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KCD New York, USA 2025 #593

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AudMonte01 opened this issue Oct 21, 2024 · 3 comments
Open
16 of 29 tasks

KCD New York, USA 2025 #593

AudMonte01 opened this issue Oct 21, 2024 · 3 comments
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@AudMonte01
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AudMonte01 commented Oct 21, 2024

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: TBD
  • Event Date and Time: June TBD
  • Expected Number of Attendees: 400
  • Event cost per ticket: TBD but will have tiered pricing

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

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's fiscal sponsor 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

@AudMonte01 AudMonte01 self-assigned this Oct 21, 2024
@AudMonte01
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AudMonte01 commented Oct 21, 2024

October 21 kick-off meeting

  • Attendees: Cedric, Julia, Kelly, Valentina
  • Team Roles may be similar as last year, but they will be discussed this Friday
  • Event date - May 15 will be KCD Texas and they needed to lock down their venue today. Please consider another date with the following insights
    -- RedHat summit is May 19-22
    -- KCD SF wants to do the week before
  • Venue insights - A different venue from last year, Ahmed has been doing research
  • Registration platform is Bevy, and one team member will be assigned to manage the connection to the fiscal sponsor's Stripe account
  • The logo will be the same as last year

@AudMonte01
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AudMonte01 commented Nov 25, 2024

November 25 CNCF Check-in

New date goal is in June (possibly the 25th)

Team roles

  • Scott & Valentina will so program
  • Julia and Ahmed will so sponsorships
  • Kelly and Julia
  • Cedric will do A/V
  • Website - Kelly and Ahmed (Audra gave them Page Builder access)
  • Audra to cleaned up organizers who are not working on the event this year

Venue insights

  • Alexandria
  • Convene (where PlatformCon) - about 20 venues in NYC
  • Target end of year to sign the contract

Sponsor Prospectus (let Audra know if this is needed sooner)

  • Team to secure venue first to publish prospectus
  • Julia or Ahmed to submit a PR here once the PDF is ready

CFP

  • Round-table and lightning talks added to the CFP and if no submissions come in for round table discussions, team will pivot a survey
  • Team may open the CFP as early as this week, but is dependent on the venue secured and finalizing the promoted dates

@AudMonte01 AudMonte01 moved this to CfP Launched and/or early bird tickets open in Event Formation Dec 11, 2024
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AudMonte01 commented Dec 16, 2024

December 16 CNCF check-in

Team

  • Audra to create a User Group in Slack for this team

Venue secured

  • 2 options - one viewed virtually and one in-person
  • 50% requirements

Sponsor Prospectus ready?

  • In draft mode from last year, but can't much

Tiered tickets and discounts

  • Early bird: 129$ Until CFP Ends
  • Regular: 169$ Until May 1st
  • Late: $199 Until the day of the event
  • Discounts

CFP submissions so far

  • Opened on December 2 with 3 submissions max
  • 22 submissions with 14 speakers (20% higher than last year)
  • Audra to ask KubeCon event program manager about data visualization in Sessisonize

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