@redhat.com, Mario Vázquez
[x] Imma Valls, Grafana Labs, Developer Advocate, imma.valls@gmail.com, Imma Valls
[x] Jona Apelbaum, Solo.io, Field Engineer, jona.apelbaum@gmail.com, Jona Apelbaum
[x] Antonio Berben, Solo.io, Field Engineer, a.berben.m@gmail.com, Antonio Berben
[x] Jorge Turrado, SCRM Lidl International Hub, Staff SRE, jorge.turrado@hotmail.es, Jorge Turrado
[x] Bart Farrell, Independent Content Creator, bartholomewfarrell@gmail.com, Bart Farrell
[x] Cortney Nickerson, Kubeshop, Developer Relations, nickerson.cortney@gmail.com, Cortney Nickerson
[x] Diego Cristóbal, VMware, Automation Engineer, diecristher@gmail.com, Diego Cristobal Herreros

Full team : https://github.com/kcdspain/spain-2023/issues/1

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: @raelga
[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)
[x] ~Agree to offer at least 3 complimentary tickets to increase diversity for the event~ N/A
[ ] 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

[ ] Schedule monthly check-ins with KCD Core Organizer(s) (kcd@cncf.io)
[x] ~Minimum of 3 sponsors committed (not required for virtual only events)~ Virtual Event
[x] ~Identified fiscal sponsor that can accept payments such as from sponsorships and pay out expenses Fiscal sponsor that will accept payments~ Free Event
[ ] 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): https://twitter.com/KCDSpain

Getting started checklist for CNCF:

[x] Organizer email alias has been created
[x] Region created in Bevy
[ ] Added to Bevy header
[ ] CFP created in SMapply
[ ] 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 ().
[ ] 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
[ ] Transparency report and YouTube playlist (if there is one) linked from cncf.io/kcds
[ ] Bevy page marked as dormant

AudMonte01 commented 9 months ago

KICK-OFF MEETING

Organizers

two more organizers missing from above list (see link to other GitHub issue)
already have process in place from previous years

Timing

Virtually in Spain's afternoon to be able to reach Latin American countries

Content

Will host in Spanish
Tracks will depend on CFP (last year they had 100 submissions)

Sponsorships are more community partners

RedHat and Grafana to allow for donation of employee time
Account donations like for Streamyard and so on

Action Items

[x] Audra to give team access to SM Apply TODAY (duplicate 2022 template)
[ ] Audra to share social media options for scheduling

AudMonte01 commented 8 months ago

NOVEMBER 2 MEETING NOTES

Content

Keynotes are more like opening notes with housekeeping
CFP: push push push. Closing date is Nov 10.
[x] Audra to add QR code to CFP in Kiosk looping slides
[x] Jorge to send Audra program committee for reviewing in SMapply
Audra shared dynamic agenda builder

Other marketing efforts

[x] Audra updated email alias for team: organizers-spain@kubernetescommunitydays.org
[x] Audra to send training vouchers

AudMonte01 commented 7 months ago

NOVEMBER 16 MEETING NOTES

CFP final submissions + reviewing

almost 50 talks right now, and will do one track with possibly a 60
Tomorrow is the deadline
[x] Audra will ask LATAM KCD organizer channels to submit
[x] Team will send Audra the agenda to review next Monday the 20th

Marketing

Buffer account being used with Jorge's Ambassador budget

Additional Sponsors

Packt publishing will donate books

AudMonte01 commented 7 months ago

NOVEMBER 30 MEETING UPDATE

Number of registrations + marketing

44 tickets so far
Barcelona meetup pointed to the event
Speaker promotion with social copy

Any additional sponsors donating tech or giveaways

Media/community sponsors including KubeEvents

Streamyard / Bevy logistics

AudMonte01 commented 6 months ago

DECEMBER 21 RETROSPECTIVE NOTES

Total registered versus total checked in: 272 VS 180 = 66% Attendance Total speakers with non-male speaker percentage: 20 talks/23 speakers and 5 non-male = 22% -- 50% of the speakers were from Latin America Total sponsors with insight into profit or loss: No overhead, but sponsorships come from the donation of time approved from companies of organizers

Pros and Cons of the event

Sessions had a nice balance of companies
Great attendance in each session
Good first-time topics
Short time frame for planning lead to lower registrations. Also made it hard for new organizers
Would like to shift lead organizers each year
Imma (organizer) wasn't able to attend
Cortney (speaker) wasn't able to attend due to travel
Streamyard worked really well
Bevy statistics are not great
It would be great to have CNCF have an overall social account like Buffer, and/or Streamyard because it's web-based