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: Jaipur, Rajasthan India
[x] Event Date and Time: March 2025
[x] Expected number of attendees (400+)
[x] Event cost per ticket, and if you will have early bird pricing or not (Early Bird pricing will be there. Yet to decide on the pricing.)

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 Organizer and Financial Officer: Aditya Soni, Forrester, DevOps Engineer ll, theadisoni@gmail.com, CNCF Slack Username: Aditya Soni
[x] Organizer 2 and CFP Admin: Seema Saharan, AutoDesk, SRE, seema.saharan1711@gmail.com, CNCF Slack Username: Seema Saharan
[x] Organizer 3: Abhineet Saxena, AWS, Cloud Support Engineer, abhineetsaxena05@gmail.com, CNCF Slack Username: Abhineet Saxena
[x] Event Team: Swastik Gour, One2n, SRE, sswastik959@gmail.com, CNCF Slack Username: Swastik Gour

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] Agree your KCD will attract no more than 500 people, and cap your tickets at this amount, which includes organizers, speakers, and sponsors.
[x] Confirm there are no other KCDs in same major city (check with past organizers)
[x] Confirm your event at least 2 months apart from other pre-planned KCDs within a 2-hour flight away happening in the same language, unless otherwise approved by CNCF. Other events to be considered are any event held by CNCF or Linux Foundation. Have a look at the events calendar to assure your KCD will not compete with another events sponsorships or speakers. Insight into KCDs not yet LIVE but in the planning phases will live in the KCD GitHub issues.
[x] Confirm you have a minimum of 3 organizers from 3 different organizations
[x] Confirm every organizer has an account on Cloud Native Community Groups
[x] Confirm the majority of organizers must live in, or just outside of the KCD location
[x] Confirm at least one organizer is a CNCF ambassador OR CNCF project maintainer
[x] Confirm all organizers agree to follow the event guidelines and CNCF Code of Conduct
[x] All inquiries / communication must at least be summarized, if not initially coming via your GitHub issue for easy tracking
[x] All organizers have taken Inclusive Open Source Community Orientation (LFC102)
[x] Agree to use the new KCD logo and work with a CNCF core program manager to make it unique to your KCD.
[x] Agree to offer at least 3 complimentary tickets to increase diversity for the event
[ ] Agree to share the sponsor prospectus with CNCF by linking it in your GitHub issue and on your website.
[ ] Agree to use Sessionize for CFP and to close it at least 8 weeks before the event, and launch the agenda at least 6 weeks prior to your event. CNCF will provide an event code so Sessionize is free to use if you are charging an event fee.
[ ] Agree to ensure the final program schedule is diverse (e.g., not all speakers of one gender, culture or company). Here is how you can create a diverse lineup.
[ ] Agree to submit your final lineup to kcd@cncf.io for review, prior to publishing it
[ ] Agree to use the designated CNCF registration platform, or have opt-in lagnuage for attendees to agree for CNCF to contact them about future events. KCD registration questions can be found here which also helps populate your transparency report.
[ ] Agree to produce a transparency report after your KCD. CNCF will provide a editable copy of this Canva template for guidance.

Getting started checklist for organizers

[ ] Schedule monthly check-ins with KCD Core Organizer(s) (kcd@cncf.io)
[ ] Identified fiscal entity that can accept payments such as from sponsorships, to pay out expenses, manage income from ticket sales
[ ] Minimum of 3 sponsors committed (not required for virtual only events) -- Sponsor 1 -- Sponsor 2 -- Sponsor 3
[ ] 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 once event is created and published by organizers
[ ] Give organizers event code given for Sessionize (CFP)
[ ] Share marketing plan and highlight CNCF marketing support

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 ().

Post event checklist for Organizers:

[ ] Send CNCF event analytics
[ ] Schedule restrospective meeting with team, and then a sumamry with CNCF
[ ] Send CNCF videos to be uploaded to YouTube (if you chose to record them)
[ ] Link videos from YouTube to event page
[ ] Post event survey sent out
[ ] Fill out Credly badge request form for 1 badge per KCD (if desired by organizers for speakers, or volunteers)
[ ] Post-event blog post by organizers (optional)

Post event checklist for CNCF:

[ ] Remove from Bevy header
[ ] Copy YouTube playlist (if there is one) to amplify to CNCF channel subscribers
[ ] Publish transparency report and YouTube playlist (if there is one) linked from cncf.io/kcds
[ ] Bevy page marked as dormant

cncf / kubernetes-community-days

KCD Rajasthan 2025 #577