KCD Porto 2024 (September)

[FFSampaio]

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: Porto, Portugal
• Event Date and Time: September 27-28
• Expected Number of Attendees: 300-400
• Event cost per ticket, and if you will have early bird pricing or not

Event type:

• Virtual
• Hybrid
• In person

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

• Organizer 1: Fábio Sampaio, xgeeks, Community Manager, [email protected], CNCF Fábio Sampaio
• Organizer 2: Rita Gouveia, xgeeks, People Experience Lead, [email protected], CNCF Slack Username
• Organizer 3: Iris Dyrmishi, Miro, Senior Observability Engineer, [email protected], CNCF Slack iris.dyrmishi
• Organizer 4: Ricardo Castro, FanDuel/Blip.pt, Principal SRE, [email protected], CNCF Slack mccricardo
• Organizer 5: Frederico Muñoz, SAS, Cloud & Architecture Lead, K8s Release Notes Lead (1.25-1.31), [email protected], CNCF Slack Frederico Muñoz

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.

• No other Kubernetes Community Day event in same major city (check with past organizers)
• Minimum of 3 organizers from 3 different organizations
• Every organizer has an account on Cloud Native Community Groups
• 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.
• At least one organizer is a CNCF employee, CNCF ambassador, or CNCF project maintainer.
• All organizers agree to follow the event guidelines and CNCF Code of Conduct
• All organizer inquiries / communication for CNCF must be summarized via GitHub (comment under your KCD issue) for easy tracking
• All organizers have taken Inclusive Open Source Community Orientation (LFC102)
• 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.
• 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 submit your final lineup to [email protected] for review, prior to publishing it
• 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
• Agree to use Sessionize as the Call for Proposals (CFP) platform.
• 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) ([email protected])
• Minimum of 3 sponsors committed (not required for virtual only events)
  Sponsor 1
  Sponsor 2
  Sponsor 3
• Identified fiscal sponsor that can accept payments such as from sponsorships and pay out expenses
  Fiscal sponsor that will accept payments
• 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 - [email protected]
• 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 [email protected] 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]

KICK-OFF MEETING

Previous organization

• Need a legal entity to support as a fiscal sponsor (xgeeks can possibly do this)
• Chose a vendor, had an offer but never confirmed
• Had requests from sponsors like Microsoft
• Had a logo going, and spread the word
• Iris has a team board that she can transfer

Current goals

• Porto was the original goal for location
• Iris can send financial proposals from venues

Action

• Audra to update current Slack channel and email alias
• Audra to forward global organizers newsletter to organizers
• Audra to share sponsor template in Canva

[FFSampaio]

21 Feb Meeting with Audra Notes and next Steps:NOTES:Budget and Support:

How does the budgeting process work with CNCF? Does CNCF provide any financial support?

• No, CNCF, can't provide funds but can offer tickets, vouchers, etc., for speakers, onsite volunteers, or as marketing incentives.
• CNCF offers a free platform for attendees management; if we opt for a paid event, we need to find it, but CNCF has options.
• CNCF provides a platform for management.
• CNCF also can help with: Templates, design, Excel, agenda builders, and if not, they can point us in the right direction.
• We can use templates in Canva for sponsors (Audra will send it)
• CNCF will assist in marketing - social media, Slack, newsletter, etc;

Event Details:

Where will it be, when, and what is the expected attendance?

• The event is intended to be held in Porto, specifically at the Alfandega do Porto
• The dates are still to be confirmed, but due to the current timeframe, it is preferable to organize it in September/October of this year.
• The target attendance is 300-350 people, with a particular focus on gender diversity, and a commitment to maintaining this diversity from the beginning.
• We already have a LOGO create. We must decide if we want to use it or re-design it;

Venue and Expenses:

Regarding the venue, what options can be considered?

• Financial proposal for the venue - Iris sent Fábio the financial proposal for Alfandega do Porto
• Legal entity for sponsorship - Main difficulty; xgeeks could be an option - xgeeks as the financial entity (Treasurer)
• We must have a Transparency report and the legal entity must not use the "profit" - It can be used for the next KCD Portugal, Social Cause, etc;

Volunteers and Support:

Can we open a call for volunteers to provide support on the day of the event and during the preparation phase?

• Yes, we can open a call for volunteers;

Speaker Management:

Are the speakers managed by us or by CNCF?

• 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). Goal for KCd is to have 25% female speakers.

• Submit your final lineup to [email protected] for review, prior to publishing it

About org meetings:

• We will meet monthly with Audra.
• As organizers, we will meet weekly or bi-weekly as needed.

Other issues addressed:

• Audra will always take notes and put them available in GitHub: KCD Porto 2024 (September) #546
• A Slack channel is already created for the team (where Audra is), and Audra will revamp it and add us;
• Kubecom offers an hour in a kiosk if an organizer attends - consider this as an after-event activity.
• Scholarship for everything for a Kubecom after finalizing and close the venue - all expenses covered

NEXT STEPS:

• Schedule bi-weekly meetings with the organizing team.
• Discuss dates for KCD Portugal.
• Discuss the venue and review the previous proposal.
• Finalize the logo and understand the visual identity of the event.
• Compile a list of potential sponsors, create sponsorship packages, and determine whether to use the CNCF sales deck

[AudMonte01]

CNCF MONTHLY SYNC

Team

• Looking to secure the venue within the next two weeks
• Confirmed October dates are good
• Fiscal sponsor is confirmed to be XGeeks

Marketing

• Logo completion: goal of March 13 to send options to CNCF via [email protected] alias for approval
• Promote KCD as a save the date at KubeCon Paris during a Friday slot

[FFSampaio]

Bi-weekly Meeting Notes (06 March) - Key Points and Next Steps:

Dates and Venue Reservation:

• No restrictions on days from CNCF.
• Suggestion to have one day event to start (well accepted)
• Set of potential dates to be considered and secure the venue within the next two weeks.
• Confirm availability for the end of September/October (Focus on October as a preferable date)
• Iris will provide a contact person- d[email protected]
• xgeeks will handle the negotiation and possible reservation fee

Fiscal Entity for KCd Portugal

• Confirmed fiscal entity: xgeeks.

Branding and LOGO:

• xgeeks will be responsable for this
• Goal: first draft logo by March 12/13.
• Discuss with the org team after the fist draft
• Send options to CNCF via [email protected] for approval.

Ticketing and Pricing:

• Ticket cost: 80/90 euros (all inclusive).
• Early bird strategy: Initial pricing at 60 euros, increasing to 90 euros later.

Promotion at KubeCon Paris:

• Promote KCD as a save-the-date during the Friday slot at KubeCon Paris (try to have the LOGO and dates set until then);

Next Steps:

• Contact the venue for available dates in September and October;
• Finish the LOGO until KubeCon Paris;
• Visit the venue and close the deal ASAP
• Iris will promote KCD Porto at KubeCon with the finalized logo, date, and venue (if possible)

[AudMonte01]

CNCF MONTHLY SYNC

Team update

• Federico Munoz is joining the team as a CNCF Ambassador, and has been a member of the Release Team since v1.25 (currently Release Lead team for v1.30)
• Fabio and Rita will own sponsorships
• Ricardo and Iris will own content
• Rita will own the website and marketing
• Team to decide where Frederico is best needed. For example working on the content, or the website
• [email protected] has already been created as an email forwarding service by CNCF.
• Team to decide if they want to create an account for all members to access, or simply use their personal emails for email forwarding

Website

• Team to hold on launching tickets until May
• Team can go forward with creating a standard devfest themed site

Content

• Audra shared Sessionize link and code to get started
• Audra shared CFP guiding questions to help build out the CFP

[AudMonte01]

APRIL 30 CNCF CHECK-IN

Website

• Use Bevy just to have something to point to for sponsors and CFP
• Will wait to open tickets until RegFox is up and running
• Audra to create Bevy chapter and enable team

Sessionize

• Team to set up CFP

DevOps Days Collaboration

• Will coordinate with organizers for an All Access pass
• Will coordinate with speakers who may be able to do duplicate sessions (1 per event)
• Will host meetups or ancillary events in-between each event (Wednesday and Thursday)

[AudMonte01]

June 5 CNCF check-in

Content

• CFP is launched and open until July 15
• Audra added to main Sessionize CFP list
• Audra added button on Bevy page within the header image

Bevy website is LIVE

• Audra to add to drop-down list on community.cncf.io
• The event is showing up on main about page

Sponsorships

• Team has reached out to 50 potential sponsors
• Team to submit a PR to have the prospectus added to this repo (also linked from the main about page)

Marketing

• Team to utilize #socialmedia channel in CNCF Slack workspace and tag Jessie Adams-Shore to ask to amplify from main CNCF accounts on LinkedIn and Twitter (over 100k followers each)
  -- Also tag Audra as she manages the main KCD Twitter handle with over 19k followers
• Tickets due to go LIVE at the beginning of July. Team to explore alternative ticket platforms in case Bevy is not ready with global currency feature (Bevy Pay)

A/V

• Explore recording options

[AudMonte01]

JULY 3 CNCF CHECK-IN

Team & Venue

• Will add one more organizer, Lucas from previous team
• DevOps Days folks have gone silent. Not sure if it a summer vacation reasoning, or a large team communication perspective

Sponsorships

• Closed 2 sponsors
• In conversations with 5 more sponsors including Google, Microsoft and Cockroach
• Team to submit a PR to have the prospectus added to this repo (also linked from the main about page)

Content

• 58 submissions including some big names
• Already have 1 female keynote speaker secured around platform engineering and observability
• Looking into Kat Cosgrove
• Frederico has 2 contacts for K8s projects specifically

Marketing

• Meetup in Lisbon
• 2 Ticket giveaway campaigns including diversity ticket

Ticketing

• Will use Ti.to (limit 1 email per ticket, and limit of 15 tickets per order)
• Team to use registrations questions including opt-in options for CNCF and sponsors
• Team also needs to finalize Stripe integration
• Testing tickets at the end of the week

[AudMonte01]

JULY 17 CHECK-IN

Content

• 2 keynote speakers (1 to open each day)
• CFP closed this week with 120 submissions (double the inaugural average for KCDs)
• Finish reviewing in 2 weeks time
• Team knows to submit projected agenda to [email protected] for review ahead of publishing

Sponsors

• AWS wants to sponsor at the Gold level
• In conversations with Google should know by the end of the month
• Team sent PDF to Audra to get added to KCD Repo

Other logistics

• Volunteers: Will open a public call soon
• Marketing plan launched including social media
• Tickets launched
  -- 22 tickets from sponsors already

Actions

• Audra to update KCD repo with prospectus
• Audra to send WG Sustainability best practices YT video to Rita for ordering swag

[AudMonte01]

AUGUST 21 CNCF CHECK-IN

Content

• Announced keynote speakers in the last 2 weeks
• Some speakers withdrew their speaking slot
• Sent first onboarding email
• Sending 6 waitlist emails today

Marketing

• Will publicize once all applicants are notified
• Team will draft social media plan this week
• CNCF will wait until next week to help promote
• 80 tickets sold. 40 tickets separate held for sponsors
• Discounts for bulk tickets for companies inquiring about sponsorship but are too late
• Iris will provide Audra ticket dashboard access

Sponsors

• 9 sponsors and aiming for 14
• 13 community partners out of 20-25 potential partners

[AudMonte01]

SEPTEMBER 18 CNCF CHECK-IN

Tickets

• 201 tickets so far
• Goal is a minimum of 300
• Audra to promote tickets in this week's KubeWeekly newsletter

Sponsorships

• Closed 7 sponsors + 15+ community partners
• 1 pending sponsor
• Need one more sponsors to breakeven

Content

• 2 international speakers were not able to come, but waitlisted folks have come through
• Backup talks for anyone who does not show up, and have a community talk or discussion, kind of like Open Spaces
• Speakers will present from their own laptops, and team will provide proper adapters
• Now have 10 minutes in-between sessions
• Added fireside chat session with Frederico, Iris and Ricardo to talk about CNCF and the ecosystem

Marketing

• Audra to send group 10 training vouchers and CNCF store coupon code
• Team to add KubeCon India discounts to either housekeeping slides that loop, or point to it in closing remarks, or add it to a Thank You email to the attendees

Logistics

• 15 volunteers
• On-site check-in will be color-coded, pre-printed badges and people will write their names and affiliations

[AudMonte01]

OCTOBER 10 RETROSPECTIVE

Positive Feedback

• Awesome content that traveled internationally as well
• Audience was evenly split
• Environment and energy felt like a mini KubeCon
• Positive feedback during the event and on social media
• Many CNCF Ambassadors attended
• The trust of the sponsors fie an inaugural event was great. Postive feedback from sponsors
• Networking was well-received
• Passport idea for sponsor connections, and raffle at the end went well and would suggest for all KCDs
• The food and decor was well received
• The venue added a local flare
• The number of volunteers
• Even DevOps Days organizers showed up to attend the event (number of attendees were about the same for their event). They only had 12 speakers, but had 2 more sponsors.

Lessons Learned

• Catering had small delays during sessions
• Parallel tracks - allow for more transition time
• Event being on a Saturday may or may not have impacted show rate
• Started preparations later than normal, so didn't have as many sponsors as they wanted
• Better setup of stages and topic areas or tracks
• Speaker preparation: some speakers still came unprepared regardless of how many emails
• Catering was very expensive, and there were venue limitations around
• Use Women in Tech Global, Portuguese Women in Tech, coding girls as a partnership next year for the CFP next year

Analytics

• 250 registered with 95% turnout rate
• 7 paid sponsors, but came out as a loss which came out of Xgeeks pocket
• Total of 44 speakers with 4 non-male speaker which = 9%
  -- 3 more female speakers in CFP submissions,

Final marketing

• Audra share transparency report with entire team
• Unable to record session videos on-site (the cost was really high for 3 rooms)
• Team to share speakers slides in Wrap Up section of Bevy (link to Slideshare of Google drive)
• Team would like to write a blog post. Write a Google doc and submit to [email protected] with Audra on Cc
• Frederico submitted Credly badges for speakers. Audra to complete by the EOW