====== LUG Meetings ======

===== 0. Prep =====

  * create forums post
    * ask people for ideas on content, date and location 
    * hint: copy contents of previous meeting's post and update accordingly.
  * create shorturl
    * log into [[https://bitly.com/|bitly.com]]
    * create new link (either ''bit.ly/NOBLUGxx'' or ''bit.ly/WUELUGxx'')
  * update Group Information page 
    * add link to upcoming meeting's post 

{{:kb:bestpractices:meetings:post-template.png|}}


===== 1. Topic =====

  * Find a theme for the evening
    * once set, think about "artwork"
  * Find presenters for the theme

===== 2. Details =====

  * Pick a date and time
    * for WUELUG it's always 5 - 9pm
  * Pick a location

===== 3a. Finalise =====

  - Create art work 
    * find free stock photography that goes with the topic
      * eg https://unsplash.com/
    * add copy (what, where, when)
  - Create Eventbrite page
    * put image and text
    * update shorturl for event
      * either ''noblugXX.eventbrite.co.uk'' or ''wuelugXX.eventbrite.de''
  - Update forums post 
    * update text
    * add image
    * add date/time/location
    * add eventbrite link
  - Post to other locations
    * LV Discord server 
    * Invite to LabVIEWWiki Calendar
      * Invite the LabVIEWWiki as a guest (labviewwiki -at- gmail -dot- com) and include all relevant details
    * ...?
===== 3b. Update =====

  * keep both NI forums post and Eventbrite page up to date with changes to agenda or time/date/location


===== 4. Advertise =====

  * add entries to Zenkit Marketing Posts
    * post on usual channels with artwork and brief description
    * repost periodically (once a week?)

===== 5. Event =====

  * Use Eventbrite to track actual participants
    * only registered users who show up will be tracked for recertification points
    * look into using the Eventbrite app for that

===== 6. Post-Processing =====

  * update the Group Information page
    * move the "next meeting" item down to "previous meetings"
    * add the preliminary date for the next meeting three months in the future without link
      * eg "#21: March 2024" and the topic "Tbd."
  * send list of participants (Eventbrite export) to NI for certification points
    * Excel spreadsheets stored in ''\\Marketing\User Groups\xxxLUG\Meetings\''
  * fill in [[https://forms.office.com/pages/responsepage.aspx?id=mh-6h81EpkOwCG_bRaUgTm5Q0v_gp3FCtwnfRnwCYJxUNTlaMjQ4WjJBUkdPN1BDUDVSTk1QQzU1MSQlQCN0PWcu|NI UG Validation form]]
  * update the meeting's post with a summary of what happened and how it went
    * take previous (WUELUG) meetings' summaries as template
  * publish blog post

---- 

===== HSE Data Locations =====

<WRAP center round important 100%>
These locations are specific to our own HSE infrastructure. Feel free to copy the basic setup for your own user groups. 
</WRAP>


=== 1. NAS ===

Path: ''\\Marketing\User Groups\''

  * generic content about user groups
  * private data (eg. participants lists)

=== 2. Google Drive (public) ===

URL: ''/xxxLUG/''

  * default artwork
    * this serves as placeholder and template for meeting-specific artwork
  * meetings
    * one folder per meeting labelled eg ''NOBLUG00 2024-06''
      * marketing (folder containing art work etc)
      * photos (folder photos of the meeting)
      * any presentations etc
  * logo
  * misc. stuff


{{:kb:bestpractices:meetings:lug-nas-folders.png|}}

=== 3. Google Drive (internal) ===

URL: ''/Hampel-Soft/User Groups/xxxLUG internal/''

  * non-public things like brainstorming documents, member lists etc.