HUG Organizer Quick Start Guide

HashiCorp User Group Quick Start Guide

Thank you!
Thank you for being an organizer of your local HashiCorp User Group! We love to see community members growing our worldwide network of HUGs. We hope you find this guide to be a helpful asset in developing a successful HUG meetup in your city.

Please email hugs@hashicorp.com if you have any questions. We are happy to schedule a quick chat with you.

What is a HUG?
HUG stands for HashiCorp User Group. HUGs bring together HashiCorp community members in person for presentations by peers, workshops, knowledge sharing, exchanging of ideas, and meeting other practitioners and TDMs.

These events are meant to be simple, user oriented discussions. Most of the Meetups you run should focus on reaching the people and covering 1-2 topics.

Purpose

  • Sharing knowledge and exchanging ideas
  • Establishing thought leadership
  • Bringing together community members to learn from one another
  • Education should always be the focus of the meetup, not socializing
  • Empower and equip attendees to evangelize for HashiCorp

Logistics

  • Planning - HUG co-organizers
    • Secure venue / catering
    • Secure speaker(s)
    • Create Meetup event pages
    • Track RSVPs
    • Post meetup responsibilities
  • Registration - Meetup
  • Data points - Splash

Cost

  • We are able to help with some of the cost but ultimately it is up to the organizers to lean into sponsors.
    • Stickers
    • Swag for raffle

Registration

  • Participating co-organizers will create Meetup event pages
    • Track RSVPs
    • Manage waitlist

Planning a HUG

  • A meetup consisting of 50 to 60 people will typically cost around $500. Alternatively, if you are able to tap into your network to source the food & drinks, and speakers, then you are typically able to avoid any steep costs to the HUG.
  • It is often a good idea to find some local company sponsoring food and beverages, but at the beginning it may be hard to do, so you can get help from https://opencollective.com/cloudflarecollective (they will pay for your food in exchange to the logo on your meetup). Read terms. It works.
  • We find that people are eager to work with HashiCorp representatives. When someone signs on as a sponsor, it is important to add them as a sponsor to your HUG’s home page and allow them to pitch for 1-3 minutes at the beginning of the meetup.
  • Sponsors can provide the following:
    • Venue
    • Speaker
    • Food and beverages
    • Money in exchange for their logo being on the Meetup page and a “thank you” shout out during the event.
  • Plan the HUG one month in advance.
    • Confirm speakers, sponsors, venue, and F&B.
    • Announce on Meetup at least two weeks in advance.
  • Use the provided slide deck to have an intro slide up at the beginning of the meetup. You may consider including on the slide: Speaker name & Twitter/GitHub handles, wifi info, sponsor names, etc.

Promotion

  • Drop a request in the #social channel in the HUG organizer Slack and we will schedule social from HashiCorp channels
  • Social
    • Twitter
    • LinkedIn
    • Facebook
  • Dedicated graphic
  • Use a city specific hashtag
    • #CityNameHUG
  • Example:
    • Join us at the next San Francisco HUG. @sethvargo will be discussing @HashiCorp #Terraform! @Google is hosting. [link] [dedicated graphic]

Agenda

  • The format is flexible, but typically we find the following works well:
    • Monday - Thursday nights, beginning at 6pm
      • This may vary regionally and you know best what the local schedule tends to be.
    • 45 minutes - Guests arrive
      • Check-In
      • Food, beverages, and socializing
    • 30 minutes - Speaker #1, Q&A
    • 30 minutes - Speaker #2, Q&A
    • 30 minutes - Networking

Choosing a theme

  • We recommend focusing on 1-2 of our tools at a meetup.
    • For instance, if there was recently a major Terraform release, that may be a great topic to focus on that attendees are interested in.
  • Find 1 to 2 speakers that can speak on the selected topic.
    • Speakers are typically local community members using HashiCorp tools at their company.
    • Example talks may include how they implemented the HashiCorp tool stack at their company, a DevOps problem they had to solve and how they did that with a HashiCorp tool, or what unique issues they ran into in implementing a HashICorp tool into their existing infrastructure and how they solved those issues.
  • It is best practice to engage your community by sending out feelers for speakers + sponsors.

Venue Requirements

  • Plan on 40-50% of RSVPs to show up.
    • If the venue can accommodate 50 people, set a waitlist after 100 RSVPs.
  • Ensure there is enough seating for all attendees, a strong WiFi connection, projector, and screen.
  • Microphones are helpful but optional.

Food & Beverage

  • Meetups usually happen after work and people come hungry. It is important to provide food and water for attendees. Beer & wine are optional.
    • Ideas for food that have worked well in the past:
      • Pizza and salad
      • Thai catering
      • Mexican catering
  • It is important to provide vegetarian, vegan, and non-alcoholic options for all attendees.
  • For free events, there’s usually about a 50% attrition rate. Keep that in mind when ordering.
  • Consider providing food between talks if topics are rather different and people want to talk to speakers (food = miracle)

What should be done one day before the HUG?

  • Use Meetup’s messaging portal to contact attendees confirming the event and include any logistical details about the venue.
    • Where they can park
    • How to secure their bikes
    • How to get there on public transportation
    • Handicap accessibility
    • How to check in with security, reminding folks to update their RSVPs if there is a wait list
    • Example: Hi Everyone, I’m looking forward to seeing you at tomorrow night’s San Francisco HUG. When you arrive, you’ll check in with the security desk and show your ID. They will send you up to the 10th floor in the elevator. See you then! Best, Organizer name

What should happen on the day of the HUG?

  • Confirm with catering that food and beverages will be delivered on time.
  • If the venue requires any sort of check-in or registration, ensure there will be people working that table, leaving you to handle the other logistics of the meetup. Print the RSVP list in advance.
  • Name badges and sharpies can be helpful to encourage mingling.
  • Plan on emceeing (or assign an emcee) to direct attention, introduce speakers and make sure the schedule is followed.
  • To encourage people to sit closer to the speaker you can close an entrance to several rows at the end by turning chair 90 degrees (this helps a lot to make everyone talking and participating if a venue is too big)
  • Put up directional signs at the entrance and anywhere else needed such as arrows to the restrooms, along with wifi access info.
  • Perform a sound check & projector/screen check before the HUG begins.
  • Encourage attendees to post on social and tag @hashicorp.
  • Take a photo and post it in the Slack Org #general channel

What should happen after the HUG?

  • It is good practice to message your attendees and thank them for attending.
  • Additionally, this is a good time to let them know you are seeking speakers + venue for the next go-around.

HUG organizer Slack

  • Upon becoming a HUG organizer, we will invite you to our Slack org
  • Drop a “hello” in the #general channel and let everyone know of your new chapter
  • Please update your Slack profile with a photo and your chapter’s location

Good luck!

1 Like

Hello @katiereese317

How do one become a HUG organizer?

I will like to host some meetups in some cities in Nigeria

Regards.

Hey Fidelis! Good to hear from you. What cities are you targeting? We have a Lagos HUG and I’m happy to connect you with the organizer there. Otherwise, let me know your cities and I can help you launch chapters.

Hello katie

I am targeting Bauchi, Jos and Gombe.

They cities are an hour away from each other

I’m going to email you, Fidelis!

1 Like

I am interested for hyderabad Hashi user group community organizer.Please let me know the process for the same

1 Like

Hi Krishna! Thanks for getting in touch. Can you please reach out to me, hugs@hashicorp.com?