knabben commented 2 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

[ ] Event Location: TBD
[x] Event Date and Time: November, 2024
[x] Expected Number of Attendees: 150
[ ] Event cost per ticket, and if you will have early bird pricing or not

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 financial officer:

[ ] Organizer 1: Amim Knabben, Broadcom, CNCF Ambassador (GitHub: @knabben), amim.knabben@gmail.com
[ ] Organizer 2: Carol Valencia, Krol Cloud, CNCF Ambassador (GitHub: @krol3), valencia0.carol@gmail.com
[ ] Organizer 3: Thiago Finardi, Itaú Unibanco, Staff Platform Engineer (GitHub: @tfinardi), tfinardi@gmail.com
[ ] Organizer 4: Rafael Mateus, Neoway, Staff Engineer (GitHub: @rafaelbmateus), rafaelbmateus.dev@gmail.com
[ ] Organizer 5: Renato dos Santos, Kodata, Software Engineer (GitHub: @shazaum), shazaum@gmail.com
[ ] Organizer 6: Peter König, Nuvme, DevOps Engineer, (GitHub: @konigpeter), koenig.r.peter@gmail.com
[ ] Organizer 7: Hudson Coutinho, Linker Bank, Head of Devops, (Github: @hudsoncoutinho), hudsoncoutinhoti@gmail.com

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] This event is at least 2 months apart from other pre-planned KCDs within a 2-hour flight away happening in the same language. As well as other events hosted by CNCF or Linux Foundation.
[x] We have a 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 at least 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 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.
[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.
[ ] 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 help create your registration form. NOTE: You must use the CNCF opt-in language
[x] Agree to use Sessionize as the Call for Proposals (CFP) platform.
[x] Agree to submit your final lineup to kcd@cncf.io for review, prior to publishing it

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 entity that can accept payments such as from sponsorships and ticket sales. As well as pay out expenses.
[ ] 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:

[ ] Organizer email alias has been created
[ ] Region created in Bevy
[ ] Added to Bevy header
[ ] 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 commented 2 weeks ago

Hello @knabben - Good news, we can schedule a kick-off meeting for this. Please schedule something the week of the 24th: https://calendly.com/audmonte/kcd-onboarding-kickoff-call

knabben commented 2 weeks ago

Hello @knabben - Good news, we can schedule a kick-off meeting for this. Please schedule something the week of the 24th: https://calendly.com/audmonte/kcd-onboarding-kickoff-call

ok Audra, thanks!

AudMonte01 commented 1 week ago

Thank you. I just updated it to the 24th, per my previous message.

AudMonte01 commented 6 days ago

KICK-OFF MEETING WITH CNCF

Team

Audra created email alias and CNCF Slack channel for the team
Team to figure out the following ownership responsibilities -- Program manager/team lead (organizers organizers, and liaison with CNCF) -- Sponsorships coordination -- Marketing (includes website and ticketing and social media) -- Logistics (venue, vendor coordination) -- Content (program committee, CFP, and speakers)

Budget Balance

[x] Audra to share balance sheet template for team to consider must-have cost items versus nice-to-have costs
Venue - Likely standalone versus University. Getting quotes as of now.
Fiscal entity is through a community group organizer and KCD organizer, Renato dos Santos (Kodata)
[x] Audra share Sponsorship Prospectus template via Canva with entire team alias

Order of actions for team

[ ] Team to determine the above responsibilities
[ ] Team to create logo and submit to kcd@cncf.io
[ ] Team to add logo, community chapter analytics, pictures from meetups, and edit goal and packages
[ ] Team to acquire at least one sponsor to obtain deposit for the venue