In this post, I want to outline the steps for announcing a Northwest Arkansas Dot Net User Group meeting.  There are several steps involved and “flow” which needs to be followed.  This blog post will include the two event formats, i.e., detailed format and short format.  It will also include where the events should be published and how we announce the events to members.

1. Contact the speaker and confirm that he or she will speak at the event.  The speaker could be a INETA, regional or local speaker.  After you have confirmed with the speaker the date and location.  You will need to ask for the topic title, description and his/her bio.  This information will be used in the two event formats.
   
2. After you have gathered the information from the speaker, you can create the detailed event format.  This format will be used on the user group site and in the email notification that goes out to everyone from CodeZone.  It should include an introduction, title, description, presenter, swag, when, where, a link to NetMeeting session, add to calendar links create from spaces.live.com events and the link to RSVP on CodeZone.  Click on this event in the user group site for an example.

    

   The below could be used as the template.  Just fill in the TBD.

   FILL IN INTRO

   Title: TBD

   Description: TBD

   Presenter: TBD

   Swag: TBD

   When:
   Date
   5:30 PM - 6:30 PM - Sign in; Free Food; Networking
   6:30 PM - 6:45 PM - Intro and general group info
   6:45 PM - 7:45 PM - Presentation
   7:45 PM - 8:00 PM - Drawings for prizes

   Where:
   The Jones Center
   922 East Emma Avenue
   Springdale, AR 72764
   Room 113

   NetMeeting URL: TDB
   Meeting ID: TDB
   Entry Code: TDB

   Add to your calendar TDB (created from spaces.live.com events)

   Click here to RSVP on CodeZone!!!!!!!!!!!!

3. The next format will be a shorter version of the above format.  This will be what is sent to the community calendars, added to the description on code zone, and sent into MSDN Flash Newsletter.  Most importantly this format will include a snipr link to details of the event on our user group site.  This format should  include Who, When, Where, Speaker Name, Title and the snipr link for more details and to RSVP.  Below is a sample version that can be used.   

   The Northwest Arkansas Dot Net User Group will meet from 5:30 to 8:00 PM August 5 at Jones Center 922 East Emma Avenue Springdale, AR 72764 Room 113. Steve Walker will talk about "SharePoint Development: It’s all about the Features." This is a free event and RSVP is required . For more information, contact Zach Young at officers@nwadnug.org, or for more details and to RSVP go to http://snipr.com/2tw77.

4. After the formats have been written up, you should start posting the event information on the user group site and CodeZone.  Starting with the user group site first, you need to create an event in the calendar. 

   1. Enter the Title name from full detail event format and prefix it with NWA DNUG.

   2. Enter the Start and End times.

   3. Importance is always set to HIGH.

   4. The Category will be User Group Meeting

   5. Next copy the TBD format above and fill in what you have completed.  Different officers may complete each section.  Also do not check Send Reminder or Allow Enrollment.  We will send out reminders from CodeZone, which will provide an enrollment link to CodeZone.  Since we receive swag from CodeZone based on attendance at our meetings, we track everything on CodeZone.  Also CodeZone provides an online attendance form, which is really cool.

   6. The last part is including a link back to CodeZone for RSVP.  In the next step, I explain the process of setting up an event on CodeZone.  After you have created that event, you will need to come back and include the link back to this event in the user group site.  One thing to remember is that since your are a co-leader you will not be able to click to the “Register for event” page.  After the event is created on CodeZone it will include an event id.  Write this down or copy if from the URL.  The url for the “Register for event” page is the following http://www.codezone.com/UGEventView.CodezoneCom?EventID=????.  With this URL, replace the question marks with your new event id from CodeZone.  Then just make Click here to RSVP on CodeZone!!!!!!!!!!!! in the user group event point back to CodeZone so everyone can RSVP.

   7. Click the update button at the bottom to create the event.  Next you should create a snipr url of this event.  This will be included on the short version of the event format.  Copy this URL for CodeZone event setup.

5. Now open up CodeZone and create the event there.  Sign-in and click on our user group.  On the right side of the page you should see  Add New Event.  Below are the steps to follow.

   1. You can copy the same title from the user group site to Event Title on CodeZone.

   2. The URL will contain the snipr link back to the user group event.  This will contain all the details of the event. 

   3. Enter the start and end times.

   4. The the location information.  The Jones Center 922 East Emma Avenue Springdale, AR 72764 Room 113

   5. For the description copy the short format event.  This will also include the snipr link back to the user group site.

   6. Next pick the language and technology options.

   7. Go back and update the user group site with the link back to this event to RSVP.

   8. Double check that all links work.

6. After you have published the event in both the user group site and code zone, mark your calendar because you will want to announce the event to the user group members and to the community calendar.  You should start this process about three weeks out.  Most of the papers will not take events without a two weeks’ notice.  We also like to remind the members at this time as well.  Following are the steps for the announcement.

   1. Double check with the speaker about speaking.  Sometimes events are planned months ahead.

   2. Send emails to the community calendars.  You can send one email using the short event format.  Some allow you to post the event on their website.  Refer back to my post on who to send the event to.

   3. Within CodeZone find the event and click on Notify Users.  Select all members and move them to the right.  In the message you should copy the detail event format into the message.  Leave the “Please accept or decline the invitation.” statement.  This allows the member to accept the event.  Everything else can be removed if needed.  You can send the notification to yourself to review.

   4. Next the short event format should be submitted to MSDN flash.

In closing, this may be a long list of steps but after doing it a couple of times it will be easy.  You can always refer back to this post for help.