KCD Floripa Brasil 2024 (December)

[knabben]

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: SAPIENS PARQUE, FLORIANÓPOLIS
• Event Date and Time: 6 December, 2024
• Expected Number of Attendees: 150
• 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: Amim Knabben, Broadcom, CNCF Ambassador (GitHub: @knabben), [email protected]
  -- Program manager/team lead (organizers organizers, and liaison with CNCF)
• Organizer 2: Carol Valencia, Krol Cloud, CNCF Ambassador (GitHub: @krol3), [email protected]
  -- Program manager/team lead (organizers organizers, and liaison with CNCF)
  -- Content (program committee, CFP, and speakers) : carol /hudson
• Organizer 3: Thiago Finardi, Itaú Unibanco, Staff Platform Engineer (GitHub: @tfinardi), [email protected]
  -- Marketing (includes website and ticketing and social media)
• Organizer 4: Rafael Mateus, Neoway, Staff Engineer (GitHub: @rafaelbmateus), [email protected]
  -- Sponsorships coordination
• Organizer 5: Renato dos Santos, Kodata, Software Engineer (GitHub: @shazaum), [email protected]
  -- Fiscal Sponsor & Accounting
• Organizer 6: Peter König, Nuvme, DevOps Engineer, (GitHub: @konigpeter), [email protected]
  -- Sponsorships coordination
• Organizer 7: Emídio Neto, Zenvia, SRE, (Github: @emdneto), [email protected]
  -- Marketing (includes website and ticketing and social media)

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)
• This event is at least 2 months apart from other pre-planned KCDs within a 2-hour flight away happening in the same language. As well as other events hosted by CNCF or Linux Foundation.
• We have a 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 at least be summarized via GitHub (comment under your KCD issue) for easy tracking
• All organizers have taken Inclusive Open Source Community Orientation (LFC102)
• 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.
• 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 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 help create your registration form. NOTE: You must use the CNCF opt-in language
• Agree to use Sessionize as the Call for Proposals (CFP) platform.
• Agree to submit your final lineup to [email protected] for review, prior to publishing it

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 entity that can accept payments such as from sponsorships and ticket sales. As well as pay out expenses.
• 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]

Hello @knabben - Good news, we can schedule a kick-off meeting for this. Please schedule something the week of the 24th: https://calendly.com/audmonte/kcd-onboarding-kickoff-call

[knabben]

Hello @knabben - Good news, we can schedule a kick-off meeting for this. Please schedule something the week of the 24th: https://calendly.com/audmonte/kcd-onboarding-kickoff-call

ok Audra, thanks!

[AudMonte01]

Thank you. I just updated it to the 24th, per my previous message.

[AudMonte01]

KICK-OFF MEETING WITH CNCF

Team

• Audra created email alias and CNCF Slack channel for the team
• Team to figure out the following ownership responsibilities
  -- Program manager/team lead (organizers organizers, and liaison with CNCF)
  -- Sponsorships coordination
  -- Marketing (includes website and ticketing and social media)
  -- Logistics (venue, vendor coordination)
  -- Content (program committee, CFP, and speakers)

Budget Balance

• Audra to share balance sheet template for team to consider must-have cost items versus nice-to-have costs
• Venue - Likely standalone versus University. Getting quotes as of now.
• Fiscal entity is through a community group organizer and KCD organizer, Renato dos Santos (Kodata)
• Audra share Sponsorship Prospectus template via Canva with entire team alias

Order of actions for team

• Team to determine the above responsibilities
• Team to create logo and submit to [email protected]
• Team to add logo, community chapter analytics, pictures from meetups, and edit goal and packages
• Team to acquire at least one sponsor to obtain deposit for the venue

[AudMonte01]

Hi Team - here are the following deliverables I owe you:

• NEW budget worksheet template (please make a copy and edit as you wish)
• An updated Canva template of Sponsor Prospectus was shared with your team email alias. An email notification should have been received by everyone. Please let me know if there are any issues accessing it.

[krol3]

-- Program manager/team lead (organizers organizers, and liaison with CNCF) : Amim, Carol
-- Sponsorships coordination : peter / rafael
-- Marketing (includes website and ticketing and social media) : Finardi / emidio
-- Logistics (venue, vendor coordination) : hudson
-- Content (program committee, CFP, and speakers) : carol /hudson

[AudMonte01]

JULY 22 CNCF SYNC

General Updates

• The event logo complete and approved as of July 9
• Sponsorship Prospectus is now in the KCD open prospectus repository

Content

• CFP, which Carolina will create and share with the team in
• In both Portugues and English
• CFP closed September 12 and notifications will go out on the 20th

Website

• Carolina will start the new event in the KCD Brasil chapter and the team will edit it
• Once both the Bevy microsite and CFP are ready, Audra can add a CFP button in the header image
• Audra to edit team settings to reflect organizer permissions based on this issue

[AudMonte01]

-- Program manager/team lead (organizers organizers, and liaison with CNCF) : Amim, Carol -- Sponsorships coordination : peter / rafael -- Marketing (includes website and ticketing and social media) : Finardi / emidio -- Logistics (venue, vendor coordination) : hudson -- Content (program committee, CFP, and speakers) : carol /hudson

Thank you, @krol3. Please let me know what Renato's role is, and also, if @knabben can update the issue to have Emedio listed as an organizer, that would be great.

[knabben]

@AudMonte01 Renato is handling accounting and financial, updating Emidio in the list

[AudMonte01]

CNCF CHECK-IN

Registration

• 3 days and already 50 people have registered (but have not paid)
• Bevy Pay questions
  -- People in Brazil pay with boleto and PIX. Will this be a problem?
  -- Can we give both Renato and Amim access to the pay dashboard?
• Team trying to open second round of tickets two Mondays from now (at the latest)

Content

• CFP is open https://sessionize.com/kcd-floripa-2024
  -- 24 submissions so far and looking to accept 8 talks
• Audra to add to main KCD CFP list and

Sponsors

• 3 sponsors so far
• Team to look into booth setup (vendors are expensive and non-responsive)
  -- Team talked about plan B

[AudMonte01]

September 17 CNCF Check-in

CFP submissions

• Nearly 63 proposals with low submissions from women (none from local)
  --Carolina will take part in an Ambassador panel
  -- Sao Paulo speaker that got sick and could not present, might be a good addition for a lightning talk
• Schedule is from 9am to 6pm with 10 main sessions + 3 lightening talks
• Audra to look introducing a female speaker (Free ticket but no travel)

Tickets

• 105 tickets sold (not including speakers and sponsors)
• The team is tracking to have 200
• There is an issue with Bevy Pay (Amim cannot see the start selling button)

[AudMonte01]

December 2 CNCF Check-in

Tickets

• Sold out at 189
• Venue has 177 chair, but Sao Paulo had 78% turnout

Sponsors

• Closed all sponsorships (6-7)
• Everyone paid
• Turnover of 1 sponsor, but it didn't affect the overall budget
• Team still has taxes to pay

Food & Beverage

• Two coffee breaks, but no lunch provided
• Restaurants options around the venue for lunch. Amim to look into bulk discount if team promises to forward attendees to certain restaurants
• Happy hour with pizza and beer will be provided at the end of the day

Final Logistics

• Carol will do the initial keynote and opening welcome
• Rafael is the emcee
• Thiago to possibly work on looping slides or videos in-between sessions
• Team is collecting speaker slide in advance
• They will also have an evening gathering with organizers the night before and could potentially do a tech check with
• Emidio would run LIVE social media on-site
• Audra to send training vouchers to team alias for on-site giveaways