KCD Denmark 2024 (November)

[ThomasVitale]

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: Bella Center, Copenhagen
• Event Date and Time: November, 19-20
• Expected Number of Attendees: 600 (total)
• Event cost per ticket, and if you will have early bird pricing or not: 999 DKK (early bird)

Event type:

• Virtual
• Hybrid
• In person

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

• Organizer 1: Thomas Vitale, Systematic, Software Architect and CNCF Ambassador, [email protected], "Thomas Vitale" (CFP Admin)
• Organizer 2: Jinhong Brejnholt, Saxo Bank, Global Head of Cloud and Container Platform Engineering, [email protected], "Jinhong"
• Organizer 3: Camilla Larsen, Lunar, Platform Engineer, [email protected], "Camilla Larsen" (Financial Officer)
• Organizer 4: Per Hedegaard Christiansen, Saxo Bank, Chief Container Platform Engineer, [email protected], "Per Hedegaard Christiansen"
• Organizer 5: Robert Jensen, DevOps & Platform Engineering Consultant and Trainer at 12F, [email protected], "Robert Jensen"
• Organizer 6: Thor Anker Kvisgård Lange, Netic, Platform Development Specialist, [email protected], "Thor Anker Kvisgård Lange"
• Organizer 7: Ryan Gough, JYSK, Senior Operations Specialist / DevOps, [email protected], "Ryan Gough"
• Organizer 8: Nikita Hald Sørensen, Independent, [email protected]
• Organizer 9: René Gulager, renegulager.dk Aps, Platform Engineer/DevOps Freelancer, [email protected]
• Organizer 10: Allan Hoejgaard Jensen, Netic, Platform Development Specialist, [email protected], "Allan Hoejgaard Jensen"
• Organizer 11: Søren Boss Jacobsen, Lacework, Regional Sales Manager, [email protected]
• Organizer 12: Mads Høgstedt Danquah, The LEGO Group, Lead Engineer, [email protected], "Mads H. Danquah"
• Organizer 13: Kasper Borg Nissen, Lunar A/S, Lead Platform Architect (CNCF Ambassador), [email protected], @phennex

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)
  Netic
  Isovalent
  Teamblue
• 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 community.cncf.io 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 community.cncf.io 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

[JBrejnholt]

Organizer 1: Thomas Vitale, Systematic, Software Architect, [email protected], @thomas Vitale
Organizer 2: Jinhong Brejnholt, Saxo Bank, Global Head of Cloud and Container Platform Engineering, [email protected], @jinhong
Organizer 3: Camilla Larsen, Lunar, Platform Engineer, [email protected], @camilla Larsen (Financial Officer)
Organizer 4: Per Hedegaard Christiansen, Saxo Bank, Chief Container Platform Engineer, [email protected], @per Hedegaard Christiansen
Organizer 5: Robert Jensen, VMWare, Lead Solution Engineer, [email protected], @robert Jensen
Organizer 6: Thor Anker Kvisgård Lange, Netic, Platform Development Specialist, Netic, [email protected], @thor Anker Kvisgård Lange
Organizer 7: Ryan Gough, JYSK, Senior Operations Specialist / DevOps, [email protected], @ryan Gough
Organizer 8: Nikita Hald Sørensen, Independent, [email protected]

[JBrejnholt]

We are missing Søren Boss, Allan and René :)

[renegulager]

Organizer 9: René Gulager, renegulager.dk Aps, Platform engineer/DevOps freelancer, [email protected], @renegulager

[danquah]

New organizer: Mads Høgstedt Danquah, The LEGO Group, Lead Engineer, [email protected], CNCF Slack: Mads H. Danquah

[AudMonte01]

CNCF KICK-OFF MEETING NOTES

Organizers

• New organizer introductions
• Henrik, Kasper, Ophelia are no longer supporting this KCD?
• 2 organizers have not yet taken the Inclusive Open Source Community Orientation (LFC102)

Content

• Two days with multiple tracks
• Thor will be managing the CFP

Audience

• Expecting 600 registrations (includes everyone)

Website

• Audra provided insights into Bevy usage
• Own website?

Sponsorships

• Sponsorship template is already in the works
• Already have 1 Platinum sponsorship

[langecode]

The sponsor prospectus can be found on Canva here: https://www.canva.com/design/DAF5X4WiO6I/6bgxDDraWrQzTfyTYtINmQ/view?utm_content=DAF5X4WiO6I&utm_campaign=designshare&utm_medium=link&utm_source=editor

[AudMonte01]

Thank you for sharing this, @langecode - the KCD statistics page can now be updated to:

• 67 KCDs completed
• 38 countries
• 52 cities

[danquah]

Thanks Audra, I've updated the last slide with the new numbers.

[AudMonte01]

Excellent - thank you! It now lives in the KCD GitHub Repo of open sponsor prospectuses which we point to from cncf.io/kcds.

[AudMonte01]

APRIL 15 CNCF CHECK-IN

Update

• Sponsors: 2 committed and 2 in the works
• Venue: Dates locked in with contract
• Marketing: Website in the works and LinkedIn post shared today. Audra also shared marketing plan for team to iterate on.
• Content: Audra shared Sessionize event code and instructions via email

Actions

• Thomas to notify Thor on Sessionize logistics to have him start building it out
• Audra to notify team about RegFox once internal CNCF team is enabled

[AudMonte01]

JUNE 10 CNCF CHECK-IN

Sponsors

• 2 out of 2 Platinum
• 5 out of 6 Gold sponsors
• 3 out of 6 Bronze sponsors
• Have a few community sponsors

Marketing

• Thomas and team to publish KCD page and let Audra know when ready to add "Main Website" button
• Have 30 "Blind Tickets" left, then "Early Bird" will launch

Content

• Opening CFP August 1 and closing on around September 15
• May open earlier, but July is the main summer holiday, but some International
• Goal to announce keynote speaker ahead of next batch of tickets
• Team will add opt-in for speakers to choose to take part of presentations.cncf.io

[AudMonte01]

JULY 8 CNCF CHECK-IN

Page launch on community.cncf.io

• Launched and Audra added to drop-down menu on CNCF's community website (above)

Content

• CFP will be announced the 1st of August
• Audra to wait-for go-ahead to add to chapters page and main CFP Sessionize list

CNCF marketing of CFP

• 130 tickets sold so far in "blind bird" stage
• Price DKK 2,499.00 + DKK 75.00 fee

Sponsor update

• All Gold and Platinum sponsors found and paid
• Only 3 Bronze have to sign and 1-2 have paid

[AudMonte01]

Hello @ThomasVitale - it looks like we are overdue for a check-in if you could please align with the team on when the next best time is to meet? Here is my Calendly: https://calendly.com/audmonte/30min

[ThomasVitale]

@AudMonte01 I scheduled a meeting, thanks for the reminder!

[AudMonte01]

Thank you, @ThomasVitale

On another note, it looks like Nikita has yet to create an account on community.cncf.io so we can add her as an organizer to the chapter. Can you please encourage her to do so, as well as have René add a profile picture?

[ThomasVitale]

Nikita has created the account, can we add her to the chapter page? Thank you!

[AudMonte01]

SEPTEMBER 9 CNCF CHECK-IN

Content

• 125 CFP submissions
• 2 tracks each day (around 24 sessions)
• 2 keynotes already
• Reviewing through next week
• Platinum sponsors (2) will have a keynote and session
• Will build out agenda Sessionize and use the app

Marketing

• 193 tickets sold so far
• Audra to send sticker and training voucher codes

Sponsorships

• Only community partners left/available