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Roundtable Outlines
TOPICS
1. ADVERTISING - Does your user
group solicit advertising for your newsletter?
a. If not, why not?
b. If so, discuss the following:
Local advertising: How do you get it? What do
you charge?
National advertising: How do you get it? What
do you charge?
c. Do you have an advertising manager? Is he a volunteer or on
commission?
How do you feel about paying commissions for
newsletter advertising?
d. Do you have an advertising policy? As to amount or type of
advertising accepted?
e. Do you have an advertising contract? Any special terms?
f. What is your payment policy?
g. What do you need to attract advertisers?
1. A one-page information sheet about the size of the group, the size of
the publication,
the number of mailings per year, the circulation, purpose of your
organization, purchasing power
of your members. Supply demographics. List the names and titles of key individuals
in the group. List rates, billing policy, deadlines, discounts, art format requirements,
contact and where
to
send materials.
2. Good Newsletter content.
3. Select an appropriate rate
4. Finding companies - random calling, personal contact is best.
5. Record Keeping-. Set up a procedure for billing, receipt of materials, and
follow up. Keep
a small database of advertisers so that you can call or email them again for
repeat business.
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2. MAKING MONEY FOR YOUR GROUP - Does your
group have money raising events?
a. If not, why not?
b. If so, discuss:
Shareware sales, flea market sales events, auctions,etc.
Paid donations for software drawings?
Sales at meetings by members, vendors. Why or why not?
A resource center in a mall can give good exposure where you have some
computers with games and kids can come in and play for a
small fee.
An extra piece of software from a vendor for a drawing and raise about
$1,800 a year.
Put all the internet servers providers names and what they charged and
sell the disks.
Training classes,
Sold advertising,
Raffling off large monitors,
Auctions of members donated computer related items,
Cups, hats, t-shirts with the group’s name and logo.
Affinity programs to raise money by combining into a large buying
group. Vendors will offer discounts to the individual
members while giving money back to the organizations.
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3. FACILITIES - Where does your user
group hold its’ meetings, SIGs, training seminars? Have offices?
a. Type of facility. Capacity in relation to membership. How many attend?
b. Do you pay for your space? If so, how much? How do you pay for it? If not,
how did you get it?
c. If you have an office, who mans it? Paid or volunteer? Services conducted
at office?
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4. EQUIPMENT - What equipment does
your group have? What equipment should it have?
a. Is it insured? At meetings? In members homes, etc.?
b. How do you manage the equipment? Who keeps equipment between
meetings? How does it get
to meetings?
c. Do you loan or rent the equipment to others? If so, whom. Fees
charged, if any?
d. Is your equipment insured?
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5. INSURANCE - Does your group
have liability/property damage or loss insurance?
a. If not, are you aware of the potential liability of being sued for
damages? Are you a corporation?
b. If you do, how/where did you get the insurance? Type of
insurance? Cost? Coverage’s?
c. Do you have property and equipment insurance? Type? Cost? Coverage’s?
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6. SPECIAL INTEREST GROUPS - What types
of SIGs does your group have? Discussion? Training?
a. How does your group get SIGs started? Sign-up sheets? Newsletter
information?
Meeting announcements? Other?
b. Is there a minimum attendance required?
c. How are they run? Who are the leaders?
d. How does your group notify members about SIGs and their content?
e. Is there a formal SIG policy/procedure sheet or manual? Is it
desirable?
f. Where do SIGs meet? How are meeting places obtained?
g. Does your group conduct hands on training seminars?
Format, fees charged, equipment used, costs of
facility and leader?
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7. MEETING FORMATS - What types of
activities do you have at your meetings?
a. Vendor presentations- How many? How long? What types?
b. Member presentations?
c. SIGs: Do you have any before, during, or after the meeting?
d. Q & A sessions: Do you have one?
e. Drawings: Do you have one? What format? Who may participate? How do
you get software?
Are any donations required to participate?
f. Membership tables, membership orientation, swap tables, library
sales, etc.: What do you have?
g. Do you have vendor tables? If so, policy and charges?
h. Do you conduct any business at your regular meetings? (not
including annual meeting). If so,
what business?
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8. VOLUNTEERS - How do you go
about obtaining volunteers?
a. Do you have a volunteer coordinator?
b. Do you solicit volunteers on your membership application? If so,
how?
c. What is the best way to obtain volunteers?
d. Do you have a Help Line (listing of members willing to help with
questions?)
e. What do you do to prevent volunteer burnout? What should you do?
f. Special benefits/rewards for volunteers? (Certificates, plaques,
recognition dinners, etc.).
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9. SOFTWARE EVALUATION PROGRAMS - Do
you have one?
a. If not, why not?
b. If so, discuss:
How do you obtain software? Who does the
evaluations?
Does person who runs evaluation program also
obtain the software? Is there one person or
a
committee?
How are evaluators selected? Are they
qualified? If so, how? Who makes selection?
Do evaluators keep the software after
evaluation?
What guidelines are there for written
evaluations?
How do you track the software and the
evaluation process? From receipt to conclusion?
How do you give feedback to vendors? On good
reviews? On terrible reviews?
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10. AWARD PROGRAMS - Does your
group have an awards program for volunteers?
a. What format is used to present awards?
b. What are the awards?
c. Who receives the awards? How is this determined?
d. When are awards given? Annual meeting? Awards dinners? Other?
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11. SHAREWARE LIBRARY PROGRAMS - Does
your group have a library program?
a. If not, why not?
b. If so, discuss:
What type of library do you have? How is the
library organized? Categories, types of disks, etc.
Who determines content of library?
Do you charge for programs from library? How
much? When can members get programs?
Who obtains the programs? Where are they
obtained? Do you pay for them?
Who buys the disks? Do you sell blank disks?
How much is charged? Who determines?
When and where do you sell programs?
How do you sell programs?
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12. PUBLICITY & PUBLIC RELATIONS -
Does your group have a program?
a. If not, why not?
b. If so, discuss:
How do you publicize your group?
Are meeting announcements sent to local media?
Which media?
Are special news releases made?
Do you have a speakers bureau?
Is local TV and radio coverage being
solicited?
Are brochures available and distributed? By whom?
Where?
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13. COMMUNICATIONS & THE INTERNET
a. Does your group have a BBS?
b. If not, why not?
c. Is so, discuss:
Who pays for the equipment? Where is it located? Who
is eligible to use it? Fees to use it?
What functions does the BBS perform?
Are there guidelines as to what members may discuss
on the BBS?
Do you provide email services?
Are you connected to the internet? If so, explain
the arrangements.
d. Does your group have a home page?
If so, what information do you provide
about your group?
Is there a description of the groups’
activities? Its’ membership?
Are there announcements of current
matters of interest such as meetings, presentations, SIGs, etc.?
Is the information kept current?
What other information should be
provided?
Are there email links? Counters? Links
to other groups such as APCUG?
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14. PROGRAMS - Who is responsible for
programs in your group?
a. Do you have a policy on programs?
b. What type of programs do you have? Outside vendor presentations?
Member presentations? Other?
c. Have you thought of aligning your meeting date the day before or
after other groups in the area,
and
attempting to work cooperatively with them?
d. How far in advance do you book vendor presentations?
e. Do you have a standard FAX or letter that outlines information
about your group to send vendors?
f. Do you have a standard FAX or letter that supplies meeting
information and local accommodations sent to vendors?
g. What equipment do you provide a vendor for their presentation?
h. Do you follow-up before a meeting to reconfirm the vendor
presentation? When?
i. How many presentations do you have at a meeting? How much time do
you allot a vendor?
j. Do you send a thank you letter after the meeting?
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15. NON-PROFIT & CORPORATE STATUS
a. Should your group be a corporation? Why or why not?
b. Does your group have a Federal 501 (c)(3) tax exempt status?
c What are the advantages? Federal and possibly state income tax
exempt, donations to &
personal expenses for, are deductible, group qualifies for lower postal rates, and
use of Federal, State,
local government, and other non- profit organization’s facilities! A nonprofit
organization is not prohibited from making a profit; the prohibition is against the distribution of any
profits to the members, officers,
or directors of the organization.
c. How do you go about obtaining It? Should you be a corporation?
d. Have you obtained the 501(c)(3) kit from APCUG? From User Group
Connection?
e. Have you obtained IRS Publication 557? - "Tax Exempt Status
for Your Organization"
f. Have you obtained IRS Package 1023? - "Application for
Recognition of Exemption"
g. Requirements: Not for profit, Educational, Public, activities
benefit community, cannot be political.
h. Articles of Incorporation & by-laws must limit group to one or
more tax exempt purposes, must state that
upon dissolution, all assets will be distributed to exempt organization,
government or for a
public purpose.
i. What does it cost?
j. What is required in application?
k. How long does it take?
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16. USER GROUP DATABASES
a. Do you have a database of members? Why should you?
b. What software is used? What information is included in the
database?
c. How is the database updated? From what materials?
d. What uses do you make of the database information? Do you rent or
sell any of the information?
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17. DUES & FEES
a. What are your dues? Is there a dues structure (individuals, family,
corporate, etc.)?
b. Do you have calendar year dues or are they on an annual basis from
date of membership?
c. If on a calendar year basis, what do you charge when people join in
mid year, after 8 months, etc.?
d. If on an annual basis from date of membership, how do you notify
members at renewal time? Who does it?
e. What privileges does paying dues entitle members? What is not
included?
f. What other fees are charged to members? Do you charge for SIGs? For
drawings? For
library programs? If so, what do you charge?
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18. RUNNING A USER GROUP - (for
Presidents or aspiring Presidents)
a. Do you set goals for the coming year? In writing? In newsletter? Do
you have a plan for improvement
of the group? Do you know the
weak areas that should be addressed? Do you know how you will do it? Do
you put the group ahead of your personal feelings? Do you use volunteers that
you personally do not like, keep your
feelings to yourself, pat them on the back and get them to work for the group?
b.Do you personally call your committee persons regularly, let them
know you are interested and appreciate what they
are doing even if you do not have any other reason to call them? Do you give
credit
and recognition to others for good ideas and performance, or do you take the
credit? Do you
retire non-functioning or poorly functioning committee heads diplomatically,
instead of saying you are
fired? How?
c. People are the foundation of any successful organization. Do you
have a mechanism to solicit volunteers? Do
you personally solicit volunteers? How?
d. Executive meeting agendas - Do you do your business at executive
committee meetings instead of at
a general meeting? What should
and should not be included? Do you regularly caucus directors and
others before a meeting and discuss agenda
items that may be new and controversial? Are you willing
to
change your ideas or drop them from the agenda if you find they are not going to
be accepted at
the meeting? Or are you stubborn, and put the items on the agenda anyway because you
believe in them?
e. Executive committee meetings - Are your meetings short or long? Do
you refer minutia to committees
or individuals? Do you refer
items that will take much meeting time to committees? If an item that
you believe in is not accepted by the board, do you accept the vote
gracefully?
f. Do you lead your group or do you let it lead you? ( Are you a
passive or active leader?). If in
caucusing you find what
you think is a good idea will not fly at a meeting, do you forget about it
entirely? Or do you keep promoting it
until you can obtain a majority of the board to understand and accept it? Do you
know when to forget about "a good
idea" because it will not be accepted by your board?
g. Are you enthusiastic about your group and do you convey this to
your people?
h. Do you invite members with ideas and criticisms to come to your
executive meetings? Do you take
the time to explain
why certain things are done when subject comes up? Do you ask members who
propose new ideas to chair a committee to
develop same?
i. Do you review the goals you have set at the end of the year
and evaluate your progress? In writing?
In the newsletter?
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19. NEWSLETTERS
a. How often is your newsletter published? How is it distributed? If
by mail, do you have bulk or
preferred rates?
What are they?
b. What is the format of your newsletter? What type, weight of paper
do you use? How is it
composed? What software? Why?
c. What is included in newsletter? Columns, articles, reviews,
SIG information, minutes, classified ads,
BBS lists, Help directory for members,
Library information, membership information, coming
programs, calendar of events, etc.?
d. Do you have a newsletter statement including disclaimers? What type
of disclaimers?
e. Do you have an advertising Policy statement in newsletter?
f. Do you have a shareware library disclaimer in newsletter?
g. Who prints it? What does it cost? Who takes copy to printer, picks
it up, and mails newsletters?
h. Do you take advertising? Do you limit advertising? What is your ad
policy?
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20. USER GROUP FINANCES
a. Is your Treasurer elected or appointed?
b. Do you have monthly financial statements? What software is used?
c. Do you make budgets at the beginning of each year? If so, do you
have a separate capital
expenditure budget
and operating expense (income-expense) budget? Explain!
d. Who signs checks? How many signatures are required?
e. Who approves expenditures? Are there any discretionary petty cash
amounts?
f. Where do you keep your funds? Is the account interest bearing? Are
there bank service charges?
g. Is there an annual audit/review of the books?
h. Do you have back up copies of the financial data in event of fire,
etc.? Are they on separate premises?
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21. VENDOR RELATIONS
a. Who contacts vendors? In what capacities? Should there be one main
point of contact or more?
b. Does your group review software that they receive, and send
published reviews to vendors?
c. Does your group send thank you letters to vendors after a
presentation?
d. Do you try to have specific subject SIGs work with applicable
vendors?
e. Do you notify members of vendor user group specials? How?
f. Have you thought of giving a certificate or plaque for vendor
presentation of the year?
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22. MEMBERSHIP
a. Do you have a membership committee? Or membership chairman?
b. What are their responsibilities?
1. Do they collect dues or does the Treasurer?
2. Do they greet new members and give them
group orientation help?
3. Do they solicit new members?
c. Is there a membership form? Does it request information on
equipment, software used, SIGs
and
volunteer activities in which member is interested in participating?
d. Do you distribute a membership brochure to libraries, computer
stores, chamber of commerce, etc.
to publicize your
group?
e. Does your group solicit new members through booths at computer
fairs or other events?
f. Do you have a detailed membership database?
Who keeps the database? What software do you use?
Who has access to the membership
database? To the
membership list? Do you give out the list to vendors? Rent it?
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23. DEMOGRAPHIC & MEMBER PREFERENCE
SURVEYS
a. What are the potential benefits of user group surveys? How may
results be used?
b. How do you go about starting one?
c. Are you familiar with survey software available?
d. Have you obtained copies of the APCUG surveys or ones performed by
other user groups?
e. What information should be requested on the survey? What format?
Paper or magnetic?
f. Should member name be on survey or should it be anonymous?
g. What incentives can you give members to participate?
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24. MANAGING GROWTH
a. Does your group have a long range plan? If not, why not?
b. If so, discuss:
Why a long range plan?
What a long range plan should include?
(Mission statement, financial, specific goals, etc.).
What length of time should it cover?
Who should be on the committee?
Do you revise your plan regularly? If so how
often?
b. What steps may be taken to keep the personal touch in a large
group?
Discuss separate meetings for novices and
advanced users, special roundtable computer
discussion groups.
c. What choices do you give members at meetings as far as events that
run simultaneously?
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25. USER GROUP HOME PAGES
a.Why should user groups have a home page? Advantages, disadvantages.
b. What should be included on a user group’s home page? See other
group’s home pages.
c. User group’s activities, meetings, special events, SIGs, contact
persons, etc.
d. How do you create a home page? What software? What are the
mechanics?
e. How do you insert graphics?
f. How do you create the links between pages, to contact’s email?
g. How do you place a counter on a page?
h. How often should the pages be updated?
i. How many members should have the ability to change the home pages?
j. How do you publish the files to the server?
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26. NEW MEMBER ORIENTATION PROGRAMS
a. New member packets - Written intro, software intro on disk.
New member kit should be prepared and include
a copy of a couple of recent
newsletters, a list of officers, a list of volunteers/SIG leaders, a list
of member e-mail addresses, the by-laws.
b. Greeters for new people walking into meeting.
c. Using the membership form to find out about
activities they would like to attend and which they
would volunteer to help, and following up to get them active and involved.
d. Introducing them to other members who have common computer
interests.
e. Getting them out to SIGs.
f. Mentors for new members
New member meeting at general meeting where mentor
can explain the user group goals,
functions, procedures etc. The mentors should pass out a "new member form"
which asks for the
equipment, software, experience and specific first/second areas of interest. New
members should be encouraged to seek
out the volunteer in their area of interest and introduce themselves, thus
providing a personal contact for the next meeting.
The introductory meeting should take no more than 15/20 minutes. The
new members should then join the meeting in session. The coordinator of the
new member meeting should call each of the new
members to remind them of the next meeting.
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27. OBTAINING GRANTS (submitted by Joan
Dineen)
1) Arrange a meeting BEFORE you start any paperwork. Learn as much as
possible as to why they
are giving
grants. Slant your application in that direction.
2) Once you get the paperwork, MAKE A PHOTO COPY OF THE FORMS, so that
you can complete the copies
before you set the final work to the official forms supplied by the grantor.
3) Write the QUESTION, and then the ANSWER on your documentation, so
that every question
is
answered in full. Never omit any answer! In some cases, it might be N/A, but say
so.
4) After the document is complete, have someone who knows NOTHING
about your business (computers) read over and comment. Then make copies and give a couple of your officers each
one to
add
suggestions or ideas.
5) Don't be afraid to ask for a lot, they can always scale down your
request.
6) Carefully state how many people you serve, your growth potential
and what you will do with the
funds. Be VERY
specific in a GENERAL way.
7) They may ask for a budget, but a one year YTD actual will often
due. Small groups don't actually
have budgets.
8) Show what your group is doing to help pay. Don’t expect the
grantor to do all the expense coverage.
9) Turn in your paperwork in person, if it is allowed. Ask that it be
briefly reviewed to see if everything
is there. If
something is missing, tell them when you will have it. Ask when they will
finalize their
results, and
be patient. Grants do not happen quickly. Don't bug the grantors.
10) Include material that might be helpful. Recent newsletter copies,
membership list, newspaper ads,
or copies of public service announcements that you have sent to radio stations,
etc. Do not supply
them
with a carton of paperwork!
11) Announce to your general membership that you are going apply
for a grant so that they can put in
a good word about the group with any member of the grant committee they may
know.
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Page last updated
08/30/2005
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