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:
[x] Event Date and Time: July/August
[x] Expected Number of Attendees: 500+
[ ] 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:

[x] Lead Organiser : Sagar Utekar, VMWare, sagarutekar2366@gmail.com
[x] CO-Organiser : Vipul Chaudhary, vipul.chaudhary2609@gmail.com, CNCF Slack Username - Vipul Chaudhary, Financial Officer
[x] Sponsorship Officer & CFP Admin: Gaurav Janjal, gauravjanjal16@gmail.com, CNCF Slack Username - Gaurav Janjal

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
[ ] 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

[ ] 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
[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:

[x] 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

cncf / kubernetes-community-days

KCD Pune 2025 #561