KCD Indonesia 2024 (November)

[bachrilq]

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: UNAS (National University) https://www.unas.ac.id/
• Event Date and Time: 30 November 2024
• Expected Number of Attendees: 300 - 400
• Event cost per ticket, and if you will have early bird pricing or not: TBD

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: Bachril Qirom, Xendit, Senior Infrastructure Engineer, qirombachril@gmail.com, Slack: @bachrilq
• Organizer 2: Zufar Dhiyaulhaq, GoTo Financial, Engineering Manager, zufardhiyaulhaq@gmail.com, Slack: @zufardhiyaulhaq
• Organizer 3: Prasta Maha, Bukalapak, Devops Engineer, prastamaha@gmail.com, Slack: @prastamaha
• Organizer 4: Wahyuni Puji, Govtech Edu, Cloud Platform Engineer, wahyunipuji3@gmail.com, Slack: @wahyunipuji3
• Organizer 5: Giri Kuncoro, GoTo Financial, Principal Engineer, girikuncoro@gmail.com, Slack: @giri
• Organizer 6: Ananda Dwi Rahmawati, Activate Interactive, Cloud Engineer, ananda.dwirahmawati313@gmail.com, Slack: @misskecupbung
• Organizer 7: Adam Rozaq Sobari, Kawan Lama Group, Cloud Platform Engineer, adamsobari25@gmail.com, Slack: @AdamRS
• Organizer 8: Irwan Shofwan, GoTo Financial, Cloud Platform Engineer, abigaelse2@gmail.com, Slack: N/A
• Organizer 9: Husni Alhamdani, censhare, Senior Site Reliability Engineer, dhanielluis@gmail.com, Slack:@Husni Alhamdani
• Organizer 10: Imre Nagi, GoTo Financial, Cloud Platform Engineer, imre.nagi2812@gmail.com, Slack: @imrenagi
• Organizer 11: Saputro Aryulianto, IMTEK, Cloud Consultant, aryuliantos@gmail.com, Slack: @saputro Aryulianto

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)
• Confirm your event at least 2 months apart from other pre-planned KCDs within a 2-hour flight away happening in the same language, unless otherwise approved by CNCF. Other events to be considered are any event held by CNCF or Linux Foundation. Have a look at the events calendar to assure your KCD will not compete with another events sponsorships or speakers. Insight into KCDs not yet LIVE but in the planning phases will live in the KCD GitHub issues.
• Agree your KCD will attract no more than 500 people, and cap your tickets at this amount, which includes organizers, speakers, and sponsors.
• 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 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 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.
• Agree to use the designated CNCF registration platform, or have opt-in lagnuage for attendees to agree for CNCF to contact them about future events. KCD registration questions can be found here which also helps populate your transparency report.
• 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 use Sessionize for CFP and to close it at least 8 weeks before the event, and launch the agenda at least 6 weeks prior to your event. CNCF will provide an event code so Sessionize is free to use if you are charging an event fee.
• 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 produce a transparency report after your KCD. CNCF will provide a editable copy of this Canva template for guidance.

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)
  TBD
• Identified fiscal sponsor that can accept payments such as from sponsorships and pay out expenses
  Fiscal sponsor that will accept payments : Perkodi (https://perkodi.org/). Non-profit organizations in Indonesia.
• 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 (https://docs.google.com/spreadsheets/d/1Z5-9DtU4JUTSh0gULRUNamiUqh2OcfYOGPr5HVhglDE/edit?gid=1736864170#gid=1736864170).
• 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]

@bachrilq - This issue already exists. Which do you prefer to use? #511

[zufardhiyaulhaq]

Hi @AudMonte01 let's use this issue as the tracker

[bachrilq]

Hi @AudMonte01 as @zufardhiyaulhaq said, let's use this issue as the tracker because this issue #511 has already closed by @zufardhiyaulhaq.

[AudMonte01]

Hi folks - I have some good news. Let's have a kick-off meeting the week of the 24th if possible. Here is my calendar if someone could please find some time? https://calendly.com/audmonte/kcd-onboarding-kickoff-call

[AudMonte01]

@bachrilq and @zufardhiyaulhaq

[bachrilq]

Hi @AudMonte01 sorry for the late reply, because In here we just recently got a long weekend, I already scheduled the meet on the calendly.
Thank you

[AudMonte01]

I am looking forward to meet with you and the team in 40 minutes, @bachrilq . We will discuss the following agenda:

• I will review and take notes in this GitHub issue
• Set up a monthly sync until your event
• Discuss next steps

[AudMonte01]

JUNE 20 CNCF KICK-OFF CALL

Team

• Team to find an Ambassador to join the team (even virtually as an advisor)
• Audra to create Slack channel for organizers to collaborate with each other and CNCF

Logo

• Team to decide what they want their logo to look like, with incorporation of KCD logo (choose between black, blue, or white)

Venue

• Standalone event with a venue to accommodate workshops
• Team looking at Jakarta University
• May open a select few low-cost tickets to students with student identification

Other Items

• Registration platform: Team to check if Stripe is blocked by the Indonesian Government
• Sponsorships: Audra to share prospectus template in Canva with Zufar, Bachril and Irwan once CNCF Ambassador is added to the team and regular meetings

[zufardhiyaulhaq]

Update:
we have ambassador Husni Alhamdani to help the event.

[zufardhiyaulhaq]

Update:
date selected 30 November 2024

[zufardhiyaulhaq]

Update Location:

1. UNAS (national university) https://www.unas.ac.id/

[zufardhiyaulhaq]

@AudMonte01 1 questions, on the transparancy report, there is press, we are not sure if we can do it

Agree to produce a transparency report after your KCD. CNCF will provide a editable copy of [this Canva template](https://www.canva.com/design/DAFhDHqyNBw/H2uJJV_hDX7Ln_R_IGpWkg/edit) for guidance.

[zufardhiyaulhaq]

KCD event profile/social media:

1. https://www.linkedin.com/company/80213642/
2. https://x.com/kubernetes_days

[zufardhiyaulhaq]

@AudMonte01 we need to setup the CFP Seassonize ASAP.

[AudMonte01]

Hi @zufardhiyaulhaq - thank you for all the updates. If you could summarize in one comment next time, that would be awesome.

• Excellent news on finding an Ambassador!
• Have you and the team decided on your logo yet?
• The CFP timeline you sent in your organizer Slack channel looks good, except we recommend launching the agenda 6-8 weeks ahead of the event. Please adjust with that in mind.
• As for the transparency report question - you do not have to worry about press. That page is just there as an example in case you do have Press or Media there

[zufardhiyaulhaq]

@AudMonte01 please check our logo

[AudMonte01]

So the spelt out KCD and is redundant with the KCD logo. We recommend just having "Indonesia 2024". This would likely look better on top of the KCD logo.

[AudMonte01]

JULY 25 CNCF CHECK-IN

Since last meeting the team has completed their logo and sponsor prospectus which is now LIVE in the KCD GitHub repo here

Content

• Audra shared Sessionize details in organizer Slack channel on July 15
• CFP dates is to open July 29 and close on September 5
• Bachril will add Audra to the CFP to review
• Bachril to share CFP link once it has launched so she can add to main list of open CFPs which is linked to from the main KCD About page.

Registration platform: Team to check if Stripe is blocked by the Indonesian Government

• Team still does not know
• Middle of September is when they open tickets

[AudMonte01]

AUGUST 23 CNCF CHECK-IN

CFP is open

• 27 submissions so far and may extend
• 20 speakers will be accepted, so a good goal is 60 submissions
• Keynote speaker
• Some speakers will come from sponsors

Ticketing

• Audra to help team with Bevy Pay

Sponsors

• Google is interested

[AudMonte01]

SEPTEMBER 12 CNCF CHECK-IN

Ticketing

• Stripe's fee is high compared to the local
• Ticket is 65 idr and Stripe would take 2.9% + 30 cents USD which converts to an additional 6% per ticket
• Team to use https://www.loket.com (only charges 3.5% of ticket price) and will give Audra admin access

Content

• 65 submissions with 61 unique speakers
• May accept 20 sessions depending on sponsors
• Team to send agenda for approval to kcd@cncf.io ahead of publishing

Sponsors

• Closing deal with Google as a Platinum sponsor
• Nutanix is a Gold sponsor
• Need at least one more to meet CNCF standards

CNCF Marketing

• We will promote the sponsor prospectus until tickets are open and then focus there
• Then we will shift our focus on the agenda once it is LIVE

[hrittikhere]

Hello 👋
Very excited to see KCD Indonesia happening in person this year. Is there a date for the CFP results? It will be awesome to know the dates and plan ahead.

[AudMonte01]

Thank you for sharing your excitement, @hrittikhere. The CFP closed, and the agenda will be published soon. You can follow along here: https://community.cncf.io/events/details/cncf-kcd-indonesia-presents-kcd-indonesia-2024/