KCD Austria 2024 (October)

[thschue]

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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: Vienna
• [X] Event Date and Time:
  • October 8th, 2024 (Workshops)
  • October 9th-10th (KCD)
• [x] Expected Number of Attendees: 400
• [ ] Event cost per ticket, and if you will have early bird pricing or not

Event type:

• [ ] Virtual
• [ ] Hybrid
• [X] In person

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

• [x] Organizer 1: Daniel Drack, FullStackS GmbH, Senior DevOps/SRE Engineer, [email protected], Daniel Drack
• [x] Organizer 2: Erik Auer, WhizUs GmbH, CEO, [email protected], Erik Auer
• [x] Organizer 3: Johannes Grumboeck, Red Bull Media House, [email protected], Senior Cloud Platform Architect
• [x] Organizer 4: Thomas Schuetz, Kapsch TrafficCom AG, Principal Cloud Architect, [email protected]
• [x] Organizer 5: Thomas Stagl, Dynatrace, Software Development Director, [email protected], Thomas Stagl
• [x] Organizer 6: Constanze Roedig, TU Wien, Head of the Austrian Open Cloud Community, [email protected], Constanze Roedig
• [x] Organizer 7: Katharina Sick, Dynatrace, Senior Software Engineer, [email protected]
• [x] Organizer 8: Juliano Costa, Datadog, [email protected], Developer Advocate

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 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.
• [X] At least one organizer is a CNCF member employee, CNCF ambassador, or CNCF project maintainer. NOTE: An employee of a member company, qualifies.
• [X] All organizers agree to follow the event guidelines and CNCF Code of Conduct
• [X] 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)
• [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
• [ ] 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
• [x] 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.
• [x] Agree to use the new KCD logo and work with Audra to make it unique to your KCD.

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)
  • WhizUs (www.whizus.com)
  • Dynatrace (www.dynatrace.com)
  • FullStackS (www.fullstacks.eu)
• [X] Identified fiscal sponsor that can accept payments such as from sponsorships and pay out expenses Fiscal sponsor that will accept payments
  • Cloud Native Austria - Verein zur Förderung Cloud Nativer Technologien in Österreich
• [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:

• [ ] 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 [email protected] 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

[druesendieb]

KCD2023 was a blast, already looking forward to this!

[AudMonte01]

FEBRUARY 13 KICK-OFF CALL

Organizers

• Constanze, Juliana and Katharina are new to the team
• Cloud Native Austria will be legal entity and Dynatrace will be a sponsor

Sponsors

• Dynatrace, WithUs as Gold
• Veam, and CloudPilot as Silver

Content

• Have both 101 and advanced contact
• 2 half-day workshops in each beginner and advanced (see what traction they get from CFP) -- 20 people per workshop -- Separate ticket option

Layout

• Half Day workshops on the 8th

Marketing

• Logo under construction
• Website will be managed in
• Kahoot giveaway for training vouchers at the end of the event

Action

• [x] Audra to update [email protected] alias with [email protected] forwarding
• [x] Audra to share Sessionize code this week

[AudMonte01]

CNCF SYNC

Content

• Team has a list of prospects for keynotes
• Audra shared Sessionize code for team to start creating CFP

Logo and website

Sponsors so far

• 5 Gold
• 4-5 Silver
• Deadline for payments is 30 days after signature

CNCF marketing help

• Team wants to announce early bird tickets once announced
• [x] Team to create a Bevy page to link to from cncf.io

[AudMonte01]

SEPTEMBER 18 CNCF CHECK-IN

Tickets

• 250 paid tickets with 300
• Goal is 350-400

Sponsorships

• Almost all sponsors paid with 3 invoices in progress
• Will likely hit a break-even point (came ahead last year)
• Some line-items were over-estimated so they may be better off than expected

Content

• One international speaker (Nigeria) is going through Visa background -- Plan B is to move the last speaker after him forward and end the day early
• Using Sessionize app for the attendee schedule

Marketing

• Cadence is every 3 days on social media
• Team to use #socialmedia channel in CNCF Slack workspace to tag Katie Meinders or Jessie Adams-Shore for cross promotion from main CNCF LinkedIn account
• Audra to emailed training vouchers and sticker/decal voucher code -- Team has 2 different interactive ways to earn a training voucher -- Point collection with session attendance and sponsor visits -- mentimeter quiz at the end of the event
• Team to Slack and tag Audra with 1-2 sentence plug for KubeWeekly newsletter

[AudMonte01]

OCTOBER 3 CNCF SYNC

Tickets

• 400 nearly sold out (100 ahead of last year)
• Last two weeks 100 tickets came in
• Workshops sold out

Content

• Workshop speaker canceled due to Israel travel restrictions, but they will present virtually

Final on-site logistics. Any templates needed from CNCF?

• [x] Team to add in housekeeping notes a 20% discount code (SLC) with attendees to sign up ahead of October 17
• [x] Certificate voucher template - Audra to look into this with events team by EOW or by Monday

[AudMonte01]

Retrospective meeting with CNCF

Positive Feedback

• Sponsors appreciated the gamification with stamps. Good engagement was generated through this
• Coffee Mobile was placed strategically near sponsors
• Planning was smoother and relaxed, and the event went flawless. Only had to add a few things different from last year. The organizing team was confident

Lessons Learned

• Last 2-3 weeks ticket sales grew exponentially (doubled), so having patience
• Start preparing the tech setup earlier, OR start 30 minutes later for the livestream (hard for A/V crew)
• Probably better assign workload within the organizing team, and assure commitment -- The core team was already big (12 people). Some clear assignments would help
• One DEI talk had low attendance, but good engagement and positive feedback (right after the keynote)
• Some attendees argued that the talks were not that deep (some of the talks did not end as expected)

Analytics

• 437 sold and 310 were attendees, and a no-show rate of 5.7%
• No profit on the workshops
• 10K Euro profit, and will put the rest of the funds back into the community (NGO exists for the community)
• 4 non-male speakers (10%) -- 1 host, and 3 keynote speakers -- 8 women + 2 non-binary applied out of 153 applicants (7%) -- the question using "non-male" was poorly received by 1 or 2 attendees. Use "identify as women or non-binary" instead

Post-event marketing

• [x] Johannes to follow-up on Credly badges and submit form here
• [x] Johannes will follow-up with Audra once video playlist is created (9 are missing)
• [x] Daniel to work on blog post and transparency report
• [x] Audra to send TR template to Daniel