KCD Islamabad 2024 (May)

[Saim-Safdar]

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: Islamabad, Pakistan
• Event Date and Time: May 3, 2024
• Expected Number of Attendees: 200 - 250
• Event cost per ticket, and if you will have early bird pricing or not

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:

• Saim Safdar, CNCF Ambassador, saimsafder14@gmail.com, Slack: Saim Safdar
• Bart Farrell, CNCF Ambassador, bart@dok.community, Slack: Bart Farell
• Soulman Iqbal, Learnk8s Instructor, salman@litesharp.com, Slack: Soulman Iqbal
• Faisal Afzal, Solutions Architect, nClouds afzal.faisal@gmail.com, Slack: Faisal
• Farhan Ashraf, DevSecOps, Systemsltd, farhanashrafali30@gmail.com, Slack: Farhan Ashraf
• Taskeen Fatima, Google DSC lead from Bahria University, taskeenfatima2207@gmail.com, Slack: Taskeen Fatima
• Cortney Nickerson, DevRel at Monokle by Kubeshop, cortney@kubeshop.io, Slack: Cortney Nickerson
• Usman Hamid, Marketing executive at Tkxel. usmanhamid4ad@gmail.com, Slack: N/A
• Armaghan bin Zahid, Unity Developer at Magna Software. armaghanbinzahid@gmail.com, Slack: N/A

Terms

• No other Kubernetes Community Day event in same major city (check with past organizers)
• If there is already a KCD in your country, you agree to schedule your KCD at least two months apart from that pre-planned KCD.
• Minimum of 3 organizers from 3 different organizations
• Every organizer has an account on Cloud Native Community Groups
• Each organizer lives in or just outside of the KCD location
• At least one organizer is a CNCF employee, CNCF ambassador, or CNCF project maintainer.
• All organizers agree to follow the event guidelines and CNCF Code of Conduct
• All inquiries / communication to come 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

Getting started checklist for organizers

• Organizer email alias: islamabad-organizers@kubernetescommunitydays.org
• 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

Getting started checklist for CNCF:

• Region created in Bevy
• Added to Bevy header
• CNCF Islamabad team introduced for marketing amplification, and review of program

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
• 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

[AudMonte01]

Hi @Saim-Safdar - with the goal of this being in April, please schedule a kick-off meeting with me this week or next: https://calendly.com/audmonte/kcd-onboarding-kickoff-call

Also, please note that other KCDs happening in April have their CFPs about to close the first week of February to allow for reviewing, speaker notifications, and the agenda to release 6 weeks ahead of the actual event date to properly market their event. That said, you might reconsider the timing of this event to be in May. We can discuss in our kick-off call.

[AudMonte01]

KICK-OFF MEETING

Tickets

• free event

Organizers

• Two sides of the team
• Had a form for a call for organizers (closed Jan 31)
• Assigning duties

Dates

• April 20
• Wanted to be in February originally, and then moved to April
• Vacations start in May (summer time)

Content

• 3 keynote
• 5 international speakers that are pre-recored
• 10 local in-person
• Open CFP next week, and announce speakers as they come in to meet timeline of KCDs have

Action items

• Audra to share Sponsor Prospectus with Saim and in turn he will share with proper person leading
• Audra to add event placeholder in Bevy
• Team to update their gmail alias and share with Audra so she can update KCD alias for CNCF use
• Taskeen to create community license account in sessionize and add the proper team members as admins or reviewers

[AudMonte01]

APRIL 12 CNCF SYNC

Venue

• System Limited has a local community and space of 100-120+ in-person
• Might need to push date - TBD

Content

• 1 livestream (Viktor Fracic talk on Crossplane)
• 5 virtual
• 5 in-person

Sponsorships

• Danyal to send Audra the prospectus via organizer Slack channel

[AudMonte01]

RETROSPECTIVE WITH CNCF ON MAY 15

Positive attendee feedback (70% of attendees)

• Printed shields for speakers and printed 11 certificates for organizers
• Good attendance and big impact on social media (lots of buzz)
• Content was diversified around topics in the Cloud Native ecosystem
• Top talks

• 1 Victor's demo-heavy talk
• 2 State of open source (Paula)
• Quantum came and spoke on Crossplane and provided a demo (Mustafa)

Lessons learned

• Adding more team members from local city, Islamabad
• Sponsorships were hard (local companies are not open source, and they host events on their products). Some companies outsource their open source operations
  -- Saim tried to speak to the VP of alliances
• Some attendees were new to the cloud native ecosystem
• Looking to host an event in January/February of 2025

Analytics

• 129 registrations versus number of check-ins (200) with 70 people from System Limited (20% were from outside of Islamabd)
• Total number of sponsors, and if at a profit or loss. If profit, what will team do with the funds? OpenWare Business ($100), CloudDev ($500), Hawaei Cloud ($150) total of $750 which went through refreshments and certificates and speaker shields, and System Limited (venue). Some came out of pocket $250
• Total number of speakers versus women speakers (percentage)
  -- 2-3 women organizers
  -- 4 out of 13 speakers (31%)

Post-event marketing

• Credly badges for in-person speakers (Saim will fill out form)
• Audra to share the transparency report template with Saim and Danyal
• Saim will write a blog Post for cncf.io and send it to pr@cncf.io for review
• YouTube videos are ready. Audra to create copy of playlist on CNCF YouTube channel

[AudMonte01]

Hello @Saim-Safdar - do you still want to distribute Credly badges to speakers?