PASS Chapter Guide

1
PASS Chapter Guide

• Summary of how to set up and run a PASS Regional
  Chapter

2
Table of Contents

• Introduction
• Starting a Chapter or Group
• Chapter / Group Organization
• Membership
• Chapter / Group Meetings
• Sponsorship Programs
• Services and Activities
• Contact PASS

3
PASS Chapters

• PASS chapters and groups exist to help facilitate
  education and a knowledge exchange among
  developers, architects, DBAs, users and managers
  with an interest in Microsoft SQL Server
  technologies.

4
Starting a PASS Chapter

• The first step in launching a local chapter or
  group is to verify that PASS does not already
  have one operating in your geographical area.
• The best place to check is the PASS website at
  http//www.sqlpass.org/chapters.html or contact
  PASS directly

5
Establishing a Steering Committee

• PASS recommends putting together a Steering
  Committee of volunteers to get the user group
  started. It is recommended that you organize a
  committee of 3-10 volunteers to be responsible
  for meeting, discussing and agreeing on the goals
  and plans of the group.

6
Initial Steering Committee Meeting

• Be prepared to discuss and make decisions on the
  following
• Name of chapter or group
• Mission statement, structure, legal status,
  constitution, and bylaws
• Investigate type of business status, file all
  necessary paperwork, purchase insurance if
  recommended and create additional infrastructure
  as needed
• Mission and goals of your chapter or group
• Location, dates, time and frequency of meetings
• Organizational structure and choose interim
  officers
• Possible speakers and topics and program plans
  for the first 3-5 months
• Sponsors (for food and beverage/meeting space)
• Survey attendees for their interests and needs
• Plan for services or activities to offer
• Determine budget
• Establish dues based upon projected members and
  budget for services

7
Initial Chapter Meeting

• Initial PASS Chapter meeting agenda
• Chapter Mission/Vision/Purpose
• Presentation on PASS (PASS will provide a
  PowerPoint Presentation)
• Introduction of the Chapter Leadership
• Award door prizes or giveaways
• Allow networking time
• Survey for future organizational direction
• To enhance the gathering, consider securing a
  vendor to sponsor food and beverage.

8
Initial Chapter Meeting

• Initial PASS Chapter meeting agenda
• Chapter Mission/Vision/Purpose
• Presentation on PASS (PASS will provide a
  PowerPoint Presentation)
• Introduction of the Chapter Leadership
• Award door prizes or giveaways
• Allow networking time
• Survey for future organizational direction
• To enhance the gathering, consider securing a
  vendor to sponsor food and beverage.

9
Follow Up

• PASS realizes that starting a chapter or group
  may seem overwhelming. PASS will be behind you
  through every step of this process, and we are
  here to make sure that your chapter or group is a
  success. If you have any questions or concerns,
  please do not hesitate to contact us.

10
Follow Up

• PASS realizes that starting a chapter or group
  may seem overwhelming. PASS will be behind you
  through every step of this process, and we are
  here to make sure that your chapter or group is a
  success. If you have any questions or concerns,
  please do not hesitate to contact us.

11
Chapter/Group Organization

• Groups that take the time to plan and carry out
  that plan are the most successful.
• The following slides provide information to
  assist you in developing a good strategic plan
  for
• Mission Statement
• Governing Documents
• Bylaws
• Federal Tax ID
• Dues
• Recruiting Volunteers
• Management Structure
• Ethics

12
Mission Statement

• A mission statement is necessary to keep a group
  on track when considering new activities.
• The stated purposes or goals in a mission
  statement will help prevent misunderstandings.
• The mission statement should be consistent with
  and support PASS mission, which is to provide
  our members with a forum for education,
  facilitate networking, and influence the
  direction of SQL Server and related products and
  services.

13
Governing Documents

• Bylaws describe the basic structure of the group.
  They are the operating procedures of the group,
  with rules for operating together and a process
  to change these rules.
• Federal Tax ID is needed if your chapter or group
  plans on collecting money. There are additional
  steps you must follow if you choose this route.

14
Dues

• If you do decide to charge membership fees, the
  dues are normally assessed to cover the
  anticipated expenses of holding meaningful
  programs, agendas, and a monthly newsletter.
• Over 95 of the active PASS chapters or groups
  have currently elected not to assess any
  membership dues, they have chosen to completely
  support their chapter or group operations through
  sponsorship programs, raffles, and donations.

15
Recruiting Volunteers

• The most successful way to recruit volunteers is
  to first identify specific projects and then
  speak with volunteers on an individual basis.
• A good place to begin is to include a check box
  on the membership and/or renewal form to identify
  skills and interests.
• Mention that volunteers are needed at meetings,
  send out an email blast with this request, and
  also place information on your web site.
• Recognition or additional perks can often
  increase volunteer participation.

16
Management Structure

• The responsibility for running a successful
  chapter or group should never rest with just one
  individual. Most have volunteer offices and a
  board of directors and/or steering committee.
• A detailed sample listing of positions can be
  found within the PASS Regional Chapter and Group
  Guide.

17
Ethics

• Often chapter or group members or officers are
  also employed in the computer industry as
  consultants or in the retail channel. It is
  important that these relationships are kept
  separate from chapter or group activities,
  especially for officers and other leaders so
  there is no conflict of interest.

18
Membership

• The following three slides provide information to
  keeping your membership alive and growing
• Recruiting New Members
• Retaining Members
• Understanding Members Needs

19
Recruiting New Members

• There are many successful techniques for
  recruiting members.
• Be sure that there is a new user or mentor
  program to make the new members feel welcome and
  involved.
• A good way to get new members engaged is to
  construct a membership kit.
• The experts can assist the beginners and the
  beginners will keep the experts interested.

20
Retaining Members

• Do not let your existing members drift away.
  Retention is an activity that should be addressed
  often.
• Retain members by sending out renewal notices
  with plenty of lead-time before memberships
  expire and offer a discount on renewals versus
  new membership. Send reminder e-mails if you do
  not receive their renewal. If these tips do not
  work, call members who have not renewed.

21
Understanding Members Needs

• Chapter or group leaders need to know members
  interests to provide appropriate speakers and
  programs. It is important to continually survey
  your membership to better understand the needs
  and concerns of the constituency that you serve.

22
Chapter / Group Meetings

• Regularly scheduled meetings are the cornerstone
  for any chapter or group.
• Discuss current projects, inquire for help with
  technical issues, bring in outside speakers, plan
  non-profit assistance projects, and coordinate
  with other groups in the area.
• Consider using the PASS speaker database.

23
Chapter / Group Meetings (contd)

• The following nine slides provide useful
  information to a successful chapter / group
  meeting
• When To Meet
• Meeting Format
• Meeting Location
• Members and Guests
• Programs
• Door Prizes
• Food Beverage
• Event Box
• Event Remainders

24
When To Meet

• One of the most obvious keys to successful
  meetings is making sure you choose the right day.
  
• Pick a meeting date/time/location and stick with
  it. The same time for every event makes it easy
  for all members to plan in advance.

25
Meeting Format

• A standard agenda usually includes a minimum of
  business and announcements, question and answer
  session, and one or two feature presentations or
  demonstrations.
• One of the most important things to plan for is
  sufficient time for interaction between members
  and the featured speaker or presenter.
• Plan to have the same agenda every month and
  stick to it.

26
Meeting Location

• Equally important as a regular date/time is a
  consistent meeting location.
• Possible meeting facilities include schools,
  colleges, libraries, hospitals, churches, or
  hotel conference rooms.
• Make certain before the meeting begins that the
  correct equipment and necessary electrical power
  will be available.

27
Members and Guests

• Attendance is usually open to members,
  prospective members, and guests.
• Membership badges are appreciated to help members
  get to know one another.
• Guests are often provided with different colored
  badges so that members can identify them.

28
Programs

• Program selection should start with a review of
  the interests identified by a member survey.
  Consider that chapters or groups draw a diverse
  mix of skill levels.
• Plan 3-6 months ahead and plan to have one or two
  backup contents in case of cancellations.
• When recruiting speakers, be aware that expertise
  of the subject does not always make for a good
  presentation.
• Handouts should be encouraged wherever possible
  to allow sharing of information with those
  members unable to attend.

29
Door Prizes

• Door prizes have become a common part of many
  chapter or group meetings and through PASS
  partnership with Microsofts IT Pro Council and
  other vendors, Official PASS Chapters will be
  able to receive donations such as software,
  books, and discounts when available.
• Some groups draw door-prize winners from member
  names, badges, or completed membership surveys,
  and some groups require that a winner write up a
  review for the newsletter in order to keep the
  prize.

30
Food and Beverage

• Although food and beverage is not always
  necessary, it helps draw people, especially if
  the chapter or group meeting is planned after
  work and during dinner hours.
• Try to get your sponsors to pay for this expense
  directly or ask the members attending to bring a
  few dollars to cover pizza and beverages.

31
Event Box

• Create an event management box using a locked
  plastic tote that can be stored at the meeting
  location with items needed at an event such as
• Name tags
• Fishbowl
• Drawing tickets
• Sign-in sheets
• Evaluation sheets
• Banner
• Pens/markers
• Clock/timer

32
Event Reminders

• Event reminders by email work very well to ensure
  member attendance. Include the date, time,
  agenda, topic, sponsor information with previews
  of upcoming future events to build interest.

33
Sponsorship Programs

• Corporate sponsorship is a great way to help
  defray the costs of running a chapter or group.
  Such as the local Microsoft office.
• Sponsorship opportunities can exist in the form
  of allowing use of meeting facilities, hosting
  your web site, providing refreshments, product
  giveaways, etc.
• Also, vendors will often furnish guest speakers
  who give product demonstrations or new product
  announcements.

34
Services and Activities

• A chapter or group needs more than a common
  interest and a monthly general meeting to retain
  its membership.
• The following five slides provide additional
  activities that will help increase and attract
  new and enthusiastic members
• Member Communications
• Internet Presence
• Special Interest Groups
• Provide Training
• Community Services

35
Member Communications

• Some form of communication piece should be sent
  to members at least once each quarter. Such as a
  newsletter, hard mailing, email notice, or other
  communication that updates members on what is
  happening in the chapter or group.
• Send out meeting reminder announcements one week
  prior to the meeting and also the day before.
• Ask your members to forward meeting announcements
  to all of their friends who might be interested.

36
Internet Presence

• A web site accessible to members is a popular
  service. Forums allow for information exchange 24
  hours per day and serve as a method of
  communicating among members. You can post a
  message on the forum that describes your problem
  and receive an answer or solution within a few
  days.

37
Special Interest Groups

• General meetings may not to meet the needs of a
  large number of members. One option is to
  incorporate smaller groups of members with
  similar interests called SIGs (Special Interest
  Groups). With SIGs, members are accommodated
  according to interests, expertise, or locality.
• Some possible SIGs include
• Data Warehousing and Business Intelligence
• Database Administration and Deployment
• Database Application Development
• Professional Development (i.e. Certification
  Study Groups)

38
Provide Training

• One of the most important missions of many groups
  is to provide education to their members on the
  use of computer technology.
• Training sessions at SIG meetings, seminars,
  workshops, or regular classes are offered by
  chapters or groups to both members, and often,
  the general public.

39
Community Service

• Your group will reap the benefits of greater
  visibility and recruitment of new members by
  participating in projects that help to make a
  difference in your community, while providing
  great personal satisfaction.
• Such service activities include providing
  assistance with SQL Server to another non-profit
  group or participating in various community
  events.

40
Contact PASS

• 203 North LaSalle - Suite 2100Chicago, IL 60601
• Tel [phone]Fax [phone]
• www.sqlpass.org
• chapters_at_sqlpass,org