KCD Zürich 2023 (June 15)

[agehrig]

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: Zürich City | Google Zurich venue confirmed
• Event Date and Time: June 14 (workshops) and 15, 2023
• Expected Number of Attendees: 200 (250-300 registrations)
• Event cost per ticket, and if you will have early bird pricing or not: CHF 100-150

Event type:

• Virtual
• Hybrid
• In person

Organizers Details (identify who will be the CFP admin, as well as the financial officer)

• Organizer 1: Philipp Meier, Isovalent, Head of Global Ecosystem Partner, philipp@isovalent.com, @tschabalori
• Organizer 2: Andreas Gehrig, arch.cloud, Co-Founder, andreas@arch.cloud, @agehrig
• Organizer 3: Thomas Philipona, ROKT, Founder, thomas@rokt.cloud, @tphilipona
• Organizer 4: Milena Thalmann, Founder White Rabbit Communications, milena@whiterabbitcom.ch,

Terms

• No other Kubernetes Community Day event in same major city (check with past organizers)
• 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
• All inquiries / communication to come via GitHub forum for easy tracking
• All organizers have taken Inclusive Open Source Community Orientation (LFC102)
• Agree to offer (at minimum) 3 complimentary tickets to increase diversity for the event
• 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 use Cloud Native Community Groups for registration, scheduling, and event website
• Agree to use SM Apply for CFP and to close it at least 6 weeks before the event

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)
  Sponsor 1: Google
  Sponsor 2: Isovalent
  Sponsor 3: VMware
• Identified fiscal sponsor that can accept payments such as from sponsorships and pay out expenses
  Fiscal sponsor that will accept payments
• 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

Getting started checklist for CNCF:

• Organizer email alias has been created: organizers-zurich@kubernetescommunitydays.org
• SM Apply CFP created and access granted
• Region created in Bevy
• Added to Bevy header
• CFP created in SMapply
• Marketing Plan shared: https://docs.google.com/document/d/1vWMCdXlWKgpIMhAGdVBZM5w-W5cJFSVsh7Jaqwhf9dY/edit?usp=sharing

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 kcd@cncf.io before you publish it.

Post event checklist for Organizer:

• Send CNCF event analytics
• Schedule post mortem meeting
• Send CNCF videos to be uploaded to YouTube
• Link videos from YouTube to event page: https://www.youtube.com/watch?v=1-wD56yUczs&list=PLA_kepINgW45ZDtksu056xeCyeV13Isze
• Post event survey sent out

Post event checklist for CNCF:

• Removed from Bevy header
• CFP deactivated
• Upload videos to YouTube

[AudMonte01]

Hello @agehrig - I'm very excited to see that a KCD Zürich is in the works! Let us schedule some time to have a kick-off meeting. Here is my calendly: https://calendly.com/audmonte/kcd-onboarding-kickoff-call

[AudMonte01]

NOTES from our 10/27 meeting

Diversity goal for speakers is 20-25%

Other organizers:

• VSHN: Silver member of CNCF
• Wide Rabbit Communications

Organizer assignments thus far:

• Phillip will organizer venue (possible Google Zurich venue / 230 potential attendees) and staffing, project management, speaker talent help
• Thomas will managing platforms
• Andreas to run sponsorships

Website

• Interested in website template that KCD Spain used, who is using DevFest's template
• NOTE: Bevy provides an opportunity to have 1 page built out with a schedule, speakers, sponsors, and a registration button

To-Dos

• Audra to send SMapply access to Thomas and Adrian. Clone Munich
• organizers to create a sponsorship prospectus by the beginning of November
• NOTE: Next meeting has been set for December 19

[AudMonte01]

Hello @agehrig and team - I have created a Bevy Chapter for KCD Zurich and an event in draft mode here: https://community.cncf.io/accounts/dashboard/#/chapter-533/events-Draft/. I was able to add Phillip and Thomas as team members which will allow them to access the event, but Andreas does not seem to have a CNCF.io account if he can please make one.

[AudMonte01]

Ticket sales are already in budget

Sponsors

• many verbal
• Community sponsor diversity initiative Tech Face who will be diversity sponsor
• 30-40k Swiss Francs already signed out of 70k goal

Registrations

• 100 swiss francs
• Different ticketing tool for

Flow of show

• 2 tracks of sessions

Swiss IT Media (Insight IT)

• Interview two speakers
• Promote on their channels

Speakers

• 50% non-male speakers so far

Website

• Linking from Bevy page
• Online in January

Slack

• do not need a CNCF workspace slack channel
• But will use channel for attendees

To-Dos

• @k8tgreenley to create an email alias with 4 organizers + hello@kcdzurich.ch
• Audra to create attendee slack channel
• Audra to check that Philip and Andreas has access to SM apply

[k8tgreenley]

Organizer email has been created: organizers-zurich@kubernetescommunitydays.org

[AudMonte01]

1/16/23 MEETING NOTES

Website

• Launches end of January which is when marketing will begin

Sponsors

• Already have 12 sponsors
• Stopped taking sponsorships

CFP

• Launching CFP beginning of February

CNCF Support

• Audra provided them with sticker coupon code
• Audra let them know of KubeCon 50% discount
• Audra let them know about CKA exam voucher option

[AudMonte01]

APRIL 25 MEETING

Agenda

• 88 proposals
• finishing reviewing the proposals
• above 20% on the diversity front

Sponsors

• No talks in part of their

Tickets

• Another 40 open for sale
• Sponsor tickets will be released soon
• On track towards goals

Workshops

• 5 workshops needing to be filled

To-Dos

• Audra to send voucher codes to organizer via email and Slack

[AudMonte01]

MAY 22 MEETING NOTES

• Tickets: Sold out at 250 seats. Event waitlist tickets are sold out
• Sponsorships: Plenty. Will be able to forward funds to 2024 KCD
  -- Google is sponsoring badges, catering, and A/V

Marketing

• Ancillary events (speaker dinner)
• Will create good video assets
• Podcast interview with 5 speakers post-event (about 10 days after)
• Speaker videos will be uploaded to YouTube and CNCF will create a playlist

Program

• Looking to confirm 1 s. last speaker. They have a few back-up speakers
• @agehrig - Kelsey Hightower said it's hard to work for free during the travel and time there. Here is his pricing: aaespeakers.com/keynote-speakers/kelsey-hightower

On-site

• Volunteers for directional and registration guidance
• Photographer on-site and Milena + organizers will be posting LIVE content
• Organizers will emcee

[AudMonte01]

JUNE 20 RETROSPECTIVE MEETING

Positives

• Sold out!
• Great diversity in topics and speakers
• Lots of networking opportunities
• Highly rated from attendees (see below)
• Sponsors want to come back!

Learnings from organizers

• Food and Beverage

• Barista machine was popular. Need another one
• Could have an additional location for food for traffic flow
• Food may have been a bit too heavy

• Room could be bigger next year
• Last-minute cancelations which lead to 2 Cilium talks and 2 eBPF talks. But no one complained. It was good, but would have better to have more diversity in topics. Next year to have a backup speaker for keynote dropping out.

Numbers

• sold 265 and a no-show rate of 5.2%
• total of 30 attendees in the workshops the day before (definitely do workshops next year)
• non-male speakers were 31%
• 4.3 rating from attendees for the event (networking, food, venue, talks)
  -- 96 out of 230 (42%)
  -- sent survey out the day of (QR code)
• 16 sponsors

Sponsorships

• Many are committed to next year's KCD
• Extra funds that will go towards 2024 version
• Next year they will have multiple tiers of ticketing (about 3 tiers)
  -- Will give workshop tickets at the lowest price

Post-event marketing

• Videos will be ready this week (Philip will send Audra playlist)
• Podcast (series of 5 episodes)
  -- speakers from the event are being interviewed
• Thomas will lead a blog post and send to Audra to review and publishing on CNCF blog