Introduction

What keeps your local tech community gatherings (User Group, SQL Saturday, and others) is you, your team, and your events. What might be obvious to some, might not obvious to all – having no events, no activities in your tech community will erode the foundation of your community and will lead to its demise.

Yes, we all agree that 2020 and 2021 have completely changed the game of running community events with many mature in-person events downsizing or completely closing its doors due to COVID and the local regulations that came with it. At the same time, is not to say that you can’t run events. If your local regulations are preventing you from running an in-person event, just run a virtual event, at least for the time being. And while virtual events are not a full replacement for in-person (primarily due to completely missing out on the networking aspect), it’s still way better than no event at all.

Problem

While the cost of virtual event is close to none and it requires less preparation, it’s does require new skills. Running a virtual event is very different than in-person, but it also much easier than in-person event. So, what do you to go from organizing in-person event to a virtual event?

Solution

For your user group monthly meeting, all you need is you (and maybe a backup person just in case), catch all tech support email account, tools to organize the event (Eventbrite.com), some marketing campaigns to promote the meeting, and some experience (and patience for few hours) with Zoom/MS Teams/other remote meeting software of your choice. If you want to go fancy, some familiarity with TechSmith Camtasia and YouTube would be needed to record and share recorded session.

If this is going to be a full day event with multiple rooms like a SQL Saturday event, you would need a great team of volunteers, catch all tech support email account, tools to organize the event (Eventbrite.com/SQLSaturday.com/Sessionize.com/and few custom Microsoft Forms), well thought through marketing campaign to promote the event and decent familiarity with software to run a long remote meeting. If you want to go fancy, some familiarity with TechSmith Camtasia and YouTube would be needed to record and share recorded sessions.

Great Team

You would need a team of really dedicated volunteers to moderate virtual rooms, preferably one volunteer dedicated per each virtual room for 8 hours.

Marketing

You need to involve email marketing, social media, but more importantly you need to reach out to organizers of similar events to help you out reaching out wider audience.

Consider adding Meetup to your marketing toolbelt. Please reach out to ms-data at microsoft.com to join Azure Data Tech Groups and get your Meetup cost comped by Microsoft.

Remote meeting software

Here you need to decide on Zoom, MS Teams or something else, get comfortable with it, have few dry runs with volunteers and speakers, setup 8 hours long meeting per each virtual room, and pray for it to work flawlessly.

To conclude

The Data Driven Technologies Team is running Los Angeles Data Platform User Group virtually for 2-3 years now. We have also organized and delivered 2 Virtual SQL Saturday in Los Angeles events (2020 and 2021).

If you need help, I am here for you. Let’s me help you with running your virtual event with handholding and guidance. I can help you out with everything your need – technology tools, marketing, speakers, attendees, sponsors, etc…

I want your User Group, SQL Saturday event and more importantly SQL Saturday brand to stay relevant.

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