KCD Warsaw, Poland 2025

[AudMonte01]

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 type: In person
• Event Venue:
• Event Date and Time: October 3, 2025
• Expected Number of Attendees: 200
• Event cost per ticket: TBD
  -- Tiered pricing?

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

• Program Chair (PC): Chris Suszynski | [email protected] | Senior Software Engineer at Red Hat | Warsaw, Poland | https://cloud-native.slack.com/team/U01F7LP6EJD | https://community.cncf.io/u/mjj3bw
• Financial Officer: Piotr Stróż | [email protected] | Co-Founder at DevBulls | Warsaw, Poland | https://community.cncf.io/u/mgpcx7/ | SLACK: @ Piotr Stróż | GITHUB: @ziemowit141
• Primary CNCF POC, Logistics, Marketing: Maciej Gołaszewski | [email protected] | Senior Cloud Engineer at VirtusLab | Crakow, Poland | https://cloud-native.slack.com/team/U06G3C2JN4B | https://community.cncf.io/u/mwqb7t
• Marketing, PC: Wojciech Barczynski | [email protected] | VP of Engineering at Spacelift + OpenTofu TSC member | https://community.cncf.io/u/m6n72z | SLACK: Wojciech Barczyński | @wojciech12
• Marketing, PC: Tomasz Cholewa | Consultant @ Cloudovski | [email protected] | https://community.cncf.io/u/mg7wuz/ | SLACK: cloudowski | GitHub: @cloudowski
• Sponsors, Website, Party: Wojciech Kocjan | [email protected] | Open Source @ Chainguard | https://community.cncf.io/u/m938uq/ | SLACK: Wojciech Kocjan
• Sponsors, PC, Venue: Katarzyna Brzozowska | DevSecOps Engineer, KnowIT | [email protected] | https://community.cncf.io/u/m8fbqv/ | SLACK: Kasia Brzozowska
• Finance, PC, Marketing: Patrycja Wegrzynowicz | Staff SRE Engineer at Form3 | [email protected] | https://community.cncf.io/u/m2g7me/ | SLACK: Patrycja Wegrzynowicz
• Marketing & PC: Paweł Piwosz | [email protected] | Cloud Solution Architect, Tameshi | https://community.cncf.io/u/mp75bn | SLACK: Pawel Piwosz | GitHub: @pawelpiwosz

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.

• This team has signed the terms & conditions set forth by the Linux Foundation
• This team has gone through a formal review process, where standards on timing, organizers requirements, and location collaboration have been reviewed, and approved.
• Every organizer has an account on Cloud Native Community Groups
• The majority of the organizers live 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.
• All organizers agree to follow the 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 get logo creation and approval with and from CNCF. NOTE: Previously existing KCDs ideally use their previous year's logo
• Agree to use the designated CNCF registration platform
• Offer at least 3 complimentary tickets to increase diversity for the event
• Share the sponsor prospectus with CNCF via [email protected].
• Agree to use Sessionize for CFP and to close it at least 8 weeks before the event, and launch the agenda at least 6 weeks prior to your event. CNCF will provide an event code so Sessionize is free to use if you are charging an event fee.
• 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.
• Submit your final speaker lineup and schedule to [email protected] for review, prior to publishing the agenda.
• Produce a transparency report after your KCD (template below).

Resources & Templates

• Make a copy of this timeline based on whether your event is In-person, Hybrid, or Virtual.
• Audra to share an editable version of this Sponsor Prospectus once team decides who owns this role.
• Dynamic Agenda Builder for your speaker lineup
• CNCF will provide a editable copy of this Canva transparency report template for guidance.
• NOTE: Access to Sessionize, your microsite platform with registration, and an email alias (if desired) will be provided by a core CNCF program manager.

[ziemowit141]

Hey @AudMonte01 I've created a profile at: https://community.cncf.io/u/mgpcx7

[AudMonte01]

October 17 CNCF Kick-Off Meeting

Getting started checklist for organizers

• Schedule monthly check-ins with KCD Core Organizer(s) ([email protected])
• Identified fiscal sponsor that can accept payments such as from sponsorships and pay out expenses
• Wojciech Barczynski needs to create an account on Cloud Native Community Groups.
• Identify team roles using this guide in the Assembling your Team guide in this GitHub repository
• Team to explore venues and consider things like
  -- Availability the first two weeks of October
  -- Space flexibility and if seating can be expanded or tightened up based on attendee numbers (consider capacity of 350-400)
  -- Central location - easy for people to access from train. Maybe not too far from an airport either (about 30-minute ride)
  -- Vendor requirements of the venue (Audio Visual / A/V & Food & Beverage/F&B)
• NOTE: CNCF will be able to provide monetary support that may help with a down payment for the venue. We should know the amount per KCD before the end of this year (hopefully end of November)
• Piotr to have his fiscal entity create a Stripe account to connect to registration (not time sensitive yet)

Getting started checklist for CNCF:

• Team to add Audra to created CNCF Slack channel for organizers
• Team to decide if they want an organizer email alias from kubernetescommunitydays.org, or one that can be managed
• Audra to create KCD Bevy chapter, and give organizers access (once list of emails and community.cncf.io account are provided for the remaining organizers)
• Audra to add team to global KCD organizer channel and monthly digest once all 2025 KCDs are announced (the month of October)

[pawelpiwosz]

Hey! I'll be more than happy to join the effort! @ziemowit141

[AudMonte01]

CNCF Monthly Sync

New Venue Insights

• Three have availability in October
• Google Campus is available for free, but the team does not know if they will have issues with certain sponsors

Team

• Audra to create email alias for [email protected]
• Chris to tag Audra on decided team roles in Slack group
• Maciek, Piotr and Chris to attend monthly syncs

Logo Creation

• Team to send ideas to [email protected] for LF Design support

Other actions items

• Audra to touch base with Romania and Czech + Slovak team about budget for their 2024 events

[AudMonte01]

CNCF Monthly Check-in on December 18

Venue

• Varso Tower on October 9
• Have the option to add on Video recordings and more room
• CNCF Payments will happen in USD in January
• Audra to start a thread with Priotr and Accounting team for wire transfer setup, as down payment is due on January 18

Content

• Considering 4 workshops on same day as sessions with a different price

Logo

• Audra to shared 4 versions with the team in Slack channel and Tomasz to send email with edits requested

Sponsor Prospectus

• Finalized with venue and team alias
• Audra uploaded the PDF to the [repo here](https://github.com/cncf/kubernetes-community-days/tree/main/sponsor-resources/open-prospectuses]