Oracle: Organizing Not-for-profit Functions Tips by Burleson Consulting

There are many superb Oracle users groups, all dedicated volunteers who work selflessly to benefit the community of Oracle database professionals.  Some of these groups are trying to expand their good work by having regional users group conferences where like-minded Oracle professionals can share ideas and knowledge.

However, the bounds of self-sacrifice are tested when an Oracle user group attempts to hold a regional event.  Conference areas must be booked (and deposits paid for in advance), conference fees managed and many other time-consuming chores. 

Remember, it's not always ethical to contract with "investors", so-called conference organizers who will want to take a share of the profits.  As a group of non-profit volunteers, you are challenged to find a way to manage a regional Oracle users group conference without tainting your status by hiring profiteers. 

Everybody likes to help a volunteer group, and many can say "Hey -- it's for a good cause" to justify coming to your Oracle event.

Here is a model that has worked out quite well for other users groups conferences.  It minimizes risk, maintains your reputation as a group doing good works, and best of all, it does not drive you crazy with the challenge of planning a conference with balancing the demands of job and family.

Guidelines for a successful Oracle event

Any Oracle Users Conference requires a commitment to money and time, but you can get vendors to pre-pay this burden.  Once created, you can rely on your groups word-of-mouth and get free ads in Oracle Magazine Users events section. 

For highest attendance, your topics must be super-hot and your sessions must be by "proven" speakers.  You cannot afford to risk too many unknown speakers, especially for your keynote.

In sum, planning your own Oracle users conference is not an insurmountable task.  By following a few guidelines you can make your conference a great way to raise funds for your group to help the community:

• Solicit Vendors, not members - The major Oracle tools and hardware vendors are very generous with funds to help support volunteer user groups.  These generous vendors can pay the costs of speaker travel and cover your up-front costs for down-payment on a conference area.  In return, most Oracle users groups will allow the vendor to advertise, usually distributing freebies (pens, yo-yo's, etc.) to your attendees.
   

• Find the top speakers - To draw a crowd from neighboring areas, make sure to get the session rating from other Oracle users group conferences such as IOUG and RMOUG.  By booking the top speakers you can get attendees from a wider area and increase your cash.  Most of the top speakers will volunteer their time, and it's customary for the Oracle users group to find vendors to pay their travel expenses.
   

• Avoid scheduling profiteer courses -  It's important to offer unique content and you might not want to purchase a session from anyone  Buying content from a traveling lecturer may not help your conference to be special and unique.  If you pay for a seminar, your conference becomes just another stop on someone's training circuit. 
   

• Emphasize your non-profit status - Make sure that potential attendees know that this is a fund-raiser, since people love conferences where their fees are "given back" to the comminute.  Sadly, there has been a rash of companies who provide Oracle conferences under the guise of a user group name, but in reality, they are money-making ventures for investors.  Before attending any Oracle "User Group" conference, be sure to verify the credentials of the group.  Legitimate Oracle user groups have active volunteers to contact for references and many have not-for-profit or charity documentation.

Once you have secured the conference rooms and speakers, you can determine a fair price and market your conference via the many channels of the Oracle user group community.

Most Oracle conferences emphasize their value to the student.  By getting volunteer speakers and vendor-paid expenses you can offer a huge value to attendees.  As of July 2006, the average rate for individual classroom training is between $300-$600 per student, per day. 

So, offering a two-day conference for a total of $695 is a good value for everyone.  In addition, you can have giveaway free tickets for deserving college students.

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