KCD Sydney, Australia 2024 (September)

[bradmccoydev]

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: Sydney
• Event Date and Time: 5th, 6th September
• Expected Number of Attendees 600
• Event cost per ticket, and if you will have early bird pricing or not $75

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:

• Organizer 1: Brad McCoy, Basiq, Head of Platform Engineering, bradmccoydev@gmail.com, Brad McCoy
• Organizer 2: Matt Flannery, Threat Canary, Director, matt.flannery@threatcanary.io, mattflannery
• Organizer 3: Brendon Thwaites, Ecosystem Orchestrator, Brendon@zeroq.net.au, Brendon Thwaites
• Organizer 4: Sharlene Tee, Marketing, sharlene@kcdaustralia.onmicrosoft.com, Sharlene Tee
• Organizer 5: Oliver Helps, Community Recruitment, oliver@preactarecruitment.com, Oliver Helps

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.

• 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 employee, CNCF ambassador, or CNCF project maintainer.
• 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 Sessionize as the Call for Proposals (CFP) platform.
• Agree to get logo creation and approval with and from CNCF. NOTE: a new logo will be created in an effort provide unity, and and official KCD stamp of approval.

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 LinkedIn profile and/or 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 code given for Sessionize
• 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]

KICK-OFF MEETING

• Organizing team is the same + Irene and Ulga may join as organizers
• Venue secured (same as last year)
• Katie provided KubeDay insights and collaboration

Action items

• Audra to share the sponsor prospectus template with Brendon + Sharlene

[chaltenio]

Team. during first-second week of September we have Cloud Native Summit in NZ - since 2019.
In 2023 KCD Australia rescheduled the event from March to mid August which impacted us with sponsors support. I had a conversation with @AudMonte01 about the consequences of having 2 similar conferences too close in dates in the same region last year. There's documentation in CNCF about how to plan the dates of the conferences to do not interfere with other events, which it should be followed.
Can you please reconsider the event dates? @bradmccoydev @mattflannery @LBMKRISHNA

[matthewflannery]

Hi @chaltenio

We ran this by BMK in advance of deciding on the date, and felt like the date would actually be beneficial to Cloud Native Summit NZ as anyone travelling to Australia, would be able to catch a plane to New Zealand, another country easily enough and be able to attend both if they are in a close enough period together :D He is going to reach out to you, and if you would like to discuss this further with me directly my Telegram is @mattbtcwhale or I am on slack as Matt Flannery. Cheers mate and good luck with the con <3

[chaltenio]

Thanks @matthewflannery

I was not aware that this conversation with @LBMKRISHNA happened, but I would have liked to participate and give my opinion on it as I personally think you folks are not considering the impact with sponsorships.

I think in the comment below @AudMonte01 made a good point about why it's important to avoid close events in the same region - something I've been concerned about since you folks decided yo move your conf from March to August in 2023.

#489 (comment)

FYI, I am considering different alternatives for CNS 2024.

Cheers,

[rkenefeck]

hi team - is this the same event as KubeDay Australia which is now on Linux Foundation events page? The location and dates are different is all. https://events.linuxfoundation.org/kubeday-australia/

[ahaw2024]

looks like a different event? @bradmccoydev can you confirm?

[bradmccoydev]

Yes @rkenefeck and @ahaw2024 it is a different event.

[bradmccoydev]

@AudMonte01 we need to add Sharlenes new email to the bevy KCD Australia team as she has moved on from her previous role. It seems im not an admin now. Can I please be added back as admin or can you add her please?

[AudMonte01]

Hi @bradmccoydev - your personal email is still an admin. Also, Sharlene's community email address does not have a profile attached to it. She will have to update it herself via communiy.cncf.io in the upper right corner. See my Slack message for more details.

[Miles-Garnsey]

Hi folks, I'm not sure if this is the appropriate place to make contact, but I'm a Sydney based contributor to a number of open source Kubernetes operators centered around the Apache Cassandra and Pulsar ecosystems.

I've previously spoken at one CNCF event in New Zealand and would be keen to contribute to an event in Sydney if one is planned. Please DM me if there's any way I can assist you or contribute!

[AudMonte01]

MAY 10 CNCF SYNC

Team

• @bradmccoydev, please add Sharlene and the other new organizer you mentioned, in this GitHub issue

Sponsors

• K8SUG lead, Yongkang He reached out about sponsoring. Brad knows him well and will reach out
• 4 sponsors are locked in Microsoft as Diamond, Suse is in a Gold, CMD is Gold, Grafana will come back as a Bronze sponsor
• Sysdig will likely come in as a Platinum sponsor
• Solo.io will not be a sponsor
• Brad will connect regarding a diversity scholarship and speakers (SheBuilds and a local University)

Content

• Audra shared Sessionize code and instructions
• Audra shared CFP guiding question doc

[AudMonte01]

JUNE 10 CNCF SYNC

Team

• Oliver has joined as a team mate. Worked in DevOps and passionate about community. Coming in as a recruitments

Content

• The CFP is open until July 1
• Submissions so far about 36 submissions so far
• Day 2 will be the main content

Sponsors

• 80% are secured with many returning sponsors from last year (Microsoft is at Diamond level)
• Running workshops for main 4 sponsors (400 seats and first come first serve)

Marketing

• Goal for 600 attendees with capacity at 1000
• Registration will go LIVE this week with an early bird price
• Send email to last year opt-ins
• Team to use #socialmedia channel to have CNCF amplify

Tip for other KCDs

• If they are registered as a not-for-profit then Microsoft can give them licenses to Microsoft 365
• Great way to store member data in a safe place without privacy issue
• Access to the suite as well as Azure credits and Microsoft Teams for meetings

[AudMonte01]

JULY 8 SYNC

Registration + Sponsor Update

• 20 registrations (only just launched the website over the weekend)
• 10 sponsors and need about 4 more

Content

• 46 CFP submissions and will look for a few extra speakers (2/3 of the content)
• Lots of AI-centric submissions, and not enough diversity
• Team to send schedule for review to kcd@cncf.io ahead of publishing

Marketing

• Post-event survey: Ask attendees
• Stickers are not accepted by the venue, but Brendon will follow-up with them to see if that rule changes from last year
• On-site app for attendees could be useful for not only schedule navigation, but attendee survey

[AudMonte01]

AUGUST 5 CNCF CHECK-IN

Content

• Sharlene to share spreadsheet with kcd@cncf.io for approval
• Audra to point to agenda in KubeWeekly newsletter for this week

Sponsor + ticket updates

• Looking for two more sponsors
• Currently have 10 sponsors
• 5-6 inquiries out there
• About 200 registered so far (including sponsors and organizers)

Audra to pull some stats in August

• Something like average containers and pods used in organization (why the attendees are there at the event)

[AudMonte01]

FINAL CNCF CHECK-IN AHEAD OF EVENT

Sponsorships

• Had to cut the budget
• Audra put out an ask for 1 last sponsorship in the marketing committee meeting on Wednesday

Attendance

• 360 and expecting a few last-minute registrations

Final on-site logistics

• Emcees and housekeeping slides
• Volunteers like door monitors and registration greeters
• CNCG to be reinstated ahead of event. @bradmccoydev is creating a slide to point to the community

[AudMonte01]

Hi @bradmccoydev - let's book a retrospective summary of your event! Looking forward to hearing how it went and the growth your team plans for 2025.
https://calendly.com/audmonte/kcd-retrospective