Welcome and thank you for your interest in forming an Actuate user group in your region

Topics include:

• Benefits of forming an Actuate User Group
• How to get started
• How to receive Actuate corporate benefits (including up to $500 supplemental budget through Actuate based on costs submitted)
• Organizing your first meeting
• Keeping your group active

Benefits of forming an Actuate Regional User Group

Regional User Groups provide you an opportunity to network with other local users, share case studies and best practices, learn tips and tricks, and influence future product releases.

Be part of the unique Actuate community and take advantage of the following:

• Actuate Customer Newsletter – quarterly newsletter communicating goals and information pertaining to what is happening with Actuate.
• Actuate Regional User Group web page – find updated information about Regional User Groups in nearby regions including local contact information and important web links.
• Access to key Actuate speakers – such as Product Management and Product Development.
• Opportunity to voice your opinion – express your thoughts about what you’d like to see in upcoming Actuate releases and get key information to what has already been planned.

Getting Started

• The first step is to submit a New User Group Application Form. (NOTE: complete this form even if your meetings are already being held to ensure you receive additional support from Actuate.)
• Contact Actuate for assistance in starting a Steering Committee that will help plan and execute meetings.
• Create and submit group charter and bylaws.
• Maintain an open membership policy.

Planning Your First Actuate User Group Meeting

• Work with local Steering Committee to discuss meeting date, time, location, agenda topics, etc.
• Create the meeting agenda (see speaker selections below).
• Select meeting date and find meeting space central to users in the region.
• Contact Actuate User Groups with your meeting details for supplemental budget, registration and planning assistance. Actuate can also add your meeting details to the quarterly Customer Newsletter and the Regional User Group web site.
• Actuate Corporation will provide supplemental budget to finance your Actuate User Group meetings (not to exceed $500 per meeting based on submitted budget plans and limited on a first come, first serve basis).
• Create invitation – plan for mailed and/or e-mail invitation. Make sure there is a clear RSVP process to finalize meeting details. If you choose, Actuate can create and distribute these for you.
• Coordinate access to Actuate Corporation user database and bonded mail/e-mail house.
• Mail invitations out at least 3 weeks before the event.
• Provide food and refreshments for the final number attending.
• Review and finalize all details with Actuate Corporation two days before the meeting.

Speaker Selection

Speakers usually come from one of several sources: members of user group, Actuate Corporate, and Actuate Partners. When planning your meeting, be sure to open speaking opportunities to all members. As meetings should be planned to last between 2 – 3 hours, several speakers may be needed. Upon availability, Actuate Corporation can provide speakers from Product Development, Product Management, and the Executive staff. If any of these speakers are desired, make sure to contact Actuate Corporation before setting the meeting date to ensure speaker availability.

Final Note: On your Meeting Planning

Plan to hold meetings 1-2 times per year. To ensure continued membership, meetings should be extremely informative and beneficial to all those in attendance. Remember, these meetings are not marketing opportunities, rather, the opportunity for networking and education.

Maintaining your Actuate Regional User Group

The growth of your user group is dependent upon membership. We have many suggestions to help you build and maintain membership:

• Election of local Steering Committee – this provides a formal and planned organization with a single point of contact relating to membership issues.
• Utilize all available methods of communication – submit information to be included in the Actuate Customer Newsletter and the Actuate Corporate web site, also be sure to utilize access to local meeting distribution lists.
• Strong meeting content – ensure that the content of your meetings meet the expectations of your attendees. Include relevant topic information and training, include guest speakers. Consider the various experience levels among all the members.
• Hold regular meetings – commit to holding regular meetings and set group expectations.
• Member feedback – provide group members the opportunity for feedback through evaluation forms and direct access to elected members.
• Maintain member communication – develop a regional newsletter or regular communication vehicle to maintain member involvement.

Final Words

We hope this information was useful and helps you to start a successful Regional User Group. Remember to maintain regular contact with Actuate Corporation to ensure your continued success. Questions and comments are always welcome. Contact Actuate User Groups with any feedback.