KCD Lahore 2024 (September)

[SyedAsadRazaDevops]

KCD Lahore V2.0 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: Lahore
• Event Date and Time: August 2024
• Expected Number of Attendees: 500+
• Free of cost

Event type:

• Virtual
• Hybrid
• In person

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

• Organizer 1: SYED ASAD RAZA, CNCF Ambassador, Organizer, Syedasadrazadevops@gmail.com, CNCF Slack Syedasadrazadevops
• Organizer 2: Adil Shehzad, Organizer, DevOps Engineer, adil.shehzad4146@gmail.com, Slack Username
• Organizer 3: Bart Farrell, CNCF Ambassador, Organizer, bartholomewfarrell@gmail.com, CNCF Username
• Organizer 4: Moiz, Team Lead, UIUX developer, mr.moeezmustafa@gmail.com, Slack Username
• Organizer 5: Hassanat, Website, Backend developer, email, Slack Username
• Organizer 6: Arslan, Graphic Team Lead, UIUX developer, email, Slack Username
• Organizer 7: Waleed, Website Team Lead, full stack developer, waleedzafar.68@gmail.com, Slack Username

Terms

• No other Kubernetes Community Day event in the 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. We will use Sessionize at the end of 2023/beginning of 2024.
• Agree to use the new KCD logo and work with Audra to make it unique to your KCD.

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 email alias has been created
• Region created in Bevy
• Added to Bevy header
• CFP created in SMapply
• Marketing Plan shared

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 Organizers:

• 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
• Fill out Credly badge request form for 1 badge per KCD

Post event checklist for CNCF:

• Removed from Bevy header
• CFP deactivated
• Upload videos to YouTube
• Transparency report and YouTube playlist (if there is one) linked from cncf.io/kcds
• Bevy page marked as dormant

[AudMonte01]

Hello @SyedAsadRazaDevops - there is already a team that runs the KCD Lahore events. I suggest you reach out to them to collaborate: #484.

[AudMonte01]

My apologies - I realized you all are on the same team. And being you are a CNCF ambassador, we would like you to be the main point of contact going forward.

Please update the organizer list with folks from the recent KCD Lahore.

[SyedAsadRazaDevops]

Thank you for your message, and no worries at all! I appreciate the clarification.

As a CNCF ambassador, I'm honored to take on the role of the main point of contact for our team moving forward. I'm committed to ensuring effective communication and coordination among team members.

[SyedAsadRazaDevops]

https://community.cncf.io/events/details/cncf-kcd-lahore-presents-kubernetes-community-day-lahore-pakistan-2024/

[AudMonte01]

Hi @SyedAsadRazaDevops - the above page needs a header image, if you could please add one.

[moezmustafa]

Hello, @AudMonte01
I wanted to inform you that @SyedAsadRazaDevops has successfully updated the image as per your request.
I'm actively monitoring this issue and would appreciate it if you could share your availability.
So we can arrange the monthly meeting for the KCD-Lahore.

[moezmustafa]

Hi @AudMonte01

I wanted to share a positive update – @adilshehzad786 and @SyedAsadRazaDevops recently had a productive initial meeting with the graphics team and we are engaged in crafting posters and banners designs. Your insights would be invaluable, and we'd also appreciate your input on a suitable time for our upcoming KCD-Lahore meeting.

[AudMonte01]

Hi @moezmustafa - please schedule a kick-off meeting with me via https://calendly.com/audmonte/kcd-onboarding-kickoff-call

[moezmustafa]

Hi @AudMonte01 , Thanks for the invite , ill schedule a meeting with you after coordinating with my team for the apt time .

[adilshehzad786]

Hi @AudMonte01,

We have rescheduled the meeting to January 30th, so we can work on these things before our meeting with you:

1. Revamping graphic design for posters and the website for this year's KCD 2024.
2. Shifting to Slack (CNCFLahore), as the majority of the CNCF audience is on Slack.
3. Implementing a new theme for KCD 2024. As we did for our GDG DevFest event, we used a movie character with an AI theme, which helped in engaging a lot of the audience for the last event.
4. Implementing a proper marketing plan.
5. We have started team meetings every Saturday, and we will have our first team meeting tomorrow for KCD 2024.

[adilshehzad786]

Hi @AudMonte01,
Good Morning, I am sharing an update before we have a meeting tomorrow.

Done ✅
We have completed the following tasks:

• Bevy Header
• Email Alias
• Twitter Handle
• New Design (Inspirations from Netflix, more like Kubeflix)

In Progress 🚂

• We are creating a Kubernetes interactive learning sandbox, where students can create Kubernetes labs and start learning. Qwiklabs is quite expensive, so we built our sandbox from scratch. Testing is in progress, the sandbox work is completed, and we are adding Kubernetes labs. I will share the repository later with you so anyone from KCD can use it.

• We have created a dedicated meetup group for CNCF Lahore (https://www.meetup.com/cncf-lahore/members/) to attract a larger audience. We are working on optimizing the meetup group.

• We have also created the Slack channel, so it's easier for the audience and the team to navigate from CNCF's official Slack to our Slack. We are working on optimizing the Slack channel.

Questions about ❔

• CFP (Call for Proposals)
• KCD Pricing
• Social Media

CC: @moezmustafa @SyedAsadRazaDevops

[AudMonte01]

CNCF KICK-OFF MEETING NOTES

Tickets

• 300 in-person in 2023
• 2024 GOAL: 2,000 registrations and 30% attendance (so 600)
• Networking and sessions will be free
• VIP ticket will have food provided

Action items

• Moez to create logo and submit for approval to kcd@cncf.io
• Audra to inquire about social handles and website access
• Audra to share sponsorship prospectus template with Adil and Arslan
• Team to provide Audra email alias they created, otherwise we can update the previous alias organizers-lahore@kubernetescommunitydays.org

[SyedAsadRazaDevops]

Hi @AudMonte01 , do you have any update on the social media handles, including Instagram, Twitter, and domain, so we can reflect the changes?

[AudMonte01]

While LinkedIn is taken care of, I have had much back and forth about Twitter (X), as it is not ran by Farhan. To be sure, which account in reference between https://twitter.com/cncflahore and https://twitter.com/cloudnativelhr?
Cc @SyedAsadRazaDevops

[SyedAsadRazaDevops]

Yes, @AudMonte01 you're right. We require access to the Twitter account at https://twitter.com/kcdlahore, as well as the Instagram account at https://www.instagram.com/kcdlahore/. Additionally, we need access to the website at https://kcdlahore.com so that we can add the updated CNAME and A* records to point to the new website's code to the same domain at https://kcdlahore.com.

If you're having trouble gaining access, we're happy to create new accounts, although it will take some time. Let us know so I proceed further. We are behind schedule for the marketing plan.

[adilshehzad786]

Hello @AudMonte01 ,

I hope you're doing well. Ahead of our meeting tomorrow, here's a brief update on our progress:

Done

• Kubernetes Bootcamp: Successfully launched, featuring an Interactive Kubernetes Sandbox within GitHub Codespaces. Available here. We welcome any suggestions for improvement as the content undergoes review.
• KCD 2024 Logo Update: Moiz has shared the updated logo with you.
• Virtual Photobooth: Now operational. Moiz will provide further details tomorrow.
• Team Expansion: We've added a Python engineer to develop a CLI tool for sandbox creation on local machines, aiding those with slow internet. Additionally, we've expanded the team with video editors and web developers to enhance support for Kubernetes Community Days Lahore 2024.

In Progress

• Design Overhaul: Working on a new, fresh look that appeals to our audience and extends our reach.
• Hero Series Initiative: Developing a series to spotlight tech innovators in Pakistan and contributors to open source.
• Venue Coordination: Asad is liaising for the venue, with Fast University, Alhamrah, and Lahore Garrison University on our checklist. Updates to follow.
• CLI Tool Development: Enhancing the CLI tool for easier sandbox creation on local machines for attendees facing internet connectivity issues.
• Auto Event Checking Software: In the development phase.

Looking forward to discussing these updates and more during our meeting tomorrow.

[moezmustafa]

Hello @AudMonte01 , I hope everything is going well with you. I've arranged a meeting for us on April 4th, during the first week of April . Will be sharing a detailed list of advancements made so far .

[moezmustafa]

Hi @AudMonte01 , to update you before today's meeting :

This past month, we've achieved significant progress in our mission to educate and connect the Kubernetes community. Here's the essence:

Key Achievements:

- Visual Design: Enhanced platform aesthetics.
- Initiatives: Rolled out KubeCTL & KubeCamp for community learning.
- Community Building: Grew our online presence and formed WhatsApp and Slack groups.
- Networking: Expanded Meetup and LinkedIn networks, established CNCF Org.
- Project Management: Streamlined team and projects on GitHub.
- Innovation: Launched Ai-Notes, transforming educational content into interactive chatbots.

Online Learning Sessions:

Conducted four sessions, from Kubernetes basics to advanced HELM topics, with growing participation.

Community Engagement:

- Meetup: Reached 548 members, averaging 110 attendees/event.
- LinkedIn: 1700+ followers, significant search appearances, and impressions.
- KubeCamp: Delivered 155 credentials, educated 500+ students.
- KubeLater Newsletter: Quickly amassed 700+ members, offering comprehensive Kubernetes insights.

Recognition:

- Certificates: Awarded for session attendance.
- Badges: Provided for completing online labs.

Global Influence:

- Extended outreach to various countries, including in Latin America, Asia, and the UK/USA.

Technological Advancements:

- Ai-Notes: Revolutionized learning with AI-driven chatbots.
- KubeLater: Established a dedicated newsletter for Kubernetes enthusiasts.

Community Platforms:

- WhatsApp & Slack: Active channels supporting 100+ and 150+ members respectively.

[AudMonte01]

Thank you for your update about the community, @moezmustafa - I am looking forward to learning more about the KCD planning specifically (per this GitHub issue). Your traction with the community is good though, this will help generate buzz for the event. Speak to you soon.

[AudMonte01]

APRIL 4 CNCF SYNC

Organizers

• Expanded team to 2 more people on the web team
• And 2 more for social efforts?

Content

• KubeCamp workshop
• KCD Sri Lanka will help

Dates & Venue: Looking into August 14 to be co-located at the same venue as Google.io event

[SyedAsadRazaDevops]

Hi @AudMonte01,

I hope you are doing well. Amidst your busy schedule, I'd like to share some important updates:

1. The venue and date for the KCD Lahore event have been finalized.
2. Furthermore, I have initiated the call for speakers on Sessionizer.
3. I have also begun preparing the agenda and master-sheet, and we are eagerly awaiting CFP submissions.
4. Additionally, we are actively targeting other collaborators and sponsors to ensure the smooth execution of the event.

In the upcoming days, I will schedule a meeting with you and the team to delve deeper into the details.

[AudMonte01]

Hello @SyedAsadRazaDevops - thank you for this update.

• Please send me the Sessionize link here so I can add it to the main open KCD CFP list
• Excellent - please schedule a meeting with me for next week: https://calendly.com/audmonte/30min

[SyedAsadRazaDevops]

FYI, https://sessionize.com/kcd-lahore-2024

[AudMonte01]

Thank you, @SyedAsadRazaDevops ~

I am seeing that this event is now August 3 instead of August 14. With the CFP closing the week before...

• this is no where near the time we typically allot for speakers to be prepared
• this is not enough time for your team to properly promote the agenda 6-8 weeks ahead of the event

Let us discuss some alternatives in our sync today.

[SyedAsadRazaDevops]

Hi @AudMonte01
Thanks for your message. I was recently occupied with celebrating the Eid festival and family travel.
Here are the updates:

• Rescheduled Date: The event is now on August 17 due to Pakistan Independence Day on August 14, which is impossible.
• Ticket Registration: The event is live on Festive Labs, and tickets are published. festivelabs
• Venue: I have started talks with two potential venues and will let you know once confirmed.
• CFP: Now, the Call for Speakers is open for a minimum duration of one month, from July 1st to August 1st. This allows me ample time to manage the agenda, secure sponsors, foster collaborations, and handle registrations effectively.

Kindly share this CFP link: https://sessionize.com/kcd-lahore-2024

[AudMonte01]

Hi @SyedAsadRazaDevops.

We thought this was going to be in the same building as the Google event. This is too tight of a time frame, as your team needs at least three months of planning with a secured venue to be an approved KCD.

At this point, this event needs to be pushed back by 2 months.

[AudMonte01]

JULY 9 CNCF SYNC

Venue & Dates

• Website is still in the development phase
• Tickets say August 14
• Page on community.cncf.io says August 15-16
• Above note says August 17
• Muslim Holy Month is July 7 - August 14
• Kolab is a co-working space that accommodates 300+ attendees and Syed had inquired about August 14-September 1
• Alternative venue is a University that has 2 halls

Content

• CFP is due to close on August 1
• Agenda's should be announced at least 6 weeks in advance of an event
• The team would be able to start announcing speakers within 2 weeks
• They may have some International speakers in track 2 which will be playing pre-recorded talks

Action items

• Team to inquire with two venues about a September date for this KCD
• Syed to remove dates on all pages above and put them as "To Be Determined". Audra to help with the KCD page on community.cncf.io
• Syed to add kcd@cncf.io to the threads with venues to keep Katie and Audra in the loop
• Team to secure speakers and announce them within two weeks from now

[SyedAsadRazaDevops]

Hi @AudMonte01,

The above tasks are completed. Meanwhile, here are some additional updates:

• I have shared the agenda with you and published it on the event page.
• Confirmation emails have been sent to both international and onsite speakers.
• @bart is working on connecting with the international clients and recording the sections one by one individually.
• @bart will share the KCD Lahore songs soon in this week.
• Could you please provide me with the KCD budget, swag stickers for the attendees, and KCD vouchers for the quiz winners?
• I have already included you in the different sponsor emails.
• The venue is available on the day (confirmed by the uni), as it's during summer vacation. The staff is currently unavailable due to unforeseen circumstances., so the MOU will be signed in this week with the university Vice-Chancellor availability.

Thank you!

[AudMonte01]

AUGUST 6 CNCF CHECK-IN

Venue

• Confirming September 1 event date
• 1000+ capacity
• MOU to be signed this week
• Timing if the original date does not work out

Audra's talk

• Highlight CNCF community and its impact on the ecosystem

Livestream

• Will be done on the KCD Lahore YouTube channel

Marketing

• Festive Labs for ticketing
• Social media Katie Meinders to amplify from CNCF accounts
• Audra to add to KubeWeekly newsletter (once venue MOU is signed)

Action Item

• Team to add CNCF opt-in language for further communication for both KCD chapter membership and future event marketing emails.
  "In addition, if you check the check box to the left of this text, you further authorize KCD NAME and the Cloud Native Computing Foundation to contact you via email regarding other events and open source projects from time to time. You can unsubscribe from these additional email communications at any time by following the ‘unsubscribe’ instructions included within such communications or by sending an unsubscribe request to privacy@linuxfoundation.org."
• Team to submit for reimbursement for stickers
• Audra to send training voucher codes once MOU is signed

[SyedAsadRazaDevops]

Hi Audra,

I hope you're doing well. I'm pleased to inform you that all the mentioned tasks have been completed:

• Venue: The event date for September 1 is confirmed with the lab and all other facilities. The MOU will be signed, and you will be included in the loop by email.
• Livestream: The event will be streamed on the KCD Lahore YouTube channel.
• Marketing:

1. Festive Labs will handle ticketing.
   The CNCF opt-in language has been added for future communications and event marketing.

Additionally, please provide me with the KCD budget, swag stickers for the attendees, and KCD exam vouchers for the quiz winners.

Action Item:

• Social media Katie Meinders to amplify from CNCF accounts
• Audra to add to KubeWeekly newsletter (once venue MOU is signed)

Thank you for your continued support. Let me know if there's anything else we need to address.

[AudMonte01]

CNCF RETRSOPECTIVE ON AUGUST 5

What went well, with positive feedback from attendees

• International speakers
• Bart was very helpful with his collaboration on promotional and pre-recorded videos
• 10-15 people joined labs on-site

Lesson's learned from the organizer perspective

• Did not have as many attendees as they hoped
• Get a more solid team, and better onboard organizer in the beginning
• Women/Man ratio was low

Analytics

• Total registered was 1,074 versus total 300 checked-in
• Percentage of non-male speakers was 23% (3 out of 13 speakers)
  -- Helped a SheTech event by presenting on Kubernetes
• Total sponsorships (profit, loss, or breakeven). If profit, how will you donate the funds?

Post-Event Marketing

• Audra will share transparency report with Adil via Canva
• Session recordings are on YouTube. Adil to share link with Audra to cross promote on CNCF YouTube channel
• Credly Badge: Team wants to assign a Contributor badge. Adil to fill out request form for badge
• Team wants to write a blog post about their experience to be published on cncf.io/blogs. Submit a Google doc for review to pr@cncf.io and copy Audra on that email
• Team will also produce a highlight reel of attendee feedback
• @SyedAsadRazaDevops to share list of CNCF communication opt-ins for chapter membership on community.cncf.io

[AudMonte01]

Hi @SyedAsadRazaDevops and @adilshehzad786 - your transparency report template can be found here.

Adil - please share the playlist on YouTube with me, when you get a chance, so we can amplify to the CNCF YouTube subscribers of 119,000 subscribers. Thanks in advance.

[adilshehzad786]

Hi ,

I was on annual leave and got back yesterday from my trip. I will start work this week and get back to you.