KCD Chattogram 2024 (October - Virtual)

[Imtiaz1234]

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: Online
• [x] Event Date and Time: October 12, 6 - 11 PM (UTC+6)
• [x] Expected Number of Attendees : 100–150
• [x] Event cost per ticket, and if you will have early bird pricing or not : Free

Event type: Virtual

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

• [x] Shahriyar Al Mustakim Mitul, Lead at CNCF Chattogram, shahriyarmitul3737@gmail.com, Slack: Shahriyar Al Mustakim Mitul
• [x] Zaynul Abedin Miah, Co organizer Dev Change Makers, azaynul3@gmail.com, Slack: Zaynul Abedin
• [ ] Md. Huzzatun Ali, Co-founder & CEO, TechSpark, huzzatunali111@gmail.com, Slack: Md. Huzzatun Ali
• [x] Saber Imtiaz, lead at CNCG Chattogram, saberimtiazmitul@gmail.com, Slack: Saber Imtiaz
• [ ] Jasim Alam,Senior DevOps Engineer at Astha IT, jasimalam211@gmail.com, Slack: Jasim Alam
• [x] Md Nasir Uddin,Manager, DevOps at Anwar Enterprise System, nasirnjs@gmail.com
• [ ] Md Arif Hossen,Technical Cloud Architect Consultant at Anwar Enterprise System, arif332@gmail.com, Slack: Arif Hossen
• [ ] Amir Hossain, Head of DevSecOps & Cloud Engineering at BJIT Limited, shohag_ict@live.com, Slack: shohag_ict

Terms

IMPORTANT: These are the terms within the checklist that must be abided by. Note - There are exceptions to these requirements in some jurisdictions due to applicable laws & regulations.

• [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 employee, CNCF ambassador, or CNCF project maintainer.
• [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 Sessionize as the Call for Proposals (CFP) platform.
• [x] 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

• [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 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:

• [ ] Organizer email alias has been created
• [x] Region created in Bevy
• [x] Added to Bevy header
• [x] CFP code given for 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:

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

Post event checklist for CNCF:

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

[AudMonte01]

Hi folks - let's have a kick-off call within the next week. If someone could please find some time on my calendar that works for the organizers: https://calendly.com/audmonte/kcd-onboarding-kickoff-call

[Imtiaz1234]

Hey @AudMonte01 , we have booked a time with you on April 19th for the KCD Chattogram online event.

[AudMonte01]

Thank you, @Imtiaz1234 - I will have to push this meeting to May, as there are discussions happening this month about further formalizing the program.

[AudMonte01]

CNCF MEETING

Approved because it is a free, virtual event 2 months before KubeCon India

Sponsors

• Sponsoring quizes and prizes
• Community partners can cross-promote
• [x] Audra to share sponsor prospectus in Canva

Content

• Multiple tracks
• Using Streamyard
• Audience: focused on intermediate
• [ ] Team to look into community license for Sessionize (CFP)

Marketing

• [x] Getting chapter started
• [x] Team will work on logo design and send kcd@cncf.io for approval

[AudMonte01]

JUNE 6 CNCF SYNC

Content

• Is Sessionize ready - June 1 - July 31
• Notifications will go out August 7
• Schedule announcement August 14

Marketing help from CNCF

• Audra will add CFP to main KCD list (linked from cncf.io/kcds)
• Audra to add to KubeWeekly newsletters each week
• Audra to add to CNCF marketing committee meeting for beginning of July (1x per month)

[AudMonte01]

JULY 2 CNCF CHECK-IN

Team

• Weekly meetings with organizers
• Team wants to focus on more women speakers*

Content

• CFP submissions so far 4 submissions (recent holiday of the Eat Festival)
• Closes at the end of the month (July 31)
• Audra made sure team knows of CFP questions

Ticketing in Bevy

• Must use this guide for registration questions -- you can add this under forms -> "pre-order" in the event settings (at the top)

Any other CNCF marketing help needed

• Audra re-mentioned above marketing and asked about social media -- team should take advantage of #socialmedia channel in the CNCF Slack workspace and ask Jessie Adams-Short to re-share their posts from the main CNCF LinkedIn and Twitter accounts (over 100,000 followers each)

[AudMonte01]

JULY 30 CNCF CHECK-IN

Student protests and mass violence is current, but things should get better next month, when focus in the event can resume.

CFP closes August 31, so perhaps an extension may need to occur so marketing does not happen during this sensitive state.

[AudMonte01]

CNCF CHECK-IN

Bangladesh Update

• Political restructure happened in August, and the political state is better now
• There is major flooding happening also happening
• Since this event is virtual, the team will still proceed

CFP submissions

• August 31 close date (13-14 submissions and will take about half submissions)
• 6 submissions came in from non-male speakers
• Notifications will go out on September 7

A/V Logistics

• Team will use Streamyard
• Stream to social media and YouTube

Marketing

• [x] Audra to add KCD to community.cnf.io drop-down menu
• [ ] Team to update hero image on microsite so white text is more visible on the left of the banner
• Audra showed team how to add more questions in the pre-event form for more demographic insights into their attendees (i.e. Job title, and cities they reside in)
• Sponsorships will be hard to secure, so the team will use KCD Dhaka leftover funds to support things like Streamyard and potential goodies

[AudMonte01]

October 22 Retrospective Meeting

Positive Feedback

• WhatsApp group for speaker communication with a survey that they associated a prize with for motivation
• CNCG Hooghly, India came and share their learnings

Lessons Learned

• Given the political situations, there was not a lot of activity within the rest of the organizers
• The team would prefer the next event to be in-person for 2026 (pending submission and approval)

Analytics

• Total registered versus total checked in (103 versus 70 checked in to Streamyard). 68% attendance
• Facebook group had about 2,000+ views, and YouTube 365 views
• Total of 8 speakers with 5 female speaker percentage was 63%
• Sponsorships came from previous Dhaka event where they could provide goodies to attendees as giveaways and incentives

Final marketing to prolong content

• [x] Transparency Report is completed. Audra to review and reply with edits or have published on cncf.io
• [ ] Session video as a while is already on YouTube and linked within the report. Mitul to create a playlist and share with Audra to duplicate on CNCF YouTube channel to point over 100,000 subscribers to
• [ ] Credly badges: Mitul to submit request for speaker badges to be distributed