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KCD Indonesia 2021 - Virtual #402

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zufardhiyaulhaq opened this issue Jul 10, 2021 · 39 comments
Closed
24 tasks done

KCD Indonesia 2021 - Virtual #402

zufardhiyaulhaq opened this issue Jul 10, 2021 · 39 comments
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@xmulligan
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@zufardhiyaulhaq
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zufardhiyaulhaq commented Jul 10, 2021 •
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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 Location:

Online

Event Date and Time:

27/11/2021

Event type:

Virtual

Submission checklist:

*Please check each of these as you complete them:

  • No other Kubernetes Community Day event in the same region
  • Minimum of 3 organizers from 3 different organizations
  • Every organizer has an account on Cloud Native Community Groups
  • Each organizer lives in or just outside of the KCD location
  • At least one organizer is a CNCF member employee, CNCF ambassador, or CNCF project maintainer
  • All organizers agree to follow the event guidelines and CNCF Code of Conduct
  • Minimum of 3 sponsors committed
  • All organizers take LFC102: https://training.linuxfoundation.org/training/inclusive-open-source-community-orientation-lfc102/
  • Identified fiscal sponsor that can accept payments such as from sponsorships and payout expenses
  • Agree to offer (at minimum) 3 complimentary tickets to increase diversity for the event
  • Agree to use Cloud Native Community Groups for registration, scheduling, and event website
  • Agree to use SM Apply for CFP
  • Please list who should be added as an admin for the CFP:
  • Event date and time has been chosen
  • Added usernames for CNCF Slack for all organizers so that we can add you to the #kcd-organizers channel
  • Create a Twitter handle specific to your KCD event (except for countries like China and Korea where Twitter is not used)
  • Provided CNCF access to all event social handles

CfP open and close dates: 08-06 to 09-15
Website launch date: 2021-08-27

Submission checklist for CNCF:

  • Organizer email alias has been created
  • Region created in Bevy
  • Added to Bevy header
  • CfP created

Post Event checklist:

  • Removed from Bevy header
  • CfP deactivated
  • Videos uploaded to Youtube and linked to event page

Expected Number of Attendees:

300

Organizer

CFP Admin

Sponsor

  • TBD

We are looking for sponsorship, anyone who is interested can contact organizer@kubernetesdays.id.

Fiscal sponsor that will accept payments

Perkodi (https://perkodi.org/). Non-profit organizations in Indonesia.
@zufardhiyaulhaq zufardhiyaulhaq changed the title KDC Indonesia 2021 - Virtual KCD Indonesia 2021 - Virtual Jul 10, 2021
@zufardhiyaulhaq
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zufardhiyaulhaq commented Jul 13, 2021 •
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@xmulligan can you check and verify? thanks.

Also, we are progressing to find a sponsor and find the right person to review the CFP. will inform you in this issue.

@zufardhiyaulhaq zufardhiyaulhaq mentioned this issue Jul 15, 2021
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@zufardhiyaulhaq
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zufardhiyaulhaq commented Jul 15, 2021 •
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@xmulligan we also have several questions about KCD.

  1. did we get free SurveyMonkey for CFP and Bevy for the event from CNCF?
  2. how we create KCD page on community.cncf.io, did we need to submit it to some repository?

@idvoretskyi
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  1. Yes
  2. We’ll create it for you once the event is approved

@idvoretskyi
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@zufardhiyaulhaq I believe that Bill is coming back sooner, so let's wait for him :)

@zufardhiyaulhaq
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@idvoretskyi for the online conference, it's also using Bevy platform provided by CNCF right?

@xmulligan
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@zufardhiyaulhaq sorry for the delay getting back to you, just getting back from vacation and Github doesn't have an OOO yet :D

Yes the CfP and Bevy platform for the conference will be provided by CNCF

It looks like you already have many of the boxes completed. One that has been recently added and hasn't been updated in the template yet is that the CFP admins must take Inclusive Open Source Community Orientation. Once you take it, I can provide you access to both SM Apply and Bevy

Let me know if you have any other questions :)

@zufardhiyaulhaq zufardhiyaulhaq mentioned this issue Jul 23, 2021
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@xmulligan
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I've also added the organizers-indonesia@kubernetescommunitydays.org alias to go to all of the organizers

@zufardhiyaulhaq
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zufardhiyaulhaq commented Jul 23, 2021 •
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Hi @xmulligan, can you forward the alias to organizer-kcd-indonesia@googlegroups.com since our organizer email (organizer@kubernetesdays.id) also forward to this group. So in the future, if we need more organizers, we can add directly to the group without involving you.

@xmulligan
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@zufardhiyaulhaq yes, organizer-kcd-indonesia@googlegroups.com has been added too :)

@zufardhiyaulhaq
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Hi @xmulligan we currently have two people from the organizer that will be reviewing CFP, both of them already take the LFC102 course, you can see the progress tracking here cloudnative-id/kubernetes-community-days#13.

can you help create the SM and Bevy?

@xmulligan
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Great! I just created the accounts for you, let me know if anyone else needs access.

Have you planning on having sponsors for the event?
Can you give me access to the social handles for the events?

@zufardhiyaulhaq
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zufardhiyaulhaq commented Jul 26, 2021 •
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Hi @xmulligan, will give you a list of people that need access to the Bevy.

Other questions, how about the SurveyMonkey?

Yes, we plan on having sponsors for the events.
We only have Twitter for the KCD but until still not managed, since we still plan for proposal & CFP.

@zufardhiyaulhaq
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also @xmulligan please check this document related to CFP. we are in progress for the content tracked here. cloudnative-id/kubernetes-community-days#6

@xmulligan
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@zufardhiyaulhaq can you give me access to it?

@zufardhiyaulhaq
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zufardhiyaulhaq commented Jul 27, 2021 •
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Hi @xmulligan give you the access, sent the credential in Slack.

Also, I collect several questions from other organizers:

  1. We plan to make this event a paid event with a low price to allow student participation. The reason behind it is because we don't want to have a high drop rate. As a commitment fee of 2$, we will send them a small merch. For the paid events, do we have any flow or requirements that we must pass?
  2. Just to clarify, In the event dashboard > sponsors & partners, to create sponsor, we need to create invoice details as well. What is this feature used for? do invoices to sponsors need to be submitted via the bevy platform? or do the details need to submit just as saved documents?
  3. I believe we only got Bevy Virtual and not Virtual Conference (https://help.bevylabs.com/article/503-bevyvirtual-vs-bevyvirtualconferencing), how we are gonna archive multi-session since it's only supported by Virtual Conference. It's possible to upgrade to Bevy Virtual Conference? since we want to archive the same agenda as KCD Bengaluru. Personally I think the Bevy Virtual feature is not feasible enough for the conference/KCD.

@xmulligan
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@zufardhiyaulhaq thanks for access! To answer your questions:

  1. All of our previous virtual events have been free without a large drop rate. If you still want to be able to charge for the event, would you be willing to donate the proceeds to the CNCF scholarship fund? Reimbursing them to you is also possible just more complicated.
  2. You don't need to use that feature. You can do all of your invoices without using Bevy. It is only there as optional.
  3. You shoud have access to virtual confernce now

let me know if you need anything else :)

@zufardhiyaulhaq
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zufardhiyaulhaq commented Jul 28, 2021 •
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Hi @xmulligan thanks for the answer, we will get back to you by EOW about related to free or not the event are. Also what about the smapply.io access? we plan to draft the form since we already finish the CFP content.

We are thinking that free or not the event is not a blocker for us to start opening CFP and search for sponsors.

@zufardhiyaulhaq
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Hi @xmulligan

We decide to make this even free, with an additional package of merchandise (IDR 100.000 or 7$) that people can choose from, and we will send them a merch like a t-shirt and a sticker pack (all money will be returned to them in the form of merchandise).

We are ready to open CFP, can you help us give access to smapply.io?

@xmulligan
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@zufardhiyaulhaq sorry I forgot to note it here earlier. I already created the SM Apply account and gave Giri and Aris access. They should have both already received emails about it three days ago. Let me know if they didn't and I can resend. Or if anyone else needs access.

@xmulligan
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Sounds good about the merchandise 💯

@zufardhiyaulhaq
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Hi, @xmulligan I need to check with Giri and Aris. meanwhile, can you give me access to the SM Apply?

FYI, In the next few days or months, we will actually have more people for CFP reviewers, we want to invite people from other open-source organizations in Indonesia like OpenStack, DevOps, and Open Networking community.

@xmulligan
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@zufardhiyaulhaq you should have the invite now too. For reviewers, you should be able to invite them yourself https://help.smapply.io/hc/en-us/articles/115001428533-How-to-Add-Remove-a-Reviewer

Let me know if you need anything else :)

@zufardhiyaulhaq
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Hi @xmulligan thanks. we finish setup the smapply.io to accept CFP, can you help take a look?

@xmulligan
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@zufardhiyaulhaq I've gone through it and it looks good :) There was a couple times where Berlin was left in, but I've changed it to Indonesia where I saw it

@zufardhiyaulhaq
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Thanks @xmulligan we will publish our KCD page and CFP today.

@xmulligan
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Awesome news! I would also like to schedule a monthly check in with you until the event so we have a regular check in point where I can help you with any issues that have arisen. Obviously, you can also contact me or have a meeting outside that time too. Can you suggest a time that works for you?

@zufardhiyaulhaq
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Hi @xmulligan sure, let me discuss with other organizers the prefered time from our side.

@zufardhiyaulhaq
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Hi @xmulligan we will set up a monthly check with you, start on 19 August. Meanwhile, can you move our status to CFP Launch in https://github.com/cncf/kubernetes-community-days/projects/2? thanks

@xmulligan
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Done! Looking forward to catching up with you

@zufardhiyaulhaq
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Hi @xmulligan scheduling a monthly check for August with you. Also, do you know how this event can be published on the cncf.io website?

@xmulligan
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@zufardhiyaulhaq perfect, thanks for doing that. Where would you like it published? It is already automatically on the LF community events. https://events.linuxfoundation.org/about/community/

@xmulligan
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@zufardhiyaulhaq it looks like you have a great number of CfP submissions! Do you want to schedule our next check in? https://calendly.com/billmulligan/1-1-with-bill-mulligan?month=2021-06

@zufardhiyaulhaq
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Hi @xmulligan sure, will schedule between 27-30, let me check the availability of another organizer as well. thanks!

@zufardhiyaulhaq
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Hi @xmulligan did you have a KCD slide template that we can use for our speakers?

@xmulligan
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@zufardhiyaulhaq yes sorry, I forgot to send this sooner https://docs.google.com/presentation/d/1H6Mxsp3bBy5LzqVni5FZGE679XB8OG4h/edit?usp=sharing&ouid=101495988975166790399&rtpof=true&sd=true

@xmulligan
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@zufardhiyaulhaq I just wanted to check back in with you. Do you know when you will upload the videos to Youtube? Anything else you need help with to wrap up this event?

@zufardhiyaulhaq
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Hi @xmulligan we already upload the video to our channel.
https://www.youtube.com/playlist?list=PLDAA8KTg2foaQ11_OtwD3KPDEaHNIe2Zk

It's possible to add this to CNCF channel? thanks

@xmulligan
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Perfect, I just added it to the CNCF channel https://www.youtube.com/playlist?list=PLj6h78yzYM2PcnQdAVsHhcBAGJ4bNtNyb. I also found a couple videos I have to go back and watch! Lots of great content 🎊

@xmulligan
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I was also really impressed by the size and scale of the event your team was able to pull off. Awesome job 🥇

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