AUG Cookbook--Format

Format of AUG

We experimented with a lot of different formats for User Groups and ultimately settled on this one as a standard AUG agenda. This schedule is designed to make it easy for you to structure the AUG as well as know where to devote time and resources.

Registration 0.5hr
Roadmap 0.5hr
3 speakers 1.0hr (10min speech + 10min Q&A)
Break 0.5hr
Birds of a Feather 1.5hr
Wrap up 15min
Networking 1.0hr

The AUG format above requires about 5 hours. We have found it best to start registration at 13:30 and wrap up between 18:30-19:00.

Registration

Registration should last approximately thirty minutes. Name badges should be laid out on a table and participants are required to sign in on a register. It is the responsibility of the administrator of the event to provide name tags and document who attends the conference (including emails). That information is then to be provided to Atlassian for our records.

During registration participants should receive an agenda of the day's events, detailing the agenda, and mentioning the speakers as well as their topics of discussion. They should also receive a User Group evaluation form that Atlassian will provide. These forms must be collected after the wrap-up is completed. It's the responsibility of our partners to collect evaluation forms and provide them to Atlassian.

A white board should be made available that clearly indicates to participants that they can write down topics/questions of interest that can be discussed during Birds of a Feather.

Roadmap

The roadmap will be conducted either in person by an Atlassian representative or by pre-recorded video that we will provide.

Speakers

Generally, user groups should have no more than three presenters (non-Atlassian). Speakers are generally allotted 10 minutes to speak to keep the topics interesting and diverse. It's your responsibility to inform speakers of their speaking time as well as provide A/V equipment, a laptop with the presentation if the speakers don't have their own, projectors, WIFI, etc to facilitate their speech. It's also the responsibility of our partners to assure that presenters do not run over time with their presentation.

Atlassian is available to help find presenters for User Groups. To ensure the best experience for attendees, we may pre-screen speakers.

Once speakers are confirmed, an intro PowerPoint slide should be recommended for them to use which should include: name, company, which product they use, how many users, pages, or issues, contact information etc.

We ask that presenters facilitate the question and answer period as well as after each presentation and also give a brief introduction for each new presenter to facilitate the flow of the user group.

Break

During the break, refreshments and food should be provided. This is also the time where Atlassian staff will consolidate the topics of interest placed on the white board into discussion groups. During this time, tables should be rearranged by partners as needed to facilitate Birds of a Feather.

Birds of a Feather

A BoF session is an informal meet-up at conferences, where the attendees group together based on a shared interest and carry out discussions. Ideally, there will be enough representatives from the partner and/or Atlassian to facilitate each table's discussion. These discussions are meant to be constructive. We ask facilitators to keep the BoF session on track, encouraging problem solving and limiting criticism that is not constructive.

Wrap-Up

The wrap up gives participants a chance to ask Atlassian representatives questions, inquire about specific concerns or vent their issues. Participants should also be reminded at this point that evaluation forms need to be completed and passed in.

Networking

Food and refreshments should be made available. There is no set agenda during the networking period. It's a time for participants to network with each other, our partner and Atlassians.