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KCD Utrecht, Netherlands 2025 #591

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AudMonte01 opened this issue Oct 18, 2024 · 12 comments
Open
23 of 36 tasks

KCD Utrecht, Netherlands 2025 #591

AudMonte01 opened this issue Oct 18, 2024 · 12 comments
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@wrkode @AudMonte01

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@AudMonte01
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AudMonte01 commented Oct 18, 2024 •
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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: July 3, 2025
  • Expected Number of Attendees: 450
  • Event cost per ticket: TBD but will have tiered pricing

Organizers Details (identify at least 3 organizers). Designate team roles, for example, who will be the CFP admin, financial officer, etc. .

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 kcd@cncf.io.
  • 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 kcd@cncf.io for review, prior to publishing the agenda.
  • Produce a transparency report after your KCD (template below).

Resources & Templates
@AudMonte01
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AudMonte01 commented Oct 18, 2024 •
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October 18 CNCF Kick-Off Meeting

Getting started checklist for organizers

  • Schedule monthly check-ins with KCD Core Organizer(s) (kcd@cncf.io)
  • Identified fiscal sponsor that can accept payments such as from sponsorships and pay out expenses
    -- Paul Bijleveld to have his fiscal entity create a Stripe account to connect to registration (not time sensitive yet)
  • The remaining organizers need to create an account on Cloud Native Community Groups. Audra to give William access to the GitHub issue to edit accordingly
  • Identify team roles using this guide in the Assembling your Team guide in this GitHub repository. Consider having teams A, B, and C, and leads for each team.
    -- 2 people assigned to each work stream
  • Team to explore venues and consider things like (3 options are being explored)
    -- Availability the first week of July, or last week of June
    -- Space flexibility and if seating can be expanded or tightened up based on attendee numbers (consider capacity of 500)
    -- 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)
    -- Already 3 sponsors committed and ready to support in advance
  • 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 by the end of November)

Getting started checklist for CNCF:

  • Team to decide if they want an organizer email alias from kubernetescommunitydays.org, or one that can be managed with an inbox
  • Audra to update KCD Bevy chapter with any additional 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)

@AudMonte01 AudMonte01 self-assigned this Oct 18, 2024
@wrkode wrkode self-assigned this Oct 18, 2024
@AudMonte01
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AudMonte01 commented Nov 26, 2024 •
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CNCF Check-in

Team Roles

  • William will update this issue with the team's updated roles
  • Luca & Marcel will be working on the website (Audra to give access to Bevy Page Builder)

Venue choice with insights into vendor solutions and down payment expectations

  • 3 venues with quotes
  • Site visit tomorrow
  • Most likely at the same venue as last time

Update from CNCF on monetary support provided per KCD

  • Marcel to handle wire transfer in January

Logo

  • Team to leverage LF design team
  • Fahd will send a concept to kcd@cncf.io after next Tuesday

@karla-feijoo
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Hi @AudMonte01 here is my Credly badge for the Inclusive Open Source Community Orientation (LFC102) course: https://www.credly.com/badges/3409f448-d92c-436a-ae36-53036e3784c2/public_url

@AudMonte01 AudMonte01 moved this to Need to Secure Venue in Event Formation Dec 11, 2024
@AudMonte01
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AudMonte01 commented Dec 17, 2024 •
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December 17 CNCF Sync

Team

Logo

Venue

  • Final quote is being provided this week. Team should have final venue secured by January

CFP

  • Audra to send Sessionize code via email

@AudMonte01
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AudMonte01 commented Jan 7, 2025 •
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January 7 Monthly Sync

Venue

  • Down payment is due next week (16k EU)
  • Audra to sync with Ronald with accounting regarding wire transfer

Team

  • William will comment in this Issue with the remaining organizers that need to be added above
  • All organizers to vote here for 2 people you believe should be managing on-site volunteers: https://forms.gle/yenE7SEUeAzBpqPg9

Logo

  • To be completed this week
  • Audra to share with Paco a version of the PDF that has numbers on it for voting
  • Paco will create a simple poll to be completed Thursday

Sponsor Prospectus

  • Is complete, but needs an email alias completed (designated for the leads working on sponsorships)
  • Also needs to the logo

Ticketing

  • Audra to check with Bevy CSM, Maia next Tuesday on when alternative payment types will be released/available

@AudMonte01 AudMonte01 moved this from Need to Secure Venue to Approved to Build CFP / Has Sponsor Prospectus in Event Formation Jan 14, 2025
@mbianchidev
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Opened the CFP sessionize.com/kcd-utrecht-2025

@AudMonte01
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Hi @mbianchidev - I am getting a 404 when trying to access this page.

@mbianchidev
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Hi @mbianchidev - I am getting a 404 when trying to access this page.

Apologies, it will open tomorrow at 11:59 AM (CET)
Just because I wanted @wrkode to review and to have time and figure out the email alias thing!

@wrkode
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wrkode commented Jan 17, 2025 •
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Hello @AudMonte01,

I'm unable to update the issue, could you please update the issue with the following Event Details and Organizers:

Event Details

  • Event type: In person
  • Event Venue: Jaarbeurs, Utrecht
  • Event Date and Time: July 3, 2025
  • Expected Number of Attendees: 500
  • Event cost per ticket: TBD but will have tiered pricing

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

@Paken
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Paken commented Jan 17, 2025 •
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Hi @wrkode, my CNCF link is https://community.cncf.io/u/m2u3qt/, also at Sevi's SLACK you have put my name instead of hers.

@AudMonte01
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Thank you, @wrkode ! I have updated the above issue, and created the team alias: utrecht-org@kubernetescommunitydays.org (also added to the above issue).

@wrkode
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wrkode commented Jan 18, 2025 •
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@AudMonte01 I've made a couple of typos. Corrected in my comment, could you please update only the Organizers section?
sorry about this.

The event venue is as follows:
Jaarbeurs, Utrecht

@AudMonte01 AudMonte01 mentioned this issue Jan 30, 2025
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@Paken @mbianchidev @wrkode @AudMonte01 @karla-feijoo