社群同场活动最佳实践 + 活动指南

感谢您在 KubeCon + CloudNativeCon + Open Source Summit 2019 中国大会 上举办您的活动！活动将于 2019 年 6 月 24 日（星期一）上午 8:00 至下午 16:00 举行。

为了满足所有活动需求并为与会者提供最佳体验，我们更新了 2019 年的社群同场活动流程和内容。

2019 年新变动
• 主办同场活动的公司必须是 KubeCon + CloudNativeCon + Open Source Summit 2019 中国大会的赞助商。
• 主办公司需要在四个社群同场活动方案中进行选择。
• 除非不提供餐饮，否则活动人数必须根据课桌式布置能容纳的数量来安排。
• 同场活动的时间为 8:00 – 16:00。所有招待会必须在场外举行。
• 同场活动必须向与会者收取至少人民币100 元的费用。如果您想将自己收取的活动费用捐赠给 CNCF 多元化奖学金，我们将为您的机构在网站上注明。
– 如果您需要同场活动的免费门票，可以通过 CNCF 同场活动团队获取折扣代码。
与会者只能参加一个同场活动。
• 对于不希望根据现有方案定制其活动的团队，可以选择当地其他场地，并以 2,500 美元+报名费的价格交叉推广其活动，其中包括：在会议网站上列出您的活动以及在 KubeCon + CloudNativeCon + Open Source Summit 中国大会报名表上显示您的活动。与会者可以将您的活动添加到其会议报名表中。参见第 8 页了解更多详情。
• 关于如何在活动标题中使用 Kubernetes，请遵循并参见 Linux 基金会商标指南中的正确和错误用法示例。
• 您的活动名称将以下列格式列在网站上：“公司名称”主办的“活动名称”。
• 请向我们提供一个将被显示在网站上的联系电子邮件，以便与会者提出其他问题。
• 您的团队成员必须能够在活动前一天晚上 14:00 – 16:00 查看房间和活动订单。
• 通过表格提交网站更新信息（即将推出）。这将帮助我们保持网站的一致性。所有社群同场活动必须列出：标题、日期、时间、地点、报名费、最多 300 字的描述和外部活动链接。

注意事项
• 所有与会者（包括发言人和工作人员）必须报名 KubeCon + CloudNativeCon + Open Source Summit 和您的社群同场活动，以便进入现场并参加您的活动。
• 名字、姓氏、公司名称、职位和电子邮件地址等与会者信息将被公开。这可确保符合《通用数据保护条例》。
如果您的活动门票售罄，我们将提供候补名单，在社群同场活动网站上将您的活动标记为“已售完，可加入候补名单”。
• 候补名单的联系信息不会公开，但我们会告知您候补名单的人数。
• 活动主题并非一项活动专有。

最佳实践
• 确保您为活动所需但未包含在方案中的任何物品预留足预算，例如休息时间和午餐的食品，其他 AV 需求，为与会者提供电源，以及会议记录。
• 所有活动必须在您的会议室进行。
• 会议室绝不允许带入除水以外的任何食物或饮料，这是一项必须执行的场地限制。
• 尽早发布您的活动详情，以便与会者做好出行规划。
• 创建一个可从主活动网站的社群同场活动页面访问的外部网站。从 2019 年 4 月 3 日起，我们的在线日程系统 Sched 中仅列出活动标题和说明。您可以随时将完整日程的外部链接添加到同场活动页面。
您的活动签到工作至少需要 2 个人。我们将在您的会议室前放置一张桌子。

您可以在此处查看已公布的社群同场活动。

为了在网站和报名表上列出您的同场活动，请在 5 月 9 日（星期四）之前提供以下信息。

发布活动所需的信息
• 会前统筹人员姓名和电子邮件地址
• 现场活动负责人姓名、电子邮件地址和手机号
• 官方活动标题 – 由“公司名称”主办的“活动名称”。
• 300 字（最多）活动描述
• 活动时间表（8:00 – 16:00 或短于这一时间）
• 与会者费用（最低 人民币100元）
• 外部活动网站的链接
• 供咨询的电子邮件地址

方案中包含的内容
• 会议场所 + 课桌式场地布置图。所有同场活动都需要课桌布置图，所有活动在会议室进行。
• 入场时间包括前一天晚上 16:00 至 18:00 的会场布置时间以及活动当天 8:00 至 17:00 的开会时间。
• 会议 WiFi
• 视听 (AV) 服务：（1） 个投影仪，（1） 个屏幕，（1） 个无线演示器，基本音频，（2） 个麦克风
活动期间的室内 AV 技术人员
• 会议室 + 路牌
• 报名与会者的联系信息包括：名字、姓氏、公司、职务和电子邮件地址
• (1) 台数据采集扫描仪，用于管理会场签到
• (1) 个 KubeCon + CloudNativeCon + Open Source Summit 通行证
• 全天矿泉水 + 咖啡/茶水服务
• 现场活动管理
• 用于在 KubeCon + CloudNativeCon + Open Source Summit 网站和报名表上显示的营销和推广信息
• 管理活动报名和收费，减少信用卡手续费
• 在房间前面摆放登记台和两把椅子，供与会者签到

需要单独购买和订购的其他物品：
• 其他 AV 服务 – 第二个屏幕、麦克风、会议录音等。
• 专用网络 – 有线或专用 WiFi
• 餐饮 – 休息和午餐
• 电源 – 每个教室桌子提供电源或房间后面提供充电站
• 所有这些物品均由主办方承担费用，需要直接向现场/服务提供商订购和付款。

视频影音
您的视频影音设备包括：

• (1) 个投影仪
• (1) 块屏幕
• (1) 个无线演示器
• 基本音频包
• (2) 个麦克风
• 现场 AV 技术人员
• 会议 WiFi

我们将很快提供定价表。了解在制定预算时需要考虑哪些因素，请参见最佳实践部分。

Thank you for co-locating your event at KubeCon + CloudNativeCon + Open Source Summit China 2019! Events will be held on Monday, 24 June 2019 from 8:00 – 16:00.

In order to meet the needs of all events and create the best possible experience for attendees, we have updated the co-located event process and inclusions for 2019 events.

New for 2019
• Companies hosting community co-located events must be a sponsor of KubeCon + CloudNativeCon + Open Source Summit China 2019.
• Companies are asked to choose between four community co-located event packages.
• Seating for events must be set in classroom seating unless no meals are served.
• Community co-located events will run from 8:00 – 16:00. All receptions must be held off-site.
• Community co-located events must charge attendees a minimum of 100 RMB to attend their co-located event. If you would like to donate your profits to the CNCF diversity scholarship fund, this will be listed as such.
• If you need complimentary tickets for your community co-located event, this can be done through a discount code created by the CNCF co-located events team.
• Attendees will only be permitted to register for one community co-located event.
• Groups looking to customize their event outside of the packages offered are encouraged to look at local venues and cross-promote their event for $2,500 + registration processing fees which will include: your event listed on the conference website + added on the KubeCon + CloudNativeCon + Open Source Summit China registration form. Attendees can add your event to their conference registration. See page 8 for additional details.
• In terms of using Kubernetes in the title of your event, please follow the Correct and Incorrect usage examples in the Linux Foundation trademark guide.
• Your event name will be listed on the website in the following format: Event Name hosted by Company Name.
• Please provide us with a contact email to be listed on the website so attendees are able to ask additional questions.
• Someone from your team must be able to check the room and event orders the night prior, from 16:00 – 18:00.
• Submit website updates to mlehn@linuxfoundation.org. All community co-located events will be listed with: Title, Date, Time, Location, Registration Fee, 300-word max description and external event link.

Things to note
• All attendees, including speakers and staff, MUST be registered for KubeCon + CloudNativeCon + Open Source Summit and your community co-located event in order to enter the facility and be at your event.
• The following attendee information will be shared: first name, last name, company name, title, and email address. This ensures compliance with GDPR.
• Once your event sells out, a waitlist will be enabled and your event will be marked as “Sold Out, Waitlist Available” on the community co-located event website.
• Waitlist contact information will not be shared but we will let you know the number of people on the waitlist.
• Event topics are not exclusive to one event.

Best Practices
• Make sure you have a budget set aside for any of the items your event requires but are not included in the package. Examples being – food at breaks and lunch, additional audiovisual needs, power for attendees and session recording.
• All activities must take place in your meeting room.
• Absolutely no food or beverages, other than water are allowed in the meeting rooms. This is a venue restriction that is strongly enforced.
• Post your event details early so that people can plan their travel.
• Create an external website that can be linked on the community co-located event page within the main event website. Only the event title and description will be listed in our online agenda system, Sched, starting April 10, 2019. An external link to your full agenda can be added to the co-located page at any time.
• You will need at least 2 people to staff your event check-in process. A table will be provided in front of your meeting room.

You can view published community co-located events here.

In order to have your co-located event listed on the website and registration form, Please provide the following information no later than Thursday, May 9th.

Information Needed to Post Event
• Pre-event coordinator name and email address
• Onsite event coordinator name, email address and cell phone number
• Official event title – Event Name hosted by Company Name.
• 300-word (maximum) event description
• Event time frame (8:00 – 16:00 or less)
• The cost to attendees (100 RMB)
• Link to an external event site
• An email address for questions

What’s Included in your Package
• Meeting space + classroom setup. Classroom setup is required for all co-located events and all activities must take place in your meeting room.
• Access times include set-up from 16:00 – 18:00 the night prior + meeting space from 8:00 – 17:00 on the day of the event.
• Conference Wi-Fi
• Audio Visual (AV) Services: (1) projector, (1) screen, (1) wireless presenter, basic audio, (2) microphones
• In-room AV technician for the duration of your event
• Meeting room + wayfinding signage
• The contact information of registered attendees to include the following: First name, last name, company, title, and email address
(1) lead retrieval scanner for managing onsite registration
(1) KubeCon + CloudNativeCon Pass
• All day water + coffee/tea service
• On-site event management
• Marketing and promotion featured placement on KubeCon + CloudNativeCon + Open Source Summit website and registration form
• Manage event registration and fee collection, less credit card processing fees
• Registration table and two chairs located in front of your room for attendee check-in

Additional items to keep in mind and will need to be paid for and ordered separately:
• Additional audiovisual needs – a second screen, microphones, session recording, etc.
• Dedicated internet – hardline or dedicated wifi
• Catering – breaks, and lunch
• Electrical Power – to each classroom table or a charging station in the back of the room
• All of these items will be at the organizer’s expense and will need to be ordered and paid for directly with the venue/service provider.

Audio-visual
Included in your audio-visual set-up is the following:

• One (1) Projector
• One (1) Screen
• One (1) Wireless presenter
• Basic audio package
• Two (2) microphones
• On-site AV Tech
• Conference WiFi

Information will come shortly with a la carte pricing for additional items, please refer to the best practices section for best practices on what to consider when building your budget.