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KCD Accra 2024 (November) #505

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khallai opened this issue Jul 25, 2023 · 32 comments
Open
29 of 44 tasks

KCD Accra 2024 (November) #505

khallai opened this issue Jul 25, 2023 · 32 comments
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@AudMonte01
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Africa KCD

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@khallai
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khallai commented Jul 25, 2023 •
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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 Location: Accra, Ghana
  • Event Date and Time: 25-26 Nov. 2024
  • Expected Number of Attendees: 200
  • Event cost per ticket, and if you will have early bird pricing or not: Free

Event type:

  • Virtual
  • Hybrid
  • In person

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

Terms

  • 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 member employee, CNCF ambassador, or CNCF project maintainer. NOTE: An employee of a member company, qualifies.
  • 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 kcd@cncf.io 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 SM Apply for CFP and to close it at least 6 weeks before the event

Getting started checklist for organizers

  • Schedule monthly check-ins with KCD Core Organizer(s) (kcd@cncf.io)
  • Minimum of 3 sponsors committed (not required for virtual only events)
    Sponsor 1
    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 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 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 kcd@cncf.io before you publish it.

Post event checklist for Organizer:

  • 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

Post event checklist for CNCF:

  • Removed from Bevy header
  • CFP deactivated
  • Upload videos to YouTube
@khallai khallai changed the title KCD Region and Year KCD Accra 2023 Jul 25, 2023
@khallai khallai changed the title KCD Accra 2023 KCD Accra 2023 (December) Jul 29, 2023
@AudMonte01
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HI @khallai - I am very excited for this KCD! Please note that Nigeria might move their KCD dates to December. In this case, we would need Ghana to move two months from their dates since they are less than a 2-hour flight away from one another. Please keep this in mind while searching for another co-organizers. Thank you in advance.

@khallai
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khallai commented Aug 9, 2023

Hi Audra,

It is exciting to see multiple KCD's being planned in Africa ;) I thought the 2 month rule applied to KCD's in the same country. I would love to jump on a call to discuss this as the Accra, Ghana KCD should not impact nor overlap the Lagos, Nigeria KCD because they are in different countries. I'm still learning so I would love to chat before I circle back to those who want to join this effort with us.

@AudMonte01
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Hi @khallai - we have been getting many similar inquiries, so literally just updated that 2-month terms to provide clarity on travel distance vs country or continent. Please note the update reads:

Each KCD must consider having their event at least 2 months apart from other pre-planned KCDs within a 2-hour flight away either in the same country or continent. Other events that should be considered for this are small 1-2 day summits hosted by the CNCF or Linux Foundation. Have a look at the events calendar to assure your KCD will not compete with another event. Insight into KCDs not yet LIVE but in the planning phases will live in the KCD GitHub issues.

@khallai
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khallai commented Aug 12, 2023

Got it @AudMonte01 thanks for the clarification.

@khallai khallai changed the title KCD Accra 2023 (December) KCD Accra 2024 Aug 12, 2023
@codegem99
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Hi @AudMonte01 , Nancy here. How can I join the KCD organizers in Ghana?

@AudMonte01
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Hi @khallai - seeing that you need more organizers, Nancy here is willing to be your third to meet the minimum to get started. I would love it if you three could meet to discuss.

@AudMonte01
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Ping @khallai

@khallai
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khallai commented Nov 23, 2023

@codegem99 @AudMonte01 hi ladies i've been out of pocket for about a month, but I'm now back in Ghana. I wish I would have met you both in person at Kubecon in Chicago, maybe next year. @codegem99 I'd love to have a chat. Are you on LinkedIn so I can send you a dm with my contact details and/or get yours so I can reach out?

@codegem99
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Hello @khallai , yes I am. My username name is Nancy Henrietta Addo on LinkedIn. I am glad to connect with you.
Thank you @AudMonte01 for the follow up.

@khallai
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khallai commented Nov 24, 2023

@codegem99 accept the request on linkedin.

@codegem99
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Hi Khallai,
I have sent you a connection invite on LinkedIn. Please check it when you can.
Thanks.

@Ileriayo
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Ileriayo commented Dec 5, 2023 •
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Good to see this. Happy for the community in Ghana!

I'd be happy to support you and give some voice to the work you all are doing over there.

@khallai
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khallai commented Dec 7, 2023

There seems to be a bit of interest in our Accra KCD! @Ileriayo please keep your voice focused on KCD Lagos. I would appreciate it, if you would please refrain from sending multiple emails and LinkedIn messages to me; it is not appropriate. Thank you!

@Ileriayo
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Ileriayo commented Dec 7, 2023

Ahh, my bad!!
Sincere apologies, @khallai 🙏

I just wanted to help out, but apparently, sending messages via email and LinkedIn was not the best. 😫

Apologies once again 🙏🙏

@AudMonte01 AudMonte01 self-assigned this Jan 3, 2024
@AudMonte01
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AudMonte01 commented Feb 12, 2024 •
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FEBRUARY 12 KICK-OFF MEETING

Audra went through timeline of planning
Audra shared agenda builder for team to get an idea of what they want their program to look like

First steps of planning

  • Organizers to determine who owns what role
  • Create a logo. Audra to send logo assets and guide to team
  • Audra to create an email alias and send sponsor prospectus template for the team to build out

Other Action items

  • Audra to create CNCF Slack channel for async option
  • @khallai to create monthly sync with Audra and team, and Audra to create cadence from there

@Ebenlord12
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Ebenlord12 commented Feb 12, 2024 via email

@Ebenlord12
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Hi guys i did create my community account.

@khallai
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khallai commented Feb 15, 2024

@AudMonte01 when can we expect the logo assets/guide? And is there an overall KCD organizer slack channel that we should be added to? I know we talked about the creation of a slack channel for KCD Accra but I am curious if there is an overall channel.

@AudMonte01
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AudMonte01 commented Feb 15, 2024 via email

@Jamesta51
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Hi guys, just created my account, i am glad to be part of this lovely team

@khallai
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khallai commented Feb 18, 2024

@AudMonte01 can you send the slack channel link you created?

@khallai
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khallai commented Feb 18, 2024 •
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@AudMonte01 can you send the slack channel link you created?

We found the email alias but unsure how to access it so that James can setup the social accounts using it.

@khallai
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khallai commented Feb 18, 2024

I have read and agree to follow the event guidelines and CNCF Code of Conduct

@Ebenlord12
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I did read and agree to follow the CNCF Code of Conduct and event guidelines.

@AudMonte01
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AudMonte01 commented Mar 28, 2024 •
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MARCH 28 CNCF SYNC

Dates

  • Nov 25-26 if 2-day event
  • Nov 25 if 1-day event

Team assignments

  • James will own marketing: social media and website
  • Eben will be the content manager (CFP admin)
  • Khallai will be the project manager keeping planning going

Content

  • Time of day will either be 9am or 12pm start time based on inviting international speakers
    -- same time zone as UK
    -- noon allows for a morning start for East Coast folks in the US
  • Timeline for launching CFP
    -- Backtrack by the date you launch your agenda (6-8 weeks ahead of event, so Sept 30 or Oct 14)
    -- The date you close your CFP should be 2-4 weeks before the agenda releases (Aug 30 - Sept 30)
    -- Backtrack 2-3 months depending on when you want your CFP open (open as early as the first week of May or as late as the first week of June)
  • Khallai to set up CFP in Sessionize using community license

Marketing

  • 2 logos shared in organizer slack channel. Team will decide which to proceed with
  • Audra plans to enable team with microsite by next meeting

@AudMonte01 AudMonte01 changed the title KCD Accra 2024 KCD Accra 2024 (November) May 15, 2024
@AudMonte01
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AudMonte01 commented May 15, 2024 •
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MAY 15 CNCF CHECK-IN

Marketing

  • James created social media handles (TikTok, Twitter, Facebook, and Instagram)
  • Start promoting in July
  • Chose Logo with fabric as background
  • @khallai to send resolution PNG and SVG files to kcd@cncf.io

@Jamesta51
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Jamesta51 commented May 15, 2024 via email

@AudMonte01
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AudMonte01 commented Jun 13, 2024 •
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JUNE 13 CNCF CHECK-IN

Content

  • CFP opening beginning of July and closing end of August
  • Launch agenda/program the end of September giving about 7 weeks to promote

Website

  • Audra to get Bevy microsite ready for team to launch with CFP button for now (needed for Sessionize community license approval)
  • Team to add description, header image, and logo

Marketing

  • Social media will point to CFP (James)
    -- Take advantage of the Slack #socialmedia channel and tag "Jessie Adams-Shore" to ask to amplify on LinkedIn and/or Twitter main CNCF accounts. Also tag Audra to amplify from main KCD account
  • CNCF can add it to the KubeWeekly newsletter

@khallai
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khallai commented Jun 13, 2024

CFP created in sessionized and approved for free community license as of June 13, 2024. Will go live July 1, 2024.

@AudMonte01
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AudMonte01 commented Sep 6, 2024 •
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SEPTEMBER 5 CNCF SYNC

Team

  • Eben had an extended tour of duty, and can no longer participate in organizing this program
  • Audra will inquire with both Harry Lee and Oluebube Princess Egbuna (She/Her) to see if they want to partake in the program committee.

CFP submissions

  • 20 submissions and all look of quality. Many from Sri Lanka, India, EU + UK, and only a few from Ghana and 3 from women.
  • Review by mid September
  • Acceptances go out around the 23rd and confirmations expected back from speakers by the 30th
  • Send agenda/schedule approval to CNCF via kcd@cncf.io and can be reviewed on next October 4 meeting

Logistics

  • RegTheory will sponsor Streamyard
  • Audra to introduce Khalai to Nicole (Bevy) over email to talk about streaming opportunities
  • Get Bevy page ready for publishing to get people to save the date (add additional organizers first)

@khallai
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khallai commented Sep 16, 2024

@AudMonte01 Eben notified me that he has a week long leave and is in the process of updating his CNCF profile and will be able to partake in submission review this week. He has accepted the sessionize invite today.

@AudMonte01
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OCTOBER 7 CNCF SYNC

Content

  • Audra reviewed agenda with Khallai, and all looks good
  • Khallai to finalize test event that Audra drafted for her in Bevy
  • Khallai to send speaker logistics (summary via email) with test event link

Marketing

  • Team to let Audra know once the agenda is published to help with promotions
  • James to link social posts in CNCF Slack workspace channel #socialmedia and linking to posts asking Katie Meinders to amplify/cross-promote
  • Khallai will be interviewed by Bart Farrel for KubeFM to discuss the program. Bart will promote on socials, and CNCF can pickup and aplify.

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@AudMonte01 AudMonte01

Labels
Africa KCD
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Event Formation
Status: CfP Closed / Reviewing Program
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@Ileriayo @khallai @codegem99 @AudMonte01 @Jamesta51 @Ebenlord12