KCD Hangzhou 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: Zeda Yuangzheng Forest Hotel
• Event Date and Time: November
• Expected Number of Attendees: 300
• Event cost per ticket:

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

Name	Role	Affiliation
Wei Cai (Iceber Gu)	Organizer Manager	CNCF Ambassador, DaoCloud
Nadia Jiang	Marketing Manager	Head of Open Source Growth, Ant Group
Haoyang Li	Organizer Manager	Volunteer of OpenInfra China User Group, Linux Foundation
Fengjun Lv (Mingcheng)	Organizer Manager	Technical Evangelist, Ant Group
Wenbo Qi (Gaius)	Organizer Manager	Dragonfly Maintainer, ModelPack Maintainer, Ant Group
Rong Wang	Marketing Manager	Alibaba Cloud
Huxing Zhang	Organizer Manager	OpenTelemetry Go Compile-time Instrumentation SIG Maintainer, Alibaba Cloud

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 add CNCF representative, Audra Montenegro to chosen registration platform
• Offer at least 3 complimentary tickets to increase diversity for the event
• Share the sponsor prospectus with CNCF via kcd@cncf.io.
• 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 kcd@cncf.io 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
• Use these registration questions in the re-order form
• 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]

CNCF Monthly Check-in

Team

• Audra to create a Slack channel for team for communication
• Team to create a regular meeting with each other
• Team to designate roles amongst each other and comment here with a list

Date

• Some date after November 11
• Potentially Ant Group or Dao Cloud as a location

Sponsorships

• Will OpenInfra Team lead sponsorship sales of CNCF provide monetary support?

[AudMonte01]

CNCF Monthly Check-in

Team roles if confirmed

• Gauis or Iceber will comment within this issue this week with team roles

Venue insights

• Under discussion
• Next week the team should know more about location
• November timeline

KCD Logo Guidelines

• In process
• The team will use logo guidelines: https://github.com/cncf/kubernetes-community-days/blob/main/planning/your-logo.md

[gaius-qi]

@AudMonte01 Hey, we have completed the previously pending actions. Please help review them. Thanks!

Team Roles:

Name	Role	Affiliation
Wei Cai (Iceber Gu)	Organizer Manager	CNCF Ambassador, DaoCloud
Nadia Jiang	Marketing Manager	Head of Open Source Growth, Ant Group
Haoyang Li	Organizer Manager	Volunteer of OpenInfra China User Group, Linux Foundation
Fengjun Lv (Mingcheng)	Organizer Manager	Technical Evangelist, Ant Group
Wenbo Qi (Gaius)	Organizer Manager	Dragonfly Maintainer, ModelPack Maintainer, Ant Group
Rong Wang	Marketing Manager	Alibaba Cloud
Huxing Zhang	Organizer Manager	OpenTelemetry Go Compile-time Instrumentation SIG Maintainer, Alibaba Cloud

Venue:
Zijingang Campus of Zhejiang University, Yuhangtang Road No.866, Zhejiang Province, China

KCD Logo:

KCD-Logo-Hangzhou.ai.zip

[AudMonte01]

Monthly Sync

Exact date

• November 15 is desired date
• Free of charge (attendees will apply for entry). Approval will need to come via the organizers

Sponsorships

• Both OpenInfraDays team own securing sponsorships, or will it be dual effort?
• Has initial plans for different levels and their benefits
• Team has already has spreadsheets with ideas and will share with Audra for review
• Audra to share PPT version of Sponsor Prospectus template

Call for Papers

• Using community free tier in Sessionize
• Team to make CFP public this week: https://sessionize.com/kcd-hangzhou-and-oicd-2025/
• Deadline for submissions is September 21

Website

• Huxing to send a list of email addresses associated with team's community.cncf.io accounts in order to add as team members to Bevy

[AudMonte01]

Hello team - I have removed the RSVP button for now, as we will need to discuss the registration platform your team will use since Bevy Pay/Stripe will not work in China. We will also need to discuss Admin access for me.

[AudMonte01]

CNCF Monthly Check-in

Content

• 35 submissions so far with some duplicated (with less than 30)
• Targeting 50 submissions, and having 4 tracks (with 3 reviewers)
• Donald is helping with a blog post, and the team has done a round of WeChat promotions
• One ambassador, one program committee member from KubeCon China, and someone on the OpenInfra side to help with KCD-specific reviews

Sponsors

• Merged all sponsorships as one (between both events)
• Overhead costs will be covered with the 6+ sponsors the team already has
• Segment Fault will reach out to CNCF on behalf of the team for reimbursement process

Registration

• The team will discuss and bring this topic to the next meeting
• Agreed to add Audra to as an admin
• Will open registration 1 month in advance

[AudMonte01]

CNCF Monthly Sync

Agenda review

• 4 keynotes (1 pending)
• 4 tracks (each track has diverse company representation) - no more than 2 regular sessions from one company (not inclusive of lightning talks)
• No panels
• Team plans to publish the schedule the agenda this week

Venue

• Huxing will send Audra new venue

Registration platform

• Team is in the middle of getting Audra access. Audra just needs to create a profile on http://bagevent.com
• Team plans

Terms & Conditions

• Audra to send new fiscal steward, Vivian terms for signing
• Team need insurance for the day-of the event. Iceber can connect with Miley for what they used on KCD Beijing earlier this year

Sponsorships

• Four sponsors have been secured
• Plus CNCF monetary support
• All budgets should be covered

Marketing Support

• CNCF to promote on LinkedIn
• Huxing will provide graphic and copy used on WeChat

[AudMonte01]

Retrospective

General feedback for co-located events

• Keynote room was packed with standing room only
• 4 tracks, but the AI and Cloud Native tracks were the most popular, with standing room only
• Ali team wants to work more on Model as an Infrastructure side (have some ideas, where K8s support is missing)
• More attendee feedback to come

Total registered vs attendance

• About 500 registrations with about 300 attendees (60% attendance)
• Send CNCF list of opt-ins only via csv file so Audra can add attendees to Bevy chapter. Please send to kcd@cncf.io

Profit, loss, or break-even in funds

• At least broke even in costs, but still balancing the financials
• If excess funds, the team would like to create swag to give back to the community
• Vivian will submit reimbursement for the CNCF funding

Post-event marketing

• Team to create 1 Credly badge for Follow instructions here
• Transparency report: Audra to send PPT version to team
• Video recordings will be uploaded to Bilibili, and team will share recordings in Google Drive for AI and Cloud Native tracks to upload to YouTube
• Team will cross-promote OpenInfra blog post by submitting to marketingform.cncf.io