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

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: Bachril Qirom, Xendit, Senior Infrastructure Engineer, [email protected], Slack: @bachrilq
[x] Organizer 2: Zufar Dhiyaulhaq, GoTo Financial, Engineering Manager, [email protected], Slack: @zufardhiyaulhaq
[x] Organizer 3: Prasta Maha, Bukalapak, Devops Engineer, [email protected], Slack: @prastamaha
[x] Organizer 4: Wahyuni Puji, Govtech Edu, Cloud Platform Engineer, [email protected], Slack: @wahyunipuji3
[x] Organizer 5: Giri Kuncoro, GoTo Financial, Principal Engineer, [email protected], Slack: @giri
[x] Organizer 6: Ananda Dwi Rahmawati, Activate Interactive, Cloud Engineer, [email protected], Slack: @misskecupbung
[x] Organizer 7: Adam Rozaq Sobari, Kawan Lama Group, Cloud Platform Engineer, [email protected], Slack: @adamrs
[x] Organizer 8: Irwan Shofwan, GoTo Financial, Cloud Platform Engineer, [email protected], Slack: N/A
[x] Organizer 9: Husni Alhamdani, censhare, Senior Site Reliability Engineer, [email protected], Slack:@Husni Alhamdani
[x] Organizer 10: Imre Nagi, GoTo Financial, Cloud Platform Engineer, [email protected], Slack: @imrenagi
[x] Organizer 11: Saputro Aryulianto, IMTEK, Cloud Consultant, [email protected], 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.

[x] No other Kubernetes Community Day event in same major city (check with past organizers)
[x] 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.
[x] Agree your KCD will attract no more than 500 people, and cap your tickets at this amount, which includes organizers, speakers, and sponsors.
[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 ambassador, or CNCF project maintainer.
[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
[x] All organizers have taken Inclusive Open Source Community Orientation (LFC102)
[x] 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.
[x] 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.
[x] 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.
[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.
[ ] Agree to submit your final lineup to [email protected] 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

[x] Schedule monthly check-ins with KCD Core Organizer(s) ([email protected])
[ ] Minimum of 3 sponsors committed (not required for virtual only events) TBD
[x] 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
[x] 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:

[x] Organizer email alias has been created
[x] Region created in Bevy
[ ] Added to Bevy header
[ ] CFP code given for Sessionize
[ ] 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 (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 [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

Apr 06 '24 02:04 bachrilq

@bachrilq - This issue already exists. Which do you prefer to use? https://github.com/cncf/kubernetes-community-days/issues/511

Apr 08 '24 16:04 AudMonte01

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

Apr 21 '24 03:04 zufardhiyaulhaq

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

Apr 21 '24 03:04 bachrilq

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

Jun 14 '24 13:06 AudMonte01

@bachrilq and @zufardhiyaulhaq

Jun 18 '24 18:06 AudMonte01

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

Jun 19 '24 15:06 bachrilq

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

Jun 20 '24 15:06 AudMonte01

JUNE 20 CNCF KICK-OFF CALL

Team

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

Logo

[x] 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
[x] Sponsorships: Audra to share prospectus template in Canva with Zufar, Bachril and Irwan once CNCF Ambassador is added to the team and regular meetings

Jun 20 '24 16:06 AudMonte01

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