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KCD New York 2024 (May)
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
- [X] Event Location: NYC Life Sciences Lab Space | Cure.
- [x] Event Date and Time: May 22
- [x] Expected Number of Attendees: 250
- [x] Event cost per ticket, and if you will have early bird pricing or not: 120 Regular and $100 Early Bird
Event type:
- [ ] Virtual
- [ ] Hybrid
- [X] In person
Organizers Details (identify who will be the CFP admin, as well as the financial officer)
- [X] Organizer 1: Ahmed Bebars, The New York Times, Staff Software Engineer, [email protected], abebars
- [ ] Organizer 2: Andres Vega, Messier 42 (M42), K8s Project Maintainer, [email protected], aV
- [ ] Organizer 3: Lesley Cordero, The New York Times, Staff Software Engineer, [email protected], Lesley Cordero
- [X] Organizer 4: Valentina Rodriguez Sosa, Red Hat, Principal Technical Marketing Manager, [email protected], Valentina Rodriguez Sosa
- [X] Organizer 5: Hemanth Malla, Datadog, Senior Software Engineer, [email protected], Hemanth Malla
- [X] Organizer 6: Cedric Clyburn, Red Hat, Developer Advocate, [email protected], Cedric Clyburn
- [X] Organizer 7: Kelly Revenaugh, Kubeshop, Developer Relations Lead, [email protected], Kelly Revenaugh
- [ ] Organizer 8: Scott Rigby, Developer Advocate, Freelance, [email protected], Scott Rigby
- [X] Organizer 9: Julia Furst Morgado, Global Technologist, Veeam, [email protected], Julia Furst Morgado
- [X] Organizer 10: Karen Chu, Head of Community, Fermyon Technologies, [email protected], Karen Chu
Terms
- [x] No other Kubernetes Community Day event in same major city (check with past organizers)
- [x] Minimum of 3 organizers from 3 different organizations
- [X] Every organizer has an account on Cloud Native Community Groups
- [X] Each organizer lives in or just outside of the KCD location
- [x] At least one organizer is a CNCF employee, CNCF ambassador, or CNCF project maintainer
- [X] All organizers agree to follow the event guidelines and CNCF Code of Conduct
- [X] All inquiries / communication to come via GitHub (comment under your KCD issue) for easy tracking
- [x] All organizers have taken Inclusive Open Source Community Orientation (LFC102)
- [X] Agree to offer at least 3 complimentary tickets to increase diversity for the event
- [X] Share the sponsor prospectus with CNCF via your GitHub issue, and link it on your website.
- [X] 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.
- [X] Agree to submit your final lineup to [email protected] for review, prior to publishing it
- [X] Agree to use Cloud Native Community Groups for registration, scheduling, and event website. If using a platform outside of Bevy, organizers must provide CNCF witht a full list of attendees.
- [X] Agree to use SM Apply for CFP and to close it at least 6 weeks before the event
Getting started checklist for organizers
- [x] Schedule monthly check-ins with KCD Core Organizer(s) ([email protected])
- [x] Minimum of 3 sponsors committed (not required for virtual-only events) Loft Labs Sponsor 2 Sponsor 3
- [x] Identified fiscal sponsor that can accept payments such as from sponsorships and pay out expenses Fiscal sponsor that will accept payments. Cloud Native Community, Inc
- [x] Added usernames for CNCF Slack for all organizers so that we can add you to the #kcd-organizers channel
- [x] 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:
- [x] Organizer email alias has been created ([email protected])
- [x] Region created in Bevy
- [x] Added to Bevy header
- [x] CFP created in SMapply
- [x] Marketing Plan shared
Organizer Planning Timeline
- [x] Make a copy of this timeline based on whether your event is In-person, Hybrid, or Virtual and link your own spreadsheet here ().
- [x] To assure you have a diverse lineup, you are required to send a copy of your program to [email protected] before you publish it.
Post event checklist for Organizer:
- [x] Send CNCF event analytics
- [x] Schedule post mortem meeting
- [x] Send CNCF videos to be uploaded to YouTube
- [x] Link videos from YouTube to event page
- [x] Post event survey sent out
Post event checklist for CNCF:
- [ ] Removed from Bevy header
- [x] CFP deactivated
- [x] Upload videos to YouTube
I'd love to step in and make KCD NYC happen in whichever way I can. Perhaps we can even look at making it happen in the second in the Fall or Winter this year?
I'd love to step in and make KCD NYC happen in whichever way I can. Perhaps we can even look at making it happen in the second in the Fall or Winter this year?
Thanks, Andres, I thought about it earlier for this year, but we may need more time to arrange the event. Early Next year would be a better choice.
I'd love to help run this or be an organizer as I'm right outside of NY.
Hi @abebars - what about adding Michael here? Then you will have met having the 3 organizer minimum and we can schedule a kick-off call!
@AdminTurnedDevOps I just added you as the Thrid Organizer 🎉 . @AudMonte01, I think we are ready fo the kick-off!!
Let's have the kick-off meeting! Can you @abebars find some time that works for you and the others, on my calendar? https://calendly.com/audmonte/kcd-onboarding-kickoff-call
Let's have the kick-off meeting! Can you @abebars find some time that works for you and the others, on my calendar?
https://calendly.com/audmonte/kcd-onboarding-kickoff-call
@AudMonte01 Awesome, I will try to setup something next week.
I'll be on vacation until Wednesday of next week, but I'm good to meet Wednesday, Thursday, or Friday.
KICK-OFF MEETING
Ahmed platform engineer for the NY Times
- Been in AWS community for a while
- Push for more OS projects and leverage the community
- Bring people along the cloud native journey
Michael self employed (K8s and platform engineering space)
- Prior was lead and principal engineer
- Currently consults (build out K8s enrollments)
- Does live training with O'Reilly
- Also creates content for clients
- Was on the K8s version 1.21 release
Venue Options
- NY Times center or NYU
- AWS could possibly sponsor a loft
Actions
- [x] Audra to set up Slack channel and add organizers to exclusive KCD organizer channel
- [ ] Organizers to explore venues and see if additional organizers would like to contribute to this event
Context from the NYU side: I can check about getting a place at NYU. The auditorium I know we may be able to book has around 200 seats. There is some mandatory cleaning fee and we would also have some fee for signage, etc. I don't think any of this is substantial, but does need to come from somewhere.
Would a weekend event be possible? Classes are starting in a few weeks and the weekday evening schedule is booked as far as I know.
Thanks for this update @JustinCappos - 200 capacity sounds great for a first-time KCD, and you're right, signage and cleaning has to be outsources anyway, so might as well keep it all with the venue as well as it's a nominal fee.
You know the community best, but since it's in North America, I would assume a Friday or Friday/Saturday series would work best. O'Reilly Media always held their in-person events on the weekdays, but that was a different time when companies budgets were more abundant to send employees to these things.
SEPTEMBER 8 MEETING NOTES
Organizers
- Lesley Cordero has joined!
- A call for organizers went out on LinkedIn
- [ ] Ahmed to put a request for amplification on the CNCF Slack workspace channel (#socialmedia)[https://cloud-native.slack.com/archives/C12MRQ97A] and tag Katie Meinders
Venue
- NYU is the goal, but it's only available on the weekends
- Boat for an evening reception
Actions
- [x] Audra to give Ahmed and Lesley to the sponsor prospectus
- [x] Audra to create an email alias for the team
I'd love to collaborate. I'm very passionate about Kubernetes and this is a great opportunity to give back to the community. I'm in NYC.
DECEMBER 15 MEETING NOTES
Venue
- Created an RFP in Cvent to do the search
- Found 3 venues to choose from that have all inclusive packages
- Looking into May dates to avoid competition with OSS and KCD Texas
Questions
- Streaming platform from CNCF?
- [x] Action: Audra to look into Bevy capabilities with an A/V crew
JANAURAY 19 CNCF SYNC
Marketing
- Social for meet the organizers video will go out
- Ticket strategy (early bird, etc): Standard price $140 (early bird if $120), and partners bringing in tickets get a 10% discount
- Julia and Kelly are owning the social
Content
- 18 submissions so far
- 30-minute sessions each for sponsors (7 sessions)
- Streaming platform for in-person content: Cedric is leading these efforts
- Team to host office ours on writing a proposal and tips and tricks for speaking
Sponsorships
- Platinum: Loft signed!
- Gold: DataDog and Isovalent are in talks
- Bronze: Solo is coming but hasn't signed yet
- Organizers is inquiring out to their companies
- NY Times is sponsoring with the gift of time from employees (perhaps make a "Community Sponsor"
FEBRUARY 20 CNCF SYNC
Content
- Office hours for proposal writing and speaking
- Hosted two weeks ago by Julia and Scott and 3 people came through
- 1 keynote locked in and 2 in the works
The numbers so far:
- CFP 114 submissions and 89 good quality sessions
- Hoping to announce schedule on March 21
- 20 tickets so far
Sponsorships acquired
- Signed 3 sponsors
- 10 in progress with a signing deadline on March 1
- Colleen Coll (previously The New Stack) is helping with sponsorships
Marketing efforts
- [x] Audra to point to tickets in KubeWeekly newsletter
- [x] 5 of the team will be in Paris to promote at the Kiosk
- [x] Audra to set up sync in Paris with the team
MARCH 20 CNCF SYNC
Sponsors
- Sold out with some last-minute add-ons
- Scavenger hunt with sponsors and coffee and food will be served near them, possibly raffles
- Dedicated elevator from sessions to rooftop where sponsors will be
Content
- 120+ submissions
- 14 sessions, 7 sessions from sponsors, and 3 keynotes, and 3 sponsored keynotes
- No more than 1 company for sessions, about 2 ambassadors, roughly 40% non-male speakers
Ancillary
- Swag (speakers, organizers and attendees) and Food is handled
- Branded app for chat, photo booth feature, and schedule (VFairs)
Future Goals
- Run meetups as a tristate chapter and eventually do a larger virtual event
- Media: Colleen Coll
Action items
- [x] Audra to plug agenda in KubeWeekly newsletter and marketing committee meeting in first week of April
APRIL 26 SYNC
Volunteers
- Recognition with Credly badges (along with speakers "Hero" or "Contributor") or training vouchers?
- [x] Audra to send training vouchers and instructions via email
Streaming
- [x] Audra to get YouTube streaming key
- [x] On-site A/V team to set up waiting room in ProPresenter
Audra met with Daniel from ProPresenter and set up the YouTube LIVEstream: https://youtube.com/live/pMCj6nkqmZQ Does the team want to keep this unlisted or have it public? Cc @abebars
Audra met with Daniel from ProPresenter and set up the YouTube LIVEstream: https://youtube.com/live/pMCj6nkqmZQ
Does the team want to keep this unlisted or have it public? Cc @abebars
@AudMonte01 I would love to make it public so we can socialize it late this week.
Keeping this open until we have our retrospective meeting and post-event tasks are complete.
JUNE 7 RETROSPECTIVE
Positive Feedback
- Attendee feedback was very positive, some said "best KCD they have been to"
- Sponsor feedback liked that the event was not too big, and intimate
- People flew in from India and South America just for the event
- Content: International, diverse, and knowledgeable speakers
- Had lunch & happy hour in sponsor pavilion to drive engagement
- Break time was perfect including the space
Lessons Learned
- Better balancing of organizing team
- Venue format was hard with the sponsor level, as attendees take the elevator (thankfully no one complained and the venue staff was helpful)
- Sponsor setup was difficult for the A/V team, and the logistics of coordinating with the venue
- Better A/V coordination ahead of time, show flow meeting and USB drives with presentations (sneaker-net)
- Doing a solo event without being co-located. A lot of work but fulfilling
- Confidence monitors were not always working
Analytics
- Number of registrations 264 versus 189 check-ins (76%)
- 15 paid sponsors and 6 partner and broke even with the event cost over $150k. Tickets were not a key player ($120 standard price)
- 32 speakers versus women speakers (30% non-male speakers)
- Starting from scratch was hard when sponsorships came late in the game (many came after KubeCon Paris)
- Be careful with how many sponsored talks we have (felt vendor-heavy) out of 21 sessions (7 were sponsored, and 3 were community)
Post-event marketing
- Credly badges have already been distributed to "champions" (speakers & volunteers)
- [x] Transparency report is in the works. Ahmed to send to Audra to publishing on cncf.io/reports and cncf.io/kcds
- [ ] Team to write a blog Post on cncf.io and send to [email protected] and cc Audra for review and publishing
- [x] YouTube video recordings will be uploaded soon. Cedric to let Audra know once the playlist is ready
- Post-event email going out next week with survey reminder and event app contacts up and ready