KCD Taipei 2024 (August)

[ricolin]

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: Taipei University (co-located to COSCUP)
• Event Date and Time: 2024/08/03
• Expected Number of Attendees: 100-200 for KCD
• Event cost per ticket, and if you will have early bird pricing or not: free ticket

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: HungWei Chiu, TSMC, Technical Manager, [email protected], HungWei Chiu
• Organizer 2: Phil Huang, Microsoft Azure, Senior Cloud Solution Architect, [email protected], Phil Huang
• Organizer 3: Gene Kuo, Mirantis, Infrastructure Engineer, [email protected], Gene Kuo
• Organizer 4: Rico Lin, Vexxhost, Cloud Engineer, [email protected], Rico Lin
• Organizer 5: Ader Fu, Chunghwa Telecom Co., Ltd., Software Engineer, [email protected], Ader Fu
• Organizer 6: ChengHao Yang, Wizigo Inc., SRE Engineer, [email protected], ChengHao Yang
• Organizer 7: Jack Hung, Playsee, Backend Engineer, [email protected]
• Organizer 8: Hung-Ying Tai, WasmEdge, Maintainer , [email protected], Hung-Ying, Tai

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
• 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]

CNCF KICK-OFF MEETING

General notes

• HungWei is the lead organizer
• Phil is the CNCF Ambassador
• COSCUP is the fiscal sponsor
• The event will be free to attend
• COSCUP will expect 500+ attendees while the KCD should expect 100+

Sponsors

• Audra will send prospectus template to [email protected]

Logo

• Audra to send Logo guidelines via organizer Slack channel
• Audra to update global KCD organizer alias with above organizer alias for monthly organizer digests/newsletters

[AudMonte01]

MARCH 25 CNCF SYNC

Logo

• Team sent desire to Audra via email
• HungWei will send Audra one new idea, then Audra to submit request to LF Creative

CFP

• Sessionize community license can be used for free events and properly promoted by CNCF
• May use same system as COSCUP
• Team to discuss and let Audra to know decision for platform based on discussed promotion by CNCF

Sponsorship

• Partnering with COSCUP
• Audra to share sponsor prospectus template with HungWei's email (team alias did not work)

[pichuang]

Updated KCD Taipei 2024 - SponsorProspectus

[AudMonte01]

APRIL 29 CNCF SYNC

Sponsors so far

• 1 sponsors confirmed and 2-3 in progress

Content

• 1 track for 1 day with 30-minute sessions
• CFP would close the end of May, and launch agenda mid June
• Audra shared dynamic agenda builder to gauge how many sessions the team should accept and have a goal for (at least 3x the desired amount of submissions)
• Audra to send Sessionize details via email

Marketing help from CNCF

• Audra shared marketing plan with team to amplify

Registration

• COSCUP does not have registration
  -- Team to use Bevy to see what interest is generated by the community for the event

[pichuang]

Due to concerns raised by the COSCUP 2024 Team, we have decided to recall the KCD Taipei 2024 Sponsor Prospectus

#566

[AudMonte01]

JUNE 3 UPDATE

Submissions and Agenda Confirmation:

• Received a total of 36 submissions
• Based on their 2-day schedule they have selected 16 of them and are currently confirming attendance with these 16 speakers
• Responses requested by 06/10. Complete agenda will be available around 06/11
• Also asked speaker demographic information to accommodate

Sponsors

• All sponsors are secured through COSCUP
• There will be no individual KCD sponsors for this year's event. We plan to organize independently next year to avoid such issues with COSCUP's COC

Registrations

• The event page was only launched last week and currently lacks extensive content
• No active promotions yet

Action

• Team to review agenda next Monday with Audra ahead of publishing

[AudMonte01]

JUNE 10 CNCF CHECK-IN

Content

• 40 submissions
• 6 or 7 international speakers
• 13 out of 16 speakers submitted their profiles
• Team to send Audra list of speaker organizations represented to [email protected]
• Team will expand schedule to 9am and maybe add lightning talks or keynotes

Marketing

• Audra to send sticker voucher to team via email
• Team to let Audra know once Agenda is published and she will add to KubeWeekly newsletter

[AudMonte01]

CNCF CHECK-IN ON JULY 8

Content

• Agenda cannot expand to 9am because COSCUP plenary for the entire event starts at 10am
• Team to add lightning talks during the "lunch" break
• All speakers submitted their bios

Marketing

• Team to discuss how to use training vouchers
  -- examples are, a Thank You to volunteers, or as a giveaway at the end of the day. But must be used on KCD, not CNCG
• Team to re-use banners etc. from K8s birthday party

[AudMonte01]

CNCF CHECK-IN ON JULY 29

Lighting talks secured to represent women in schedule

• 2 lightning talks secured

Ticketing

• 35 registered on Bevy
• But COSCUP is a free event
• But a QR code for post-event survey will be generated for on-site requests

On-site logistics

• Team is meeting tomorrow to discuss who will have what job on-site like emcees, door monitor, speaker liaison
• Housekeeping slides are in preparation, and team to add an attendee survey to the deck
• Team to send one of last speaker logistics email to assure they are ready with slides as backup
  -- either sent to organizers in advance
  -- or brought on a USB drive on-site in the case of technical difficulties

[AudMonte01]

Congratulations on the completion of your event!
Let's schedule a retrospective meeting: https://calendly.com/audmonte/kcd-retrospective

[AudMonte01]

CNCF RETROSPECTIVE

Positive Feedback

• Good participation/engagement (not being shy)
• Impromptu lightning talk that came from an international speaker

Lessons Learned

• Challenges with attendance, survey statistics, and sponsorships due to being co-located to COSCUP
• Could improve survey translation
• Could do better at enhancing DEI by Inviting Foreign or female keynote speakers

Analytics

• Total of 161 checked-in
• 21 speakers and 3 non-male (14%)
• The group did not collect sponsorships directly due to COSCUP

Final marketing

• Audra to have Transparency Report published
• Once playlists of Recorded session videos is uploaded to YouTube, please send to Audra via organizer slack channel (NOTE: some sessions had technical difficulties)
• Team may write Blog post on translations for international speakers, and send to [email protected] for review, and copy Audra on email
• Team will discuss which Credly badges to distribute and will fill out this form accordingly