Speaker Guide

We look forward to having you present at KubeCon + CloudNativeCon Japan 2025 next week taking place 16-17 June at the Hilton Tokyo Odaiba in Tokyo, Japan.

Below are all the logistical details you need to prepare as a speaker:

Presentation Logistics

• Speakers must bring their own laptops for presentations. An HDMI cable will be available at the lectern; please bring an adapter if your laptop lacks an HDMI port.
• There will be no hardline at the podium. Speakers must use wifi to access the internet.
• An AV tech will be present during your presentation. Please visit the AV table 10 minutes before your session to review microphone options and get help with connecting your laptop if needed.
• Each room will have a screen, projector, and a wired microphone at the podium.
• Slide clickers will not be provided for breakout sessions. Please note: sessions will be recorded from a stationary camera, so we ask that speakers remain close to the podium to ensure they remain in the shot.

Questions+Answers (Q+A)

• We encourage you to reserve time for audience Q+A after concluding your presentation, but this must stay within your allocated time and cannot exceed it. If you wish to continue answering questions after your time slot ends, please move the discussion outside the room so we can prepare for the next speaker.
• If an attendee without a microphone asks a question, please repeat it into your microphone before answering to ensure it is captured in the YouTube recording for viewers at a later date.
• Q+A is only available for full session presentations. Due to the rapid nature of lightning talks, we unfortunately cannot accommodate Q+A for them.

Share Slide Deck

• Please ensure you have uploaded a PDF copy of your slides to Sched.com by Wednesday, 11 June.
• Sessions with PDF copies of presentations attached tend to have better attendance. These PDFs allow attendees to preview your presentation and optionally follow along during your talk. Note that you will present using the PowerPoint version directly from your laptop and not this PDF version.
• Please review these Sched.com instructions, which includes steps and screenshots to upload your presentation PDF.
• If you are not presenting slides, you do not need to complete this step.

Badge Pick-up

• Before coming onsite, please review the times and location for Registration + Badge Pick-Up.
• Be prepared to have your ID ready for the registration desk if needed.
• Name badges must be worn at all times and cannot be shared with other attendees.
• The event’s Wi-Fi password can be found on the back of your badge.

Confirm Speaking Time Slot and Location

• Please review your presentation time(s) on the schedule.
• Notify the CNCF Content Team immediately if there are any conflicts.

Onsite Assistance

• For onsite assistance, please contact the AV tech in your breakout room, an event staff member, or visit our Registration Desk.

Please don’t hesitate to reach out to the CNCF Content Team if you have any other questions or concerns.

We’ll see you in Tokyo next week!

• Travel Fund Request Deadline: Monday, 31 March
• Speaker Registration Deadline: Friday, 4 April
• Finalized Schedule Date: Friday, 9 May
• Additional AV Requests Due: Friday, 9 May
• Last Day to Request Speaker Additions or Changes: Friday, 16 May
• Presentation Upload to Sched Deadline: Wednesday, 11 June

Please review the sections below to find more information about the above dates and deadlines.

Registration

To confirm your participation and secure your speaking slot, it’s important to complete your registration by Friday, 4 April, using the details you received in your notification email. If you require this information again, please reach out to the CNCF Content Team. Be sure to submit any accommodation needs when registering. Failure to register by the deadline may result in your slot being given to someone on our waitlist.

If you have already registered for the event and are now a speaker listed on the schedule, please reach out to our registration team in order to be issued a refund.

Complimentary registration is also extended to co-speakers or panelists from the original CFP submission.

Visa Letter Requests

If you require a visa letter, please register for the event, and then complete the visa letter request form.

Speaker Travel Funding

We place an emphasis on funding applicants who are from historically underrepresented or untapped groups and/or those of lower socioeconomic status.

If you work for a company that has the ability to fund your travel, we ask that you not apply, to save funds for those in need.

We receive thousands of requests for funding each year. CNCF is trying to use funds to assist as many people as possible. As such:

• We are often unable to fund one person across multiple events in a year
• Lower cost travel funding requests are more likely to get approved
• We typically do not fund the same person two years in a row

If you are not being assisted or sponsored by a company or organization, and would be otherwise unable to attend for financial reasons, you may apply for travel funding. The deadline for travel funding applications is Monday, 31 March.

Note: Talk acceptance does not guarantee travel funding.

Venue

This year’s event will take place at Hilton Tokyo Odaiba located at 1 Chome-9-1 Daiba, Minato City, Tokyo 135-8625, Japan.

Hotel Details

Please check our Venue + Travel page for the latest hotel information. We invite you to reserve your room as soon as possible, as availability is limited and rooms may sell out quickly.

The schedule will be announced on Wednesday, 19 March, and will be posted on our website using Sched.com.

• Please note that all lightning talks are 5-minutes, maintainer and breakout sessions are 30-minutes, and tutorials are 75-minutes.
• If you have a conflict with the timing of your talk, find that it conflicts with the content of another talk, or are having problems uploading your bio and photo, please contact the CNCF Content Team.

Please note the following technical requirements:

• All speakers must supply their own computers and HDMI adapters to use during their talk.
• Presentation slides should be formatted in 16:9. 
• Conference wifi will be available in all breakout rooms. If you’re planning on doing a demo, we strongly recommend pre-recording it as a best practice.
• The room will include a screen, projector, and (1) microphone for each speaker or panelist.
• If you require any additional AV, please email the CNCF Content Team by Friday, 9 May. CNCF will make every effort to accommodate additional AV needs; however, final approval for additional AV requests will be made on a case-by-case basis.

Presentation Details

All speakers are required to submit a PDF-format version of their final presentation slides ahead of the event to Sched.com. We find that adding the presentations before the event helps to drive interest in attending the session. As a reminder, you will be driving the presentation from your laptop via PowerPoint and this PDF version is only for attendees to review. The deadline for presentations is Wednesday, 11 June.

To upload slides:

• Log in to your speaker profile through Sched.com or via the mobile site
• On the top of the page click “Manage and Promote Your Session”
• Click “Add Presentation”
• Click in the “Select a File” box and add the PDF document (note: there is a 50MB size limit)
• Click “Upload” and your slides will automatically be saved

Branded Powerpoint

We designed an optional PowerPoint template for our speakers. Use of this template is not required but we do welcome you to use it for your convenience.

Please see the section below for additional information on the CNCF brand guide.

We are pleased to offer speaker cards for you to share online and on your social media! Example promotions and graphics can be found in the Speaker Kit.

The official conference name is KubeCon + CloudNativeCon Japan 2025. Please use the full name when creating your presentation. You may shorten the name to just KubeCon + CloudNativeCon, but you may not refer to the conference as KubeCon only. Please refer to the CNCF Style Guide for a list of appropriate names and abbreviations.

Official conference logos and other CNCF artwork are available for download on GitHub:

• KubeCon + CloudNativeCon logos
• CNCF logos and artwork

Before using any logos or artwork, please note:

• You must use the full KubeCon + CloudNativeCon conference logo. It is not permitted to use the KubeCon or CloudNativeCon logos separate from each other.
• Use of any trademark or logo is subject to the trademark policy.
• If you would like to use the Kubernetes logo for booth graphics, collateral, or swag, please adhere to the usage guidelines.
• The Certified Kubernetes marks may be used only by companies who are certified through CNCF’s Certified Kubernetes Software Conformance program. All usage cases must comply with the brand guidelines.

If you have any questions about trademarked logos, please email info@cncf.io.

The Linux Foundation, in collaboration with the National Center for Women in Technology (NCWIT), has created an online course designed to teach the viewer about inclusion, diversity, and unconscious bias. It is strongly encouraged by the Cloud Native Computing Foundation that all our speakers watch the course to learn tips/tools to use when speaking to encourage inclusivity in presentations and messaging.

Please read and abide by our Code of Conduct, which is strictly enforced. We ask that speakers especially review and are careful to be inclusive in the words and images used during their presentation.

If you have any other venue, speaker, or schedule-related questions, please contact the CNCF Content Team.