CNCF-hosted
Co-located Events Overview

Updates for 2024:

• One proposal form to submit for a co-located, stand-alone, or project event.
• See the parameters & timelines for each type of event here.

	TAGs	Graduated	Incubating	SIGs	Sandbox
CNCF-hosted Co-located Events	✔	✔	✔
Stand-Alone Events		✔
Virtual Only Events	✔	✔	✔	✔	✔

Review the below for details on the co-located events proposal process + FAQs.

To submit the CNCF Project or Co-located Events proposal form, you will need to provide the following information. Incomplete proposals will not be considered.

• Submitter Details
• Event name + details if the event has been hosted before
• Rank the preferred location for the event, noting KubeCon + CloudNativeCon CNCF-hosted co-located events will take place on a single day.
• Event Duration – Full Day or ½ Day (2-Day event option available for Stand-Alone events)
• Identify two or three potential sponsors for co-located events and up to five sponsors for stand-alone events
• Estimated number of attendees
• Description of event & CFP Topics
• Program Committee Details – Event Program Chairs + Program Committee members
• Website & Branding Needs (Hex Codes, Hashtags, etc.)
• Opportunity to share additional information

How do I submit a proposal?

Please review the process outlined above.

When does the proposal form close for CNCF-hosted co-located events in Q1 & Q2 of 2024?

Proposals for CNCF-hosted Co-located Events at KubeCon + CloudNativeCon Europe & Open Source Summit North America 2024 are due by October 2, 2023. The form will remain open after this date to accept CNCF project + co-located event proposals for the remainder of 2024.

I don’t have all the required details to submit the proposal form – what should I do?

Please provide as much detail as you can and provide a timeline for when you will be able to provide more information. Noting, incomplete proposals without a timeline for sharing more details will not be reviewed.

How and when will I know if our proposal is accepted?

Notifications for KubeCon + CloudNativeCon Europe & Open Source Summit North America 2024 will be sent the week of October 16, 2023. If you do not receive an update from our team by October 20, 2023, please reach out to our team at cncfcolocatedevents@linuxfoundation.org.

How many co-located events will take place at KubeCon + CloudNativeCon?

Estimated: 8-14 CNCF-hosted Co-located events at each KubeCon + CloudNativeCon.

KubeCon + CloudNativeCon CNCF-Hosted Co-located Events will now take place on a single day. The new “In Person All Access Pass” will provide attendees with the option to attend any co-located event they would like.

When will registration be open for KubeCon + CloudNativeCon Europe, and how much will it cost?

Registration will open mid-October.

You will have the following IN-PERSON registration options:

• All Access: CNCF-hosted Co-located Events and KubeCon + CloudNativeCon Europe
• KubeCon + CloudNativeCon Europe Only

If I’m accepted as a co-located event speaker – do I also have to purchase registration for KubeCon + CloudNativeCon?

No, all accepted co-located event speakers will be provided with an “All-Access” pass for CNCF- hosted co-located events and KubeCon + CloudNativeCon programming.

Will there be a registration option to only attend CNCF-hosted co-located events and not KubeCon + CloudNativeCon?

No, there is NOT a single day Co-located Event Only pass available.

What does it mean to be a CNCF-Hosted Co-located Event?

CNCF-Hosted Co-located Events are provided with full event management services:

• Infrastructure Build + Support: Website, CFP, Registration Management, Branding + Design
• Event Oversight: Set Registration, Sponsorship Pricing + Budget Oversight
• Operations: Logistics Planning + Management: Room Set, Audio Visual, Safety, etc.
• Content, Speaker + Attendee Management
• Manage Event Sponsors + Deliverables
• Attendee Meals + Snacks: AM + PM Breaks, Lunch & Reception

What is a Program Committee?

The event program committees (PC) are comprised of subject-matter experts who drive the content for the event. Program committees should represent the diversity of our full community. Program Committees must include at least one non-male participant, and a company cannot have more than (2) representatives.

Co-located Event Program Committee Members will be held to the same guidelines as the KubeCon + CloudNativeCon Chairs & Program Committee.

What are the roles and responsibilities of the Program Committee?

• Event Program Chair / Co-chairs (1-2 per co-located event):

• Have deep technical knowledge related to the co-located event’s content
• Represent community learning interests (new technology, training, etc.)
• Complete the CFP review process; adhere to deadlines.
• Responsible for tracking/reviewing program committee progress during the review window; determine whether the PC works together either asynchronously or via a review call.
• Serve as the main point of contact with the CNCF Event Lead
• Be the “voice” of the program committee – raising questions, concerns, etc. to the CNCF Event Lead
• Field questions from other committee members
• Co-chairs finalize the schedule based on the input from the program committee
• Complete the schedule draft for CNCF Staff to review prior to publishing
• Host/Emcee the event onsite

• Program Committee Members (up to 10 per co-located event)

• Provide technical and community knowledge to craft + drive the content
• Engage in the review and ranking process of CFPs; adhere to deadlines
• Direct general event questions to cncfcolocatedevents@cncf.io (to ensure we can efficiently respond to questions/requests)
• Direct content questions to Event Chairs/Co-chairs

I would like to participate in a program committee – how do I sign up?

For KubeCon + CloudNativeCon Europe 2024, a program committee interest form will be available in mid-October. Should you wish to receive notification when the form is live, please contact us at cncfcolocatedevents@linuxfoundation.org.

Will co-located events be live-streamed in 2024?

No, however, all CNCF-hosted events sessions are recorded and available on the CNCF YouTube page post-event.

When can I submit a Proposal (CFP) for a KubeCon + CloudNativeCon Europe co-located event?

CFPs will launch by the end of October.

What content and/or topic areas are anticipated to be covered in 2024?

Please check back as new co-located events are added!

In 2023 CNCF-hosted Co-located events have included the following topics: Argo, Backstage, Cilium, Istio, App Development, Telco, Wasm, Observability, etc. See additional details about CNCF-Hosted Co-located events Europe 2023 in the Co-located events transparency report.

Why are sponsors needed for a CNCF-Hosted Co-located Event?

Community partners ensure that co-located events are financially sustainable. Sponsor support helps cover event hard costs, aids in consistent attendee registration fees year to year, and provides opportunities for sponsor companies to engage as a thought-leader in the community.

If I submit the proposal form, am I responsible for selling sponsorships?

No, community members/maintainers who submitted the proposal for the co-located event are not responsible for selling sponsorships. However, to ensure the event’s success, community members and/or maintainers who submitted the proposal are strongly encouraged to provide “warm leads” (i.e. introductions to qualified prospective sponsors) to support the sponsor sales process. Event staff are happy to work alongside the community to ensure we are targeting the correct folks to support the event’s success.

Who can we reach out to about sponsorship opportunities?

Please email sponsor@cncf.io.