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How to Start a Local User Group... and Keep It Going!

How to Start a Local User Group... and Keep It Going!. Agenda. User group purpose ISUG structure Creation of a user group Formalization of a user group User group maintenance. User Group Purpose. Provide mechanism for sharing common experiences Technology and knowledge transfer

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How to Start a Local User Group... and Keep It Going!

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  1. How to Start a Local User Group...and Keep It Going!

  2. Agenda • User group purpose • ISUG structure • Creation of a user group • Formalization of a user group • User group maintenance

  3. User Group Purpose • Provide mechanism for sharing common experiences • Technology and knowledge transfer • Case studies/experiences • Tools (Sybase and 3rd party) • User created utilities • Direct link to Sybase • Influence product direction

  4. International Sybase User Group (ISUG) • Independently incorporated entity • ISUG Mission • Establish a communication network amongst Sybase, Inc. users and Sybase management • Provide a strong advocate for user issues • Institute a forum for users to influence future directions of all Sybase, Inc. products • Maintain an effective channel for Sybase to communicate important information to users

  5. HAS MANY HAS MANY HAS MANY ISUG Entity-Relationship Diagram Local User Group Regional User Group m m 1 Sybase Database PowerBuilder Any Sybase, Inc. Product Europe North America Japan Asia/Pacific Latin America 1 ISUG 1 Internet Mailing Lists Meetings at Conferences Special Interest Group m

  6. Regional User Groups (RUGs) • Defined on geographical boundaries • Provide communication mechanism between local user groups and ISUG • Structure of RUG varies by region • North America is subdivided into 5 smaller regions • Europe has elected officers at the RUG level

  7. RUGs (continued) • Regional User Groups (RUGs) • Europe • North America • Virtual User Groups/SIGs • RUG Director is a member of ISUG Board of Directors • New regions will form where there is interest and demand, run by committee

  8. Local User Groups (LUGs) • Established on a geographic location • Users within a small geographic location (1 to 2 hours travel) • Self-governing, independent organizations • ISUG does not mandate the organization or structure of a LUG • Chartered LUG status granted if 60% of a LUG’s membership, mailing list, or average meeting size are ISUG members

  9. Chartered LUG Benefits • The Sybase User Group Formation and Operations Guide • Access to Sybase Speakers Bureau • Interaction with other LUGs • Presentation/Newsletter ideas and samples • Meeting advice (such as “how to run a vendor fair”)

  10. Chartered LUG Benefits (continued) • ISUG Technical Journal • 1 Free User Conference Registration • 1 Free Advertisement in the ISUG Technical Journal or Assistance with 1 Mailing • New Benefits Continually being Developed

  11. Special Interest Groups (SIGs) • SIG Director is member of ISUG Board of Directors • Electronic Forums • SIGs utilized in Enhancement Requests Process • Meetings held at conferences

  12. Initial Steps ofUser Group Creation • Identify other dedicated users • Assist in identifying interested members • Organize initial meeting • Coordinate an organizational meeting • Plan in detail the first meeting • Agenda • Location • Date/time

  13. Contact Sybase • Contact Aline Martin (User Group Marketing) at Aline.Martin@sybase.com or 925-236-7525 • Contact local Sybase account manager(s) • May provide contact names of potential members • May send mailing to customer base announcing initial meeting • May arrange for or provide the first meeting site, speakers, and refreshments

  14. Advertise Initial Meeting • Bulk Mailings • Post agenda on Internet • Sybase-L listserv • comp.databases.sybase • Sybase, Inc. sponsored newsgroups (www.sybase.com) • ISUG will post meeting announcement on web site • Notify local newspaper with press release

  15. Formalization • Establish timetable for ratifying the organizing committee • Elect officers (President, V.P., Treasurer, Secretary, etc.) • Elect a steering committee or board of directors • Organize Committees • Bylaws • Enhancements • Communications/Newsletter

  16. First Meeting • Feature one prominent speaker in order to draw users • Invite local Sybase office staff • Allow time for user interaction • Have each members introduce themselves and their involvement with Sybase products • Provide breaks which allow users to interact • Encourage questions • Survey users in order to identify topics of interest

  17. Determine Membership Qualifications • Organizing committee or group members determine the membership qualifications • Some qualifications may include • Sybase license holders • Individuals associated with Sybase licenses • Sybase employees • 3rd party vendors • Software consultants • Employment recruiters

  18. Incorporation • Process varies by state and country • Provides members a limited liability • Provides centralized management • Clarifies the duties of officers/directors • Corporation will require by-laws • Filing of tax return probably required • Consult local insurance broker

  19. Meeting Frequency • Determined by members • Most LUGs meet quarterly or monthly • May meet more frequently as group becomes more organized • Some SIGs have only electronic forums

  20. Meeting Sites • User sites • Vendor sites • Sybase offices • Hotels and meeting centers • Universities

  21. Finances • Finances required vary by group • 2 main cost items • meeting sites • newsletter/mailing costs • Ways to minimize cost include • Conduct meetings at user sites • Utilize email and web sites to announce meetings and publish newsletters

  22. Finances (continued) • Alternatives for member provided funding • Collect annual membership fees • Collect meeting attendance fees • Alternatives for non-member funding • Allow vendors to sponsor meetings and mailings • Sell advertisements in newsletter/mailing • Sell advertisements on web site

  23. Presentation Ideas • Other LUG newsletters and agendas • ISUG Technical Journal • Speakers Bureau • ISUG Conference presentations • Utilize Speakers Bureau benefit • Identify local presenters • Solicit ideas from members on an individual basis

  24. User Group Maintenance • Delegate responsibilities!!! • Continually recruit new volunteers • Incorporate new activities • Panel discussion • Exhibit hall • Discuss new products and technologies (e.g. internet or application servers) • Establish meeting dates and locations in advance (maybe for entire year)

  25. YOU DON’T HAVETO DO IT ALL! • Delegate, delegate, delegate, delegate!!!! • No task is too small to delegate • Responsibilities that can be delegated • Phone calls • Vendor presentations • User presentations • Newsletter editor • Newsletter mailings • Advertisements • Exhibit hall • Formatting agenda • Membership • Sybase contact

  26. Summary • ISUG structure allows for independent local user groups for all Sybase, Inc. products • User group organization and maintenance is the same no matter which Sybase, Inc. products are discussed • ISUG can assist in creation of any user group • Each user group has its own personality and structure (ISUG does not mandate any structure) • Key factor in success is the group ofdedicated organizers

  27. Read More About It • User Group Formation & Operations Guide

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