The Registration lead role is charged with handling all aspects of attendee registration workflow; including before the event and potentially day-of. This includes:
- Creating the registration system or coordinating with the CNCF Events manager to make one.
- Staffing day-of registration needs (if required).
- Steering attendees to the right session track (Active/Current Contributor vs New Contributor).
- Being the point person for registration questions.
- Giving regular reports and information to other Event Coordinators.
A successful Registration lead should have the following qualities:
Strong written and verbal communication skills.
- You may be the first person an attendee interacts with. Be empathetic, and remember that there may be language differences in play.
Detail oriented.
- Registration mistakes happen. Did the person register for the event but not select any sessions? Did they misspell their github handle? Catching these before the event improves everyone's experience.
Comfortable working with spreadsheets and reports.
- Registration requests and reports are all done in spreadsheets. Being comfortable with queries and syntax is incredibly helpful, both for the registration approval process and later report generation.
This role can include one or more shadows. The Registration Lead can delegate/assign the tasks to the shadows. The expectation from a shadow is to lead one of the events-team roles in an upcoming summit. The shadows to the Registration Lead are responsible for handling all Registration lead related activities in the absence of the Lead.
After shadows are selected and confirmed, add all lead and shadows' emails to the summit-team@kubernetes.io group in https://github.com/kubernetes/k8s.io/blob/main/groups/sig-contributor-experience/groups.yaml under members of summit-team@kubernetes.io or
.groups.[?(@.email-id=='summit-team@kubernetes.io')].members.
Well before the event, collect the information needed for the registration form, and determine the registration workflow.
All attendees should be asked the following:
| Question | Type | Required | Notes |
|---|---|---|---|
| Free Text | Yes | ||
| First Name | Free Text | Yes | |
| Last Name | Free Text | Yes | |
| Job Title | Free Text | Yes | |
| Company/Organization | Free Text | Yes | |
| GitHub Username If your GitHub Profile URL is https://github.com/username , only enter username not @username. If you don't have a GitHub username, please enter N/A | Free Text | Yes | |
| Swag Related Question | Dropdown | Yes | Swag question is generally shirt size. |
| Please specify dietary needs (if any) | Dropdown | No | Options: none, Gluten Free, Vegetarian, Vegan, Halal,Other |
| Do you have a disability that we should be mindful of as we try to accommodate everyone for this event? | Dropdown | No | Options: Yes, No |
| What email did you use to register for KubeCon + CloudNative Con <NA/Europe> ? KubeCon + CloudNative Con <NA/Europe> registration is required to attend Kubernetes Contributor Summit | Free Text | Yes | |
| Are you a member of one of the Kubernetes GitHub Orgs | Dropdown | Options: Yes, No [Pop up if no is selected] Attending the Kubernetes Contributor Summit in-person is limited to Kubernetes Org Members and Sponsored Attendees. If you have questions, please email summit-team@kubernetes.io. Yes |
|
| What SIGs or WGs are you most active in? Only list the top three. This will help us plan content and activities. | Dropdown | Yes | Options: |
| What sessions are you most looking forward to? This will help us plan content and activities. | Dropdown | No | Options: Unconference, Prepared Presentations, Steering AMA, SIG Discussions/Working Sessions, Impromptu Discussions, Social/Mingling |
| What other session(s) would you like to see at the summit? What else would make this event valuable to you? We've changed content based on contributor feedback to this question in the past. | Free Text | Yes | |
| Social Event | Dropdown | Yes | Required if there is an independent social event. |
| Emergency Contact | Free Text | No | Name and Phone Number. Phone number to be verified. |
| How can we make this a valuable event for you? | Free Text | No | |
| If you had a speaking slot, what would you like to talk about? | Free Text | No | |
| Where did you hear about the Contributor Summit? | Checkbox | No | Options: X (formerly Twitter), Mastodon, Kubernetes-dev mailing list, GitHub, Monthly Kubernetes Community Meeting, SIG/WG Meeting, Slack, Kubernetes Blog, Other |
Additionally, a separate form can be created for registering the summit staff.
The registration system selected should support the questions and paths that were determined for the event. Other potential things to consider when selecting a system include:
- Is the reg system available in the region the event is being hosted. For example, Google Forms is not available in certain regions. If it is used an alternative registration path should be considered.
- Can you independently generate invite links or invite people by email for sending invites to leads or guests.
- Does it support an approval based workflow? If some registration paths have restrictions, an approval based workflow should be considered.
- Does it support Single Sign On (SSO) or GitHub integration? This can save time both for attendees and as Registration lead if an approval based workflow is being used.
- Can an attendee login and update their own information?
- How easy is it to get data out of the Registration System? The easier it is to get data out, the easier it will be to generate reports or use the information in an approval workflow.
- Can it integrate with sched? If it can automatically add an attendee, it will make for a less error prone invite process.
In past events, registration systems that have been used were Google Forms, SurveyMonkey, and cvent. All have their pluses and minuses.
Google Forms is flexible and easy to get data in and out of, as it is essentially just a form on top of a spreadsheet. However, it lacks useful other functionality and is blocked in certain regions.
SurveyMonkey is flexible, but as of April 2019 should not be considered as emails from its invite system are frequently blocked or ignored.
cvent is the current system used by the Linux Foundation (LF) and supports SSO, along with multiple workflows. However, no direct access can be given to a non LF employee and it can be difficult to troubleshoot workflows as all changes require going through the LF.
Other options exist and should be evaluated when making your decision for the registration system.
Work with the Communications Lead to include the link to the registration page and future communications efforts to drive registration.
The Kubernetes Contributor Summit is for active contributors to the Kubernetes project. Registrants will be approved if they are org members of one of the following Kubernetes Orgs: kubernetes, kubernetes-client, kubernetes-csi, kubernetes-sigs, etcd-io.
A SIG lead (co-chair, tech lead, subproject lead) can sponsor a non-org member to attend the summit. Kubernetes Contributor Summit speakers who are non-org members can attend the summit.
There will be a Kubernetes Contributor Summit Planning Doc , in the past this was a Google Spreadsheet.
As soon as the Kubernetes Contributor Summit Planning Doc is available, populate the org - DO NOT DELTE tab (the name may change in the future but is always the tab that compares if the registrant is an org member) in the Kubernetes Contributor Summit Planning Doc.
There are 2 options to create a list of org members:
git clone https://github.com/kubernetes/org.git
cd org
yq '.admins + .members' \
config/etcd-io/org.yaml \
config/kubernetes/org.yaml \
config/kubernetes-client/org.yaml \
config/kubernetes-csi/org.yaml \
config/kubernetes-sigs/org.yaml \
| jq -s 'add | .[] | ascii_downcase' | jq -s 'sort | unique | .[]' \
| sed -e 's/"//g' > members.txt
an alternative is
git clone https://github.com/kubernetes/org.git
cd org
yq '.admins + .members' \
config/etcd-io/org.yaml \
config/kubernetes/org.yaml \
config/kubernetes-client/org.yaml \
config/kubernetes-csi/org.yaml \
config/kubernetes-sigs/org.yaml \
| sed -e 's/---//g' | sed -e 's/- //g' \
| sed -e 's/"//g' | sed -e '/^$/d' \
| awk '{print tolower($0)}' | sort | uniq > members.txt
Populate what's in members.txt in the org - DO NOT DELTE tab in the Kubernetes Contributor Summit Planning Doc.
Create a list of staff, shadows, volunteers including day-of volunteers. You can create this list from the GitHub staffing issue e.g. #7611 and query the Summit Staff leads for their day-of volunteers. The Day-of Operations team will likely have volunteers not listed on the GitHub staffing issue.
Once the talks for the Kubernetes Contributor Summit have been selected, create a list of speakers and note if any are not org members so they can be approved when they register.
Review past declined registrants if any are speakers, email them to re-register for the Contributor Summit.
A person is not an org member and would like to attend the Contributor Summit
With 1600+ Kubernetes Org members and limited space and budget requirements, we've made the decision to limit attendance to those that are already actively engaged with the project.
Contributor Summit speakers without org membership can attend the Contributor Summit.
A SIG lead (co-chair, tech lead, subproject lead) can sponsor a non-org member to attend the summit, this process is TBD.
A speaker is not registered for KubeCon + CloudNativeCon
KubeCon + CloudNativeCon registration is a requirement to attend the Contributor Summit. Speakers must be registered for KubeCon + CloudNativeCon.
Confirm with the CNCF staff rep on who will keep track of dietary requirements. If there are any email requests, add them to the Dietary Requirements tab in the Kubernetes Contributor Summit Planning Doc and notify the CNCF staff rep.
The CNCF staff may have the ability to keep track of registrants who are bringing a plus 1 to the social. There may be emails to request to bring a plus 1. Add any requests via email to the Celebration Guests tab in the Kubernetes Contributor Summit Planning Doc.
In the attendee spreadsheet, knowing several facts about the attendee make it much easier to process. These facts can be gleamed from external sources such as devstats, the sig-list, voters, the lists of Kubernetes Org Members and if they happen to be in any owners files.
With that information combined with comments and other information in a single sheet, most attendees can be processed quickly and any errors found.
For attendees that might be questionable, other useful sources of information can be gleamed from Slack, the Mailing Lists, and Discuss.
Once registration has opened, you should give the rest of the Event Coordinators at least a weekly update regarding registration numbers and statistics. This information is useful to keep track on the general "health" of the event leading up to it.
As an example, if the event is close to capacity or over capacity, you should communicate that fact and let the Marketing Lead know to start getting the word out. Another example, if the New Contributor Workshop (NCW) session is lacking attendees, this information should be given to the NCW lead, Marketing lead, and the Accessibility, Inclusiveness, and Diversity lead so that they may take appropriate action.
Example Report:
| Registration | Total | Approved | Social | Summit | Leads | Voters | Owners |
|---|---|---|---|---|---|---|---|
| Active | 151 | 143 | 134 | 124 | 30 | 87 | 101 |
| New | 78 | 74 | 60 | 74 | 0 | 0 | 0 |
| Total | 229 | 217 | 194 | 198 | 30 | 87 | 101 |
| % Approved/Type | 20.98% | 60.84% | 70.63% | ||||
| % Going to Summit | 24.19% | 70.16% | 81.45% |
| NCW | 101 Session | 201 Session |
|---|---|---|
| Registrations | 30 | 46 |
After the event, the same information is useful for the Event Retrospective and combined with the post-event survey data, can provide insights in the event itself.
If there is a registration desk / badge pickup at the Contributor Summit, it is helpful to have a Registration Team member at the registration desk during the morning of the Kubernetes Contributor Summit to assist with questions.