KCD Heredia, Costa Rica 2025

[AudMonte01]

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 type: In person
• Event Venue: University of Cost Rica Auditorio Institucional
• Event Date and Time: May 3, 2025
• Expected Number of Attendees: 200
• Event cost per ticket:

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

• Organizer ROLE: Gerardo Lopez | [email protected] | Principal Enginner / Veritas Automata | Costa Rica, Heredia | [email protected] | https://community.cncf.io/u/mgmxd9/
• Organizer ROLE: Luis Alberto Salas Gómez | [email protected] | Practice Lead | Ciruelas de Alajuela, Alajuela, Costa Rica | [email protected] | https://community.cncf.io/u/mwsa3y
• Organizer ROLE: Vladimir Aguilar Corrales | [email protected] | SRE Tech Lead - Tradestation | San José, Costa Rica | @vlad | https://community.cncf.io/u/m24n2c/
• Organizer ROLE: Cristher Castro | [email protected] | COO @ Cuemby | https://community.cncf.io/u/mzxh6e/ | SLACK: @ cristhercastro | GitHub: TBD

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.

• This team's fiscal sponsor has signed the terms & conditions set forth by the Linux Foundation
• This team has gone through a formal review process, where standards on timing, organizers requirements, and location collaboration have been reviewed, and approved.
• Every organizer has an account on Cloud Native Community Groups
• The majority of the organizers live 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.
• All organizers agree to follow the CNCF Code of Conduct
• 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)
• Agree to get logo creation and approval with and from CNCF. NOTE: Previously existing KCDs ideally use their previous year's logo
• Agree to use the designated CNCF registration platform
• Offer at least 3 complimentary tickets to increase diversity for the event
• Share the sponsor prospectus with CNCF via [email protected].
• 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.
• 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.
• Submit your final speaker lineup and schedule to [email protected] for review, prior to publishing the agenda.
• Produce a transparency report after your KCD (template below).

Resources & Templates

• Make a copy of this timeline based on whether your event is In-person, Hybrid, or Virtual.
• CNCF to share an editable version of this Sponsor Prospectus once team decides who owns this role.
• Dynamic Agenda Builder for your speaker lineup
• CNCF will provide a editable copy of this Canva transparency report template for guidance.
• NOTE: Access to Sessionize, your microsite platform with registration, and an email alias (if desired) will be provided by a core CNCF program manager.

[AudMonte01]

Kick-off Meeting with CNCF

Event date changed to May 3rd

• Audra to let PR team know to update KCD program announcement blog.

Team Roles

• Team meets every Thursday (previously met 4 times)
• Vlad will be lead in Volunteering
• Gerardo will lead content
• Cristher will lead marketing
• Luis will lead with sponsorships
• Everyone on the team will handle event planning logistics

Venue

• Audra provided insights into CNCF funding
• Same university as last year
• Will have tables, chairs, some cameras and microphones (not enough), sponsor setup, and even a paramedic on-site (and social responsibility insurance)

Marketing

• Logo and branding will be re-used from last year with some upgrades
• Will sell tickets this year. 100% surveyed would pay a price for their ticket (80 people). Will have a lower cost for students with limited attendance
• Registration platform is Bevy Pay. Fiscal sponsor needs a Stripe account to connect to Bevy. Team decided to use US Stripe account since people paying in USD is common in Costa Rica.

Insurance

• Audra to check with CNCF events team on how insurance worked at KubeDay Colombia
• Alternative is to hire a logistics company that already has coverage, and in turn they also help with event logistics

Content

• Team to apply for community license to see if they can use Sessionize for free. If they are declined Audra will provide Sessionize code and instructions.
• Goal is to have 2 different tracks (beginner and intermediate and advanced)

[AudMonte01]

December 19 CNCF Check-in

Marketing

• Tickets: Vladimir to update pre-order form feature for ticket data for transparency report
• Audra added KCD website to drop-down menu on community.cncf.io

Sponsor Prospectus

• English version of prospectus
• Spanish version of prospectus

Content

• 25 submissions (Brazil, Mexico, and Costa Rica)
• CFP closed February 9
• There is a disclaimer that team cannot pay for travel.
• Team should also have a disclaimer that the event is only in-person

Venue and event insurance topic

• Team will need to request event insurance (with the venue) 2 months ahead of the event, so March
• Team could put a disclaimer in sponsorship contracts that CNCF or LF is not liable for on-site
• Audra to provide sample contract with liability language (once approved)

[AudMonte01]

January 9 CNCF Check-in

Insurance

• Team to look into university insurance extension
• Or logistics team insurance

CFP

• Some keynote speakers might need travel assistance
• 40 submissions with the CFP closed in 1 month. Only 3 from Costa Rica
• 3 tracks (about 20-25 sessions)

Marketing plan

• 9 tickets sold so far

Sponsorships

• AWS Brazil wants to be a Gold Sponsor