This is a document that has been passed down throught the leaders of the Bay Area User Group in California for the past couple of years. This is their way of sharing best practices amongst each other with what they have found to work for their user group. These best practices could be used at other user groups but use your own judgement when applying it to your user group (every user group is different)
Key Dates
6-8 Weeks out – Start lining up presenters
4 Weeks out – Presenters already confirmed, Agenda confirmed
Post Agenda on ni.com site – Event coordinator
Let NI Sales team know about event
3 Weeks out - Send Agenda out via personal e-mail – Lead, include NI sales team
2 Weeks out - Post Agenda on ni.com community page – Event coordinator
1 Week out – Announcement e-mail from corporate – Event coordinator confirms
Confirm meeting with presenters
24-48 hours before event – Reminder e-mail via personal e-mail, include NI sales team – Lead
Optional – Phone call reminder from Liz for confirmed attendees
Send attendee list to Field – Event coordinator
Print off attendee list – Field
Send Field info on what food has been ordered and when it will be showing up – Event Coordinator
Pick up all remaining items not being delivered - Field
Day of –
Bring all items needed
Items needed: Projector, Cooler, Water, Soda, Pizza, Napkins, Plates, Cups, Name Tags, Markers, Literature, Give Aways, surveys, sign in sheet, wifi hotspot,
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User Group Best Practices
Key Items: Consistency, Advance Notice, Personal Touch, & Logistics
Consistency
- Same ‘Regular Lead (FSE/DSM)’ and ‘Senior Sponsor (ASM)’
- Same time of quarter (e.g., 3rd week of last month)
- Same night (e.g., Tuesday)
- Same format/agenda
Advance Notice
- Pick dates for the year in advance
- Book room in advance
- Start planning 2 months in advance (especially guest speaker)
- Send agenda out one month in advance – Post on-line, include in personal e-mail
- Use personal style for announcement (Hey Guys, it’s Logan and Travis again)
- Use a lot of detail – check Conan’s old agendas
- Send corporate e-mail 3 weeks out [Event Coordinator]
- Post on user group site 2 weeks out [Event Coordinator]
- If possible, have a backup presentation lined up in case of last minute cancelations. More important if you have more customer presentations.
- Encourage people to sign up for the website – Potentially have a give away for people on the group.
Personal Touch
- Send personal reminder e-mail 3 weeks prior and 1 week prior [Lead]
- Use personal style for announcement (Hey Guys, it’s Logan and Travis again)
- Make sure to include presenters on e-mail and/or e-mail separately to confirm presentations
- Introduce self to regular attendees, remember names
- Collect feedback and present on topics of interest to the group
- Local user presentation every time
- Major user presentation every other time if at all possible
- Active on user group site [Sponsor, Lead, and Coordinator]
- Have stuff to give away, especially shirts or something similar for presenters
- Have slides scrolling at the beginning of the
Logistics
- Beer / drinks
- Good food (e.g., Round Table pizza, not Pizza Hut)
- Minimize date changes
- Add people to mailing list regularly, remove people as requested
- Opt in option
- Anyone attending 2 of last 4 events
- Use Liz as master of the list for central point of contact
