KCD Utrecht, Netherlands 2025

[AudMonte01]

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 type: In person
• [ ] Event Venue:
• [x] Event Date and Time: July 3, 2025
• [x] Expected Number of Attendees: 450
• [ ] Event cost per ticket: TBD but will have tiered pricing

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

• [x] Organizer Role TBD: William Rizzo | william.rizzo@gmail.com | SUSE | https://community.cncf.io/u/m4rkm4/#/about | SLACK: @ Will-I-Am | GitHub: @wrkode
• [x] Organizer Role TBD: Ronald Kers | ronaldkers@live.nl | ACC ICT | SLACK: @ Ronald Kers | GitHub: TBD
• [x] Organizer Role TBD: Pavel Chunyayev | pchunyayev@gmail.com | Head of Engineering at 2Solar | SLACK: @ Pavel Chunyayev | https://community.cncf.io/u/m8jvkg/#/about
• [x] Organizer Role TBD: Marcel Kerker | marcel.kerker@hcs-company.com | Sr. Platform Engineer @ HCS Company | https://community.cncf.io/u/mjs2vd/ | SLACK: @ Marcel Kerker | GitHub: TBD
• [x] Organizer Role TBD: Matteo Bianchi | Cloud Native Advocate @ SyncTune | https://community.cncf.io/u/m9crwf/ | SLACK: @ Matteo Bianchi | GitHub: @mbianchidev
• [ ] Remaining Organizers to be added

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] This team's fiscal sponsor has signed the terms & conditions set forth by the Linux Foundation
• [x] This team has gone through a formal review process, where standards on timing, organizers requirements, and location collaboration have been reviewed, and approved.
• [ ] Every organizer has an account on Cloud Native Community Groups
• [x] The majority of the organizers live 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] All organizers agree to follow the 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)
• [ ] Agree to get logo creation and approval with and from CNCF. NOTE: Previously existing KCDs ideally use their previous year's logo
• [ ] Agree to use the designated CNCF registration platform
• [ ] Offer at least 3 complimentary tickets to increase diversity for the event
• [ ] Share the sponsor prospectus with CNCF via kcd@cncf.io.
• [x] 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.
• [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.
• [ ] Submit your final speaker lineup and schedule to kcd@cncf.io for review, prior to publishing the agenda.
• [ ] Produce a transparency report after your KCD (template below).

Resources & Templates

• [ ] Make a copy of this timeline based on whether your event is In-person, Hybrid, or Virtual.
• [ ] CNCF to share an editable version of this Sponsor Prospectus once team decides who owns this role.
• [ ] Dynamic Agenda Builder for your speaker lineup
• [ ] CNCF will provide a editable copy of this Canva transparency report template for guidance.
• NOTE: Access to Sessionize, your microsite platform with registration, and an email alias (if desired) will be provided by a core CNCF program manager.

[AudMonte01]

October 18 CNCF Kick-Off Meeting

Getting started checklist for organizers

• [x] Schedule monthly check-ins with KCD Core Organizer(s) (kcd@cncf.io)
• [x] Identified fiscal sponsor that can accept payments such as from sponsorships and pay out expenses -- Paul Bijleveld to have his fiscal entity create a Stripe account to connect to registration (not time sensitive yet)
• [ ] The remaining organizers need to create an account on Cloud Native Community Groups. Audra to give William access to the GitHub issue to edit accordingly
• [ ] Identify team roles using this guide in the Assembling your Team guide in this GitHub repository. Consider having teams A, B, and C, and leads for each team. -- 2 people assigned to each work stream
• [ ] Team to explore venues and consider things like (3 options are being explored) -- Availability the first week of July, or last week of June -- Space flexibility and if seating can be expanded or tightened up based on attendee numbers (consider capacity of 500) -- Central location - easy for people to access from train. Maybe not too far from an airport either (about 30-minute ride) -- Vendor requirements of the venue (Audio Visual / A/V & Food & Beverage/F&B) -- Already 3 sponsors committed and ready to support in advance
• NOTE: CNCF will be able to provide monetary support that may help with a down payment for the venue. We should know the amount per KCD before the end of this year (hopefully by the end of November)

Getting started checklist for CNCF:

• [ ] Team to decide if they want an organizer email alias from kubernetescommunitydays.org, or one that can be managed with an inbox
• [ ] Audra to update KCD Bevy chapter with any additional organizers access (once list of emails and community.cncf.io account are provided for the remaining organizers)
• [ ] Audra to add team to global KCD organizer channel and monthly digest once all 2025 KCDs are announced (the month of October)