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update reg team README.md post KCSEU2024
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‎events/events-team/registration/README.md

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@@ -52,55 +52,31 @@ This role can include one or more shadows. The Registration Lead can delegate/as
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### Assembling the Questions and Paths
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Well before the event, collect the information needed for the registration form,
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and determine the registration workflow. In general this boils down to are they
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an _"Active/Current Contributor"_ vs a _"New Contributor"_. With a few
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independent questions for each registration path.
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and determine the registration workflow.
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For the _"New Contributor"_ path there may be additional paths or questions such
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as a _"101"_ or _"201"_ track along with other questions that will aid the
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workshop organizers.
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In addition to any path specific questions, all attendees should be asked the
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following:
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All attendees should be asked the following:
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| Question | Type | Required | Notes |
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|----------------------------------------------------------------|-----------|----------|----------------------------------------------------------------------------------------------------------------|
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| Name | Free Text | Yes | |
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| Email | Free Text | Yes | |
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| GitHub Handle | Free Text | Yes | |
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| Signed the CLA | Dropdown | Yes | Provide link to CLA. Options: Yes, No - but will do before workshop, No - cannot sign due to work resrictions. |
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| Food Restrictions | Dropdown | Yes | Options: `none`, `Gluten Free`, `Vegetarian`, `Vegan`, `Other` |
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| First Name | Free Text | Yes | |
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| Last Name | Free Text | Yes | |
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| Job Title | Free Text | Yes | |
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| Company/Organization | Free Text | Yes | |
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| GitHub Username *If your GitHub Profile URL is https://github.com/username , only enter username not @username. If you don't have a GitHub username, please enter N/A* | Free Text | Yes | |
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| Swag Related Question | Dropdown | Yes | Swag question is generally shirt size. |
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| Please specify dietary needs (if any) | Dropdown | No | Options: `none`, `Gluten Free`, `Vegetarian`, `Vegan`, `Halal`,`Other` |
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| Do you have a disability that we should be mindful of as we try to accommodate everyone for this event? | Dropdown | No | Options: `Yes`, `No` |
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| What email did you use to register for KubeCon + CloudNative Con <NA/Europe> <year>? **KubeCon + CloudNative Con <NA/Europe> registration is required to attend Kubernetes Contributor Summit <region> <year>** | Free Text | Yes | |
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| Are you a member of one of the [Kubernetes GitHub Orgs](http://git.k8s.io/community/github-management#actively-used-github-organizations) | Dropdown | Options: `Yes`, `No` [Pop up if no is selected] Attending the Kubernetes Contributor Summit in-person is limited to Kubernetes Org Members and Sponsored Attendees. If you have questions, please email [email protected]. Yes | |
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| What SIGs or WGs are you most active in? Only list the top three. *This will help us plan content and activities.* | Dropdown | Yes | Options: <list all SIGs and WGs> |
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| What sessions are you most looking forward to? *This will help us plan content and activities.* | Dropdown | No | Options: `Unconference`, `Prepared Presentations`, `Steering AMA`, `SIG Discussions/Working Sessions`, `Impromptu Discussions`, `Social/Mingling` |
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| What other session(s) would you like to see at the summit? What else would make this event valuable to you? *We've changed content based on contributor feedback to this question in the past.* | Free Text | Yes | |
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| Social Event | Dropdown | Yes | Required if there is an independent social event. |
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| Emergency Contact | Free Text | No | Name and Phone Number. Phone number to be verified. |
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| How can we make this a valuable event for you? | Free Text | No | |
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| If you had a speaking slot, what would you like to talk about? | Free Text | No | |
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| Where did you hear about the Contributor Summit? | Checkbox | No | Options: `Twitter`, `mailing list`, `GitHub`, `community meeting`, `SIG/WG Meeting`, `Slack`, `Other` |
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Following are some of the path specific questions that have been asked in the past:
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**New Contributor**
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| Question | Type | Required | Notes |
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|---------------------------------------------------------------------------------|-----------|----------|-----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|
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| Laptop availability for workshop | Dropdown | Yes | Should be mentioned that workshop can still be attended if laptop is not available and pair with other participants. Options: Yes, No - do not have a laptop, No - have one but cannot install software on it without IT approval |
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| Have you joined the kubernetes slack? If so, what is your handle? | Free Text | No | |
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| Are there any areas of Kubernetes you're already interested in contributing to? | Checkbox | No | Options: `API`, `CLI`, `testing`, `docs`, `community`, `release`, etc |
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| Are there any SIG's you are interested in joining? | Free Text | No | |
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| What are you hoping to get out of the contributor summit? | Free Text | No | |
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| Experience with Go | Dropdown | No | Rate from 1 to 5, with 1 being no experience |
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| Experience with kubernetes as a user | Dropdown | No | Rate from 1 to 5, with 1 being no experience |
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| Experience of developing application that integrate with kubernetes | Dropdown | No | Rate from 1 to 5, with 1 being no experience |
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**Active Contributor**
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| Question | Type | Required | Notes |
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|--------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|-----------|----------|-------------------------------------|
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| Are you member of a Kubernetes Github Org? | Dropdown | Yes | |
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| What SIG's or WG's are you most active in? | Checkbox | Yes | Options: List of the SIG's and WG's |
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| What session(s) would like to see at the summit? what would make this event valuable to you? We've changed content based on contributor feedback to this question in the past. | Free Text | No | |
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| Where did you hear about the Contributor Summit? | Checkbox | No | Options: `X (formerly Twitter)`, `Mastodon`, `Kubernetes-dev mailing list`, `GitHub`, `Monthly Kubernetes Community Meeting`, `SIG/WG Meeting`, `Slack`, `Kubernetes Blog`, `Other` |
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Additionally, a separate form can be created for registering the `summit staff`.
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- Can it integrate with [sched]? If it can automatically add an attendee, it
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will make for a less error prone invite process.
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<!--
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TODO: insert link/note to reg system used for KubeCon CN
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-->
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In past events, registration systems that have been used were [Google Forms],
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[SurveyMonkey], and [cvent]. All have their pluses and minuses.
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Other options exist and should be evaluated when making your decision for the
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registration system.
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### Communications
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Work with the Communications Lead to include the link to the registration page and future
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communications efforts to drive registration.
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### Approval Process
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TODO - update doc with new process - query to get org members below:
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The Kubernetes Contributor Summit is for active contributors to the Kubernetes project.
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Registrants will be approved if they are org members of one of the following Kubernetes Orgs:
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kubernetes, kubernetes-client, kubernetes-csi, kubernetes-sigs, etcd-io.
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A SIG lead (co-chair, tech lead, subproject lead) can sponsor a non-org member to attend the summit.
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Kubernetes Contributor Summit speakers who are non-org members can attend the summit.
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<!--
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Discussed in the KCSEU 2024 retro, we need to make exception requests less personal
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We can use an existing method like use the same or similar criteria of the elections
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or have requests go to the Summit Staff who then ask SIG/WG leads.
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-->
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There will be a **Kubernetes Contributor Summit Planning Doc** , in the past this
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was a Google Spreadsheet.
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As soon as the **Kubernetes Contributor Summit Planning Doc** is available, populate
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the **org - DO NOT DELTE** tab (the name may change in the future but is always the
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tab that compares if the registrant is an org member) in the
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**Kubernetes Contributor Summit Planning Doc**.
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There are 2 options to create a list of org members:
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```
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git clone https://github.com/kubernetes/org.git
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cd org
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yq '.admins + .members' \
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config/etcd-io/org.yaml \
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config/kubernetes/org.yaml \
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config/kubernetes-client/org.yaml \
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config/kubernetes-csi/org.yaml \
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| sed -e 's/"//g' > members.txt
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```
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an alternative is
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```
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git clone https://github.com/kubernetes/org.git
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cd org
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yq '.admins + .members' \
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config/etcd-io/org.yaml \
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config/kubernetes/org.yaml \
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config/kubernetes-client/org.yaml \
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config/kubernetes-csi/org.yaml \
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config/kubernetes-sigs/org.yaml \
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| sed -e 's/---//g' | sed -e 's/- //g' \
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| sed -e 's/"//g' | sed -e '/^$/d' \
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| awk '{print tolower($0)}' | sort | uniq > members.txt
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```
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Populate what's in members.txt in the **org - DO NOT DELTE** tab in the
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**Kubernetes Contributor Summit Planning Doc**.
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An approval process for registration is commonly used for multiple reasons, but
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really boils down to ensuring the right people are in the right track or room.
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The goal is for all contributors to get the best experience out of the event and
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that may mean asking them to switch tracks.
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Create a list of staff, shadows, volunteers including day-of volunteers. You can
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create this list from the GitHub staffing issue e.g. https://github.com/kubernetes/community/issues/7611
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and query the Summit Staff leads for their day-of volunteers. The Day-of Operations
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team will likely have volunteers not listed on the GitHub staffing issue.
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A few scenarios that have occurred:
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Once the talks for the Kubernetes Contributor Summit have been selected, create
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a list of speakers and note if any are not org members so they can be approved
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when they register.
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**A person has signed up for the New Contributor Workshop, but in their
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comments have mentioned they are unfamiliar with Kubernetes.**
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Review past declined registrants if any are speakers, email them to re-register
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for the Contributor Summit.
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#### Exception Request Scenarios
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**A person is not an org member and would like to attend the Contributor Summit**
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With 1600+ Kubernetes Org members and limited space and budget requirements, we've
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made the decision to limit attendance to those that are already actively engaged
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with the project.
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Contributor Summit speakers without org membership can attend the Contributor Summit.
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A SIG lead (co-chair, tech lead, subproject lead) can sponsor a non-org member to attend the summit,
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this process is TBD.
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<!--
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Discussed in the KCSEU 2024 retro, we need to make exception requests less personal
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We can use an existing method like use the same or similar criteria of the elections
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or have requests go to the Summit Staff who then ask SIG/WG leads.
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-->
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They may have interpreted the event as an _"Introduction to Kubernetes"_ from an
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end-user perspective. In this case it is best to reach out to them and provide
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more context for the event. They will likely apologize and ask to be removed.
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**A speaker is not registered for KubeCon + CloudNativeCon**
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**A person who looks to be an Active Contributor has signed up for the New
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Contributor Track.**
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KubeCon + CloudNativeCon registration is a requirement to attend the Contributor Summit.
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Speakers must be registered for KubeCon + CloudNativeCon.
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This could be accidental, or in some scenarios a non-code contributor is looking
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for a better introduction to the code base branch into code-based contributions.
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### Dietary Requirements
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**A person registered for the Active or Current Contributor track, but has not
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participated with the project.**
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Confirm with the CNCF staff rep on who will keep track of dietary requirements.
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If there are any email requests, add them to the **Dietary Requirements** tab
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in the **Kubernetes Contributor Summit Planning Doc** and notify the CNCF staff
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rep.
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They may have accidentally selected the wrong track, or believe they should go
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for other reasons. It is best to reach out let them know about the intended
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audience and that they may get more out of the other track. Use your best
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judgement. If you are unsure, reach out to other Event organizers or other
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members of SIG-Contributor Experience for their opinion on the matter.
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### Celebration Guests
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The CNCF staff may have the ability to keep track of registrants who are bringing
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a plus 1 to the social. There may be emails to request to bring a plus 1.
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Add any requests via email to the **Celebration Guests** tab in the
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**Kubernetes Contributor Summit Planning Doc**.
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#### Helpful Approval Tips and Facts
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itself.
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## Registration at the Contributor Summit
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If there is a registration desk / badge pickup at the Contributor Summit,
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it is helpful to have a Registration Team member at the registration desk during
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the morning of the Kubernetes Contributor Summit to assist with questions.
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[sched]: http://sched.com

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