Criteria to assess whether vendor is appropriate or not worth pursuing:

1) Guesstimate of interest level of group in product / or survey members

2) Well-known product (helps if you’re doing lots of PR to the non-member world)

How to find out about vendors/presenters:

1) Great reviews of their product

2) Other user group feedback

3) Member requests

4) Editor’s pick in a magazine in a particular area

5) Demonstrations at trade/computer shows

Types of Vendors/Presenters/Programs:

1) Software / hardware manufacturers

2) Public interest (i.e., writers editors)

3) Service providers

4) Home grown -- several members doing 15 minute mini-demos

5) Panels with topics (i.e., favorite utility, favorite shareware, favorite accessory)

HOW MANY?

1) Single vs. Multiple vendors

Single: More depth

Multiple: More variety (can have one for novices and one for more advanced users)

HOW TO GET THEM

Sources: Get contact names, info on them from:

1) Other user groups

2) Web

3) Marketing/PR Department

4) Computer magazines / advertisements

OTHER ISSUES BEFORE BOOKING THEM

How long in advance to book/work on booking:

1) Keep it close to try scheduling a lot of new products      

2) At least two months

3) Easiest, several months in advance (least stress)

4) Have list of other user group meetings in area so vendors can do several demos in one trip

POST BOOKING, PRE-MEETING

Information to provide vendor / get from them:

1) Do they need a projector, microphone, Internet access

2) Will their laptop communicate with group’s projector

3) Tell them how much time they will have for presentation

4) Give them a mailing address for sending paperwork, software, review copy

5) Ask them if they will provide / encourage them to provide user group discount price

6) Ask them to donate raffle prizes

7) Directions / map to meeting

8) Expectations of their presentation (i.e. technical level)

9) When they should arrive

10) How long they have to present

11) How long the meeting is

12) Send vendor write-up in newsletter

13) Confirm date 2-3-4 weeks before presentation

14) Give pager # or phone # for contact on meeting day

15) Keep logs of calls & e-mails

16) Have plan if vendor doesn’t show (i.e. panel -- have topics in mind beforehand)

AFTER MEETING

1) Send e-mail to thank presenter