Oracle Usergroup meetings - Tips

Last week was Perfect: I could escape the project-managers for all but Monday and spent the rest of the week "working" remotely, while visiting two usergroup-events.

I had the pleasure to attend the DBA-Day from Oracle Usergroup Holland (OGH), and the Autumn Seminar from Oracle Usergroup finland (OUGF). Both events were Very Well organized and had excellent content.

Being lazy, I do hope some other enthusiastic bloggers will do a writeup of the interesting items from each event. Today, I have another priority on this blog.

I hope all of the the attendees had an interesting and productive time. And I would encourage them to tell their managers how useful these meetings are.

If anyone has to justify their Usergroup-Fees or cost, I always like to make the point that these groups are the only way to get information that is not totally-tainted by pre-sales. At a usergroup, you can hear how it really works, rather then how it is supposed to work. The unbiased (ok: less biased) information combined with the staff-motivational aspect, are probably the best business-case.


Evaluation forms

I know most usergroups are trying very hard to please their audience, their members and their sponsors with ever-present "Evaluation Forms", and I do fill in my share of forms.

I would like a quiet word with that one person at UKOUG events who always fills in 100% minimal scores on my presentations. I can only presume he is linked some some vendor that lost business because of my "simple" crusade.

I know for a fact that at least some of my comments to UKOUG have been read, and considered. Thanks Aimee, Rachel and all the other members of staff.
Those forms are useful, and I forward all the good comments to my boss.


Tips

As a regular visitor and presentor at Usergroups in various countries, I have compiled my own list of preferences and what I consider best-practices.

Mind, this is not criticism, but rather praise and encouragement. I full well realize that it is much easier to criticize then to construct. And I do applaud the volunteers and staff who organize it all.


So, at the risk of ridicule, here goes...


- Handcuff speakers to the table.
Do not allow speakers to run in, rush-ppt, and run away from the event. No matter how "celebrity" they are, they should allow time to discuss and mix with the (paying) audience. Find some incentive to keep the speaker after his talk. Allow approachability and discussion.

- Clean out the speakerlounge regularly.
Discourage speakers from hiding in speakerlounges. See above. Usergroups are for users. The mixing and hobnobbing with higher celebrities can be done elsewhere.
And for speakers: the information you pick up from listening to in-the-field users is often invaluable. Get out there.

- Provide a safe cloakroom.
Especially for those who travel with luggage-trolleys, it is very convenient to have a safe spot. It is one less worry, and ppl dont lug around the additional coats and other items (also a firehazard).

- Use simple timings.
Plan the start/stop of sessions on whole-hour, half-hour or quarter-hour, please.
Simple timing is easier to keep. When a speaker is sweating in front of an audience he doesnt want to permanently do time-math. And users wandering around or smoking outside will easier remember simple timings as well.

I sometimes had to fit a 45min ppt (+/-22 slides + some demos) into a slot between 14:25 to 15:10. Running it from 14:30 to 15:15 is just easier (me - I like simplicity). I know that staggered breaks are better for services, staff, crowd-control and exhibition-sponsors. I understand that, but it doenst mean I like the funny timings.

- A visible clock.
A nice big clock on the wall, visible to both speaker and public is a great help. See above.

- Breaks between sessions.
Breaks should be 15-20 minutes, please. In between all sessions. Breaks are meant for discussing the topics, for networking, for coffee/ciggies and for phone-calls/mails. A whole morning sessions with no break (because the speakers want to run away?) is tiring, and doesnt allow to digest and discuss the material presented.

- Simple Refreshments at Every Break.
Preferably Coffee (strong), Tea(ditto), water (still) and biccies (optional) at all breaks. IT ppl like we are run on coffee (and some also run on ciggies [link to Doug?]). And a cup facilitates mixing and networking.

- Provide some (walking) space during breaks.
The venue should provide sufficient space to walk around and mix (with cup of coffee in hand). Networking and listening to peers is such a very important aspect! Additionally, some of the attendees will want to return phone-calls and will appreciate some space to hide and speak.

- Provide Free wifi - Please.
Possibly negociate vouchers with venue if the wifi is payable. A lot of us want to stay in touch, or even verify what the speakers say on tinternet.

- Practical Food.
The Quality of the lunch needs to be Acceptable, but the food should mainly be practical, and easy to consume while networking. Sandwiches are perfect, hot soup is a big risk. The sit-down lunch in "Slough" is very Good (a much appreciated classic at UKOUG). But if such quality is not on offer, then make sure the food can easily be consumed standing/walking. Balancing a hot plate plus a glass in a crowded space can be awkward.

- Facilitate shared transport after the event.
Ask publicly, around lunchtime, if anyone wants to share taxi to trainstation or airport. The RMOUG has set the golden standard for this, AFAIK.
But it is plain funny to command 5 taxis separately and form a convoy to the trainstation. And sometimes a gentle soul even offers a ride from Solihul all the way to London (Thanks Dave!).


That concludes my pedantic advice
(I'm a consultant after all - I always want to impose some unsolicited opinion).

If it helps anyone, then fine. If you think all of the above is totally obvious or ridiculous, then I apologize for wasting your time (you should have stopped reading earlier - consultants are there to be ignored, remember).

See you at some Usergroup maybe!