Start A User Group

There is no official Avid qualification process to declare your group part of the Avid User Community. Users tell us that User Group communities thrive with volunteer leadership and the reason for this is due to the User Group structure. If you're thinking of starting an Avid User Group and becoming a leader or participant, please check the best practices and guidance below drawn from existing Avid User Group leader experiences.

 

1. Look for an Existing User Group

Check to see if an Avid User Group already exists in your area. An Avid User Group may already be in your region but not close enough for you to travel. User Groups are generally accommodating and may be willing to expand to include your participation and your location. A list of local Avid User Groups -- including description, contact person, and meeting information -- can be found in the find a user group section of this site.

2. Start a New User Group

If there is no Avid User Group in your region, consider starting one. Email ugdiva@avid.comif you are interested in starting a User Group in your region and would like Avid to assist with this effort. Avid can help by sending a User Group interest notice to all the registered users in your region.

View sample outreach email

3. New! Request Your Free Starter Kit *

Our new Avid User Group Starter Kit has everything you need to make your group—and your meetings—successful. You’ll receive our Avid User Group manual; an official Avid User Group banner; a brochure display stand with preprinted brochures; a CD that contains forms, Avid logos and links; a resource guide; clip boards; raffle tickets; pens; name tags; and a few fun surprises—all packed in a convenient and portable rolling case that you can bring with you to every meeting. Kick off your first official meeting with style. Request your free Avid User Group Starter Kit today! *

* Note: Currently we are accepting starter kit requests for U.S.-based Avid User Groups only. If you are interested in starting an Avid User Group outside of the U.S., please send an email to ugdiva@avid.com.

4. Form a Steering Committee

Avid suggests that each region create a Steering Committee to share some of the leadership and logistical duties. A general steering committee is a group of at least 6 members from different companies, vendors, and universities. The steering committee meets once a month via phone or in person to plan up coming meetings, schedule speakers, and vote on general topics. Avid also suggests that once the steering committee is formed and the basic decisions are made on name and web site domain, that the group decides on clearly defined positions so members know what areas they are responsible for and what to expect from others.

5. Positions

Avid suggests that the Steering Committee for each region assign responsibilities to each committee member. Suggested positions with descriptions are listed below but any form of leadership is accepted.

The Steering Committee might consist of the following officers:

• President - Ensures that the bylaws of the regional Avid User Group are enforced. Attends all User Group meetings. Hosts board meetings and conduct special meetings as required. Appoints, with the approval of the board, any users to fill vacant board positions or committees as they become available.
• Vice-President - Attends general Avid User Group meets and all board meetings. Provides assistance to the President. Assumes the duties of the President in his/her absence.
• Secretary - Attends all Avid User Group meetings and takes minutes. Distributes meeting minutes and approved User Group issue resolution to committee members and other relevant parties. Provides meeting minutes to Web Developer for posting to the User group Web site.
• Treasurer - Responsible for all financial activities of the User Group. Includes handling accounts payable and receivable, record keeping, and providing financial updates to the Steering Committee.
• Equipment Coordinator - Secures and ensures setup of appropriate A/V equipment needed for monthly meetings and speakers.
• Programmer - Attends general User Group and board meetings. Schedules speakers for monthly meetings. Develops promotional material. Distributes materials to Web developer. Promotes meetings and events through Avid and to other Web sites and appropriate entities.
• Membership Coordinator - Coordinates invite email blast with Avid and any other marketing communications for meetings and events. Facilitates the meeting agenda and contacts speakers for bios and meeting confirmation.
• Web Developer - Maintains the Avid User Group Web page for the group with updates on meetings, events, speakers, etc. Maintains the User Group Web site for use as an outreach tool. Posts appropriate information on the site such as announcements, meeting minutes, resolutions, and links to relevant Web sites. Facilitates electronic communication among members.
• Hospitality - Attends Avid User Group meetings and board meetings. Secures monthly meeting venue, purchases refreshments for meetings, and sets-up refreshment and registration tables at each event.

6. Deciding on a Name

Avid suggests that each User Group come up with a name that can be associated with the region. For example:

• BAVUG = Boston Avid User Group
• ANYUG = Avid New York User Group
• ATUG = Avid Toronto User Group
• DVAUG = Delaware Valley User Group

7. Mission Statement

To help the region understand the User Groups focus and direction, the steering committee should create a mission statement of the User Group purpose and goals. The mission statement gives members, new and old, information on what they should expect from the group.

Sample Mission Statement from the Orlando Avid User group.

"The Orlando Avid Users Group is an informal association of area professionals working in production, editing, effects and graphics. We are dedicated to informing and educating members about advancements in video and editing technology with a special emphasis on Avid products and techniques. As a user group, we have no official affiliation with any other group, trade organization or corporation. Avid Technology supplies certain technical tips and techniques, which are published on this site, as well as occasional logistical support for meetings and speakers. The policies of the Orlando Avid Users Group are determined by the steering committee and we welcome any user input or comments to make the meetings or this site a better resource."

The mission statement should reflect when meetings are held or at the least set some parameters for members.

8. Creating a User Group Web Site

Avid suggests that each User Group create a Web site that lists their mission statement, most current meeting date, the meeting agenda, and location (including directions). We also suggest using the Avid User Group name if possible as the domain name for the site. Example would be BAVUG.org (Boston Avid User Group). Also include on the site: a survey form asking the membership what they like and dislike, any suggestions for future meetings, tips and tricks, links to important industry technologies and forums, and a registration section to increase membership. At this time, Avid does not offer Web hosting or server assistance; however, we do provide links, logos, names of current User Groups, tips and tricks, etc. to those groups who participate in the Avid User Community.

View sample survey

9. Meeting Information

Avid User Group meetings should be consistent and held the same time each month. For example, the Boston Avid User Group holds their monthly meetings on the first Wednesday of the month. Venue should also be consistent unless a meeting is held for a special purpose. Examples of this would be a pre-NAB gathering in Las Vegas or a summer picnic get-together. Notices should always be placed on the User Group Web site well in advance.

Sample from the Boston Avid User Group:

"The Boston Avid User Group has been in existence since 2004. The group will hold monthly meetings beginning in February 2005. The meeting happens the first Wednesday of each month, at 6:30 pm. Occasionally, the date, time and location may change so please check the site for updated meeting information."

10. Speakers

The Avid User Group steering committee is responsible for securing speakers. Avid will provide assistance and leverage our partner community whenever possible. Encourage your committee to secure industry leaders or users within the community to speak at your user group. Please give speakers notice at least six weeks in advance. Additionally, case studies often ensure a successful User Group meeting especially when handouts are provided and the presentation is interactive.

Interested in having Avid provide a speaker for a User Group event?

Avid is often called upon to provide insight into the future of digital media solutions, showcase new products, and educate our user community. Avid personnel frequently are asked to speak at industry events and Avid User Group meetings. If you would like to have one of Avid's staff speak at your User Group event, please contact ugdiva@avid.com via e-mail.

11. Raffle

Avid and our partners periodically supply promotional giveaway items for Avid User Groups. You may use these items to attract new members or maintain existing members.

12. Launching the Group

Once the Web site is created and the first meeting date and location have been established, steering committee members can request that Avid send out a meeting invitation to all users in the region via email. These invitations are standard for all Avid User Groups. The steering committee is required to provide Avid with agenda content and speaker outlines.

View sample meeting invitation

13. User Group Registration List

Each Avid User Group should be responsible for keeping its own mailing list of members and notifying them of upcoming meetings. It is suggested that your steering committee secretary work with the user community to keep the list up to date.