KCD Buenos Aires (May) 2024

[espotti]

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: Buenos Aires, Argentina
• [x] Event Date and Time: 9 y 10 de Mayo 2024
• [x] Expected Number of Attendees: 800
• [ ] Event cost per ticket, and if you will have early bird pricing or not

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: Eduardo Spotti, AWS & Crubyt, Solutions Architect & Founder, eduardospotti90@gmail.com, Eduardo Spotti
• [ ] Organizer 2: Rossana Suarez, Naranja X, DevOps Lead
• [ ] Organizer 3: Diego Barrios, Xepelin, DevOps Lead, diego.barrios@gmail.com
• [ ] Organizer 4: Matias Mospan, Whitestack, Solutions Architect, matias.mospan@gmail.com
• [ ] Organizer 5: Damian Gonzalez, Dinocloud, Lead solution architect, damian.gonzalez@dinocloudconsulting.com
• [ ] Organizer 6: Cristian Dittamo, Principal solution Architect, Veritas - cdittamo@hotmail.com
• [x] Organizer 7: Ariel Viñas, CTO, Craftech - ariel@craftech.io

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
• [ ] 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.
• [ ] All organizers agree to follow the event guidelines and CNCF Code of Conduct
• [ ] 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
• [x] Share the sponsor prospectus with CNCF via your GitHub issue, and link it on your website.
• [ ] 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
• [ ] 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
• [ ] Agree to use Sessionize as the Call for Proposals (CFP) platform.
• [ ] Agree to get logo creation and approval with and from CNCF. NOTE: a new logo will be created in an effort provide unity, and and official KCD stamp of approval.

Getting started checklist for organizers

• [ ] Schedule monthly check-ins with KCD Core Organizer(s) (kcd@cncf.io)
• [ ] Minimum of 3 sponsors committed (not required for virtual only events) Sponsor 1 Sponsor 2 Sponsor 3
• [ ] Identified fiscal sponsor that can accept payments such as from sponsorships and pay out expenses Fiscal sponsor that will accept payments
• [ ] Added usernames for CNCF Slack for all organizers so that we can add you to the #kcd-organizers channel
• [ ] Create a LinkedIn profile and/or 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
• [ ] Region created in Bevy
• [ ] Added to Bevy header
• [x] CFP code given for Sessionize
• [ ] 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]

Hi @eduardo-eth0 - let us have a kick-off call with the team before the holidays (last two weeks of December): https://calendly.com/audmonte/kcd-onboarding-kickoff-call

[AudMonte01]

DECEMBER 20 KICK OFF MEETING

Audience

• Students, senior technical roles, enterprise professionals
• AWS community day in Argentina did not have more than 400 people, but the location and day of the week was difficult
• Venue location the team is looking into is central to travel (near airport)

Marketing

• Audra to record a video inviting attendees to KCD Buenos Aires. Team to collaborate with Audra on area attractions

Team

• [ ] Find a fiscal sponsors whether it be a non-profit, or company of one of the organizers
• [ ] Assign tasks for each person to lead. For example, someone owns sponsors, and someone owns marketing, and someone runs the program committee (content) etc.
• [ ] Work on budget (must-haves versus nice-to-have), and work on finalizing a venue

[AudMonte01]

FEBRUARY 8 CNCF SYNC

Dates

• May 3 instead of April
• A couple of venue options, including 1 University (might move cities, if this is the case), Galicia, or Santander

Marketing

• Ariel will be mainly be working on the marketing side
• [x] Will have a logo ready next week. Please send to kcd@cncf.io for approval.

Sponsors

• 6 potential sponsors
• 3 confirmed, Craftech.io, Teracloud.io, dinocloud.co, whitestack

Other Actions

• [x] Audra to create Slack channel to async between meetings

[AudMonte01]

RETROSPECTIVE

Positive feedback

• Positive attendee reaction
• Great content that was balanced between technical and community
• Organization of sponsors, breaks, and flow of the space worked well
• Great learning experience for organizers
• Venue responded well with more people than expected, as well as with the food
• International attendance (from other LATAM countries)

Lessons learned

• Hard to tell who went to Bevy and then moved to a Live stream on YouTube or LinkedIn
• Many of the organizers did come through with helping in the planning due to doubts of the event, but many of volunteers showed up to help on-site

Analytics

• Total registered was 873 versus total checked in 343 between YouTube and LinkedIn, and 168 checked-in Bevy and 283 in-person attendees
• 8 out of 31 were non-male speakers (26%)
• Total of 4 in-person sponsors and 21 sponsors total, but there was a loss of $6k USD -- hopefully will recover it with different

Post-event marketing

• [x] Audra to share transparency report template with Eduardo
• [ ] Eduardo to share YouTube session video playlist with Audra once it's ready, and she will duplicate to CNCF YouTube subscribers
• [ ] Eduardo to fill out this form for "Contributor" Credly badge
• [ ] Eduardo to write a blog post about the planning experience and point to videos and transparency report. Send a draft in Google doc to pr@cncf.io and Cc kcd@cncf.io