KCD MENA 2024 (October)

[thecloudranger]

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: Dubai World Trade Center at DevSlam GITEX
• Event Date and Time: 16 Oct (12 pm - 4pm), 17 Oct (1pm - 4pm)
• Expected Number of Attendees: 300
• Event cost per ticket, and if you will have early bird pricing or not: TBD based on GITEX ticket pricing managed by GITEX

Event type:

• In person

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

• Organizer 1 and CFP admin: Mohammed Fazalullah Qudrath, Amazon Web Services, Senior Developer Advocate, [email protected], thecloudranger
• Organizer 2: Walid Shaari, Amazon Web Services, Senior Solutions Architect, [email protected], wshaari
• Organizer 3: Rewanth Tammana, Independent Consultant & Senior Security Architect, [email protected], Rewanth Tammana
• Organizer 4: Divya Mohan, SUSE, Principal Technology Advocate, [email protected], Divya Mohan

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 - GITEX/DWTC
  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]

KICK-OFF MEETING

Co-located with international conference, DevSlam
Not hybrid - but will record videos

Content

• 2 days with two different stages
• Faz will lead the Program Committee
• Get certain ISVs for content
• 2 stages of CFP

Sponsorships

• SUSE will be a sponsor of the main event
• Walid will lead any extra sponsorships the team can secure

Marketing

• Faz will lead these efforts
• 1st day stages is for a separate set of ticket holders
• All payments go through GITEX
• Faz will ask GITEX folks if the there will be a co-located selection in the registration

[thecloudranger]

Event being renamed to Cloud Native Day MEA, with potential to reopen the issue once the new KCD process is conveyed by Audra.

[AudMonte01]

Hello @thecloudranger ~

We actually are reviewing three KCDs that have requests pending for 2024, and MENA is one of them. I should know the answer by June 14 (next week), about whether you can proceed with the KCD name and support or not

If not, that means there is none of the KCD perks, including Sessionize. The good news about Sessionize, is if your event is free, there is a community license you can apply for (24-hour turnaround) that lets you run a CFP for free!

https://sessionize.com/playbook/community-license

[AudMonte01]

Good news, @thecloudranger - this is approved to be a KCD. Let's schedule a call for the week of June 24 if you wouldn't mind finding something that works on my calendar? https://calendly.com/audmonte/30min

[AudMonte01]

JUNE 22 CNCF CHECK-IN

New CNCF Standards and Terms

• Capacity for KCD cannot exceed 500 (goal for this KCD is 300)
• Ticketing for KCD: GITEX must add opt-in language for future KCD & CNCF communication, or we use a separate registration system for the KCD

Sponsors

• GITEX will provide speaker gift
• Team to look for funding for speaker dinner
• Perhaps have a swag corner with a 50% discount for KCD attendees only (collaborate with @k8tgreenley on this)
• Other incentives from CNCF is the 10 training voucher codes

Content

• Day 1 and 2 on different stages and 4 hours each day
• Sessionize is already being used via the community license and the CFP closes July 5

Action items

• Faz to check with GITEX folks about opt-in language
• Team to update 2022 KCD logo with 2024 KCD branding
• Faz to update branding on the CFP page
• Audra to create CNCF Slack channel for organizers
• Audra to share sponsor prospectus template with Faz + Walid

[AudMonte01]

JULY 22 SYNC

Branding

• Logo - Faz to send [email protected] for approval
• Faz to build out prospectus
• Bevy Chapter
  -- Rewanth to add a profile picture on community.cncf.io

Content

• 25 submissions with 5 from one person and 4 and from another, and 9 from another person
• Will accept 8 sessions total
• Cheryl Hung submitted, but now cannot make it
• Team to send schedule for review to [email protected]

Ticketing

• Faz to inquire with GITEX about pre-signup for the KCD in their reg system, as well as opt-in language for CNCF and

[AudMonte01]

CNCF MONTHLY CHECK-IN

Content

• Schedule is aligned with GITEX timing (no transition between sessions)
  -- Emcees will Faz & Walid for tight turnarounds in sessions (also speakers will be prepped properly)
  -- No Q&A on stage will be allowed - take Q&A in hallway
• Agenda will be ready in about 2 weeks. Team will send across for review

Sponsors

• Asking local companies including AWS
• Only looking for speaker dinner & speaker swag

Marketing

• Audra to share $250 sticker voucher code to CNCF store
• Faz was put in touch with a vendor that manage the registration page. Awaiting vendor response
  -- GITEX will give team an individual code for the sub-conference. Audra showed Faz how to use Bevy to notify people about this once they RSVP
• Audra to help with square logo for website