Local Groups Starter Kit

Table of Contents

• How do I create an ACCU Local Group?
• Running Safe Events
• Local Group Funding
• Sponsorship of Local Groups by Companies
• Affiliated Groups

How do I create an ACCU Local Group?

Fantastic, you want to create an ACCU Local Group. Building a community is one of the greatest activities that you can do for your local software development community; it will pay you back many times over in fun, personal learning, fellowship and opportunities.

Below are the instructions on how to do this.

Note: We talk about Group Coordinators as opposed as to Group Leaders to emphasize the community nature.

1. Find a couple of like minded folks who would like to form a local group.

Pre-requisite - only ACCU Members can form and run an ACCU Local Group.

Read the ACCU's Code of Conduct and satisfy yourselves that you can follow it.

2. Write to the Membership Secretary** saying that you would like to create an ACCU Local Group. Include the following:

• suggested name for the Group;
• locality of Group;
• name of Group's Coordinator;
• Group Coordinator's email address; this will be used for communications with the ACCU Organisers and amongst the Local Group Coordinators.
• Coordinator's ACCU Membership Number;
• you have read and sign up to the ACCU's Code of Conduct; and
• the sort of events you would like to run.

3. Following any clarifications this will be forwarded to the ACCU Committee for approval.

4. Once approved these are the typical group creation actions. These are organized by the Membership Secretary**:

• create a Meetup sub-site;
• create a Group logo (which is to be consistent with existing logos);
• add Group Coordinator to accu-localgroups email list; this is a low traffic controlled membership email list for communication between the ACCU Organisers and amongst the ACCU Group Leaders;
• announce to the community on accu-general & accu-members;
• add group to ACCU's Local Groups page;
• create a dedicated local group email list (if needed); and
• so that the group’s Coordinators can be contacted create a poc.GROUPNAME@accu.org email list. (poc="Point of Contact")

Running Safe Events - DRAFT

We want all our events to be safe, enjoyable and to run without incident. To do this we need to minimize any risks and to respond appropriately if an incident should occur. Consider these and any other risks in your event planning and determine your risk control measures and contingencies.

• Ensure the venue has public liability insurance, ask to see the insurance certificate.
• Ask to see the venue's fire and electrical certification/documentation and check it is valid.
• Determine the venue’s fire limits e.g. the maximum number people a room is allowed to have. Do not exceed these limits. Turn people away if a limit is exceeded.
• Determine the venue's emergency evacuation plans for fire, earthquake, severe weather etc. These are to be communicated to group at the start of each session.
• Determine the plan if someone falls ill or is hurt, e.g. is there a first aider on site. Just call the emergency services.
• If providing food and drink, ensure allergy information is provided.
• Determine a plan if someone is disruptive e.g. due to being intoxicated.
• At the start of the session let the group know where the toilets and other key facilities are.
• Provide guidance on how to get to the event. E.g. nearest parking. Public transport links.
• At each session review the venue for hazards e.g. trailing cables, protect the group from them (e.g. by using anti-trip strips) and inform the group of hazards. If a ceiling projector needs adjusting ask the venue staff to do this and ensure it is done safely.
• If alcohol is provided ensure soft drink alternatives are available.
• Ensure all electrical items are safe. Any doubts don't use.
• If you have a local facilities/HSE person contact then for their advise on running a safe session.

Local Group Funding

1. Local groups are expected to cover their own costs. The ACCU covers the costs of Meetup, the ACCU Website and the ACCU email lists.

Note: Local group meetings are to be free (of charge) to attend; members and non membership can attend.

2. The ACCU has some limited resources which can be used to cover one off/exceptional costs which can't be met by other means. The ACCU Committee has to approve all funding requests and approval must NOT be assumed.

3. To apply for funding please write to the Membership Secretary**. Include the following:

• what you need;
• why you need it;
• by when;
• how much (in GBP including any currency exchange costs); and
• alternatives considered.

4. Following any clarifications this will be forwarded to the ACCU Committee for approval.

5. You will be notified of the decision.

6. Requests can be sent in at any time and if urgent, to be clearly marked as so.

7. A complete set of receipts are to be sent by email to the Treasurer before a payment will be made. Please keep originals in case they are required at a later date.

Sponsorship of ACCU Local Groups by Companies

These notes are guidelines on how an ACCU local group can go about seeking sponsorship for their meetings from commercial organisations and what the sponsor might expect in return. The intended scenario is a company hosting an ACCU meeting.

1. Publicity

1.1 In any publicity material the ACCU logo should be above, and at least as big as, the sponsor's name or logo. This is to make it clear that the event is being run by ACCU.

1.2 Publicity material must not be worded such that it appears that ACCU is endorsing or promoting the sponsor or any product of theirs.

1.3 Publicity material should make it clear that the meeting is "sponsored by" the sponsor.

1.4 If the sponsor is providing the meeting room, they can and should be mentioned in any publicity. If the sponsor is providing a speaker, the speaker's name should be followed by " from/of " so that it is clear the speaker is affiliated with the sponsor.

2. Money

2.1 Sponsorship is expected to take the form of assistance with putting on the meeting: providing a meeting room, refreshments, lending AV equipment etc, or providing a speaker. It does not have to be directly financial.

2.2 Sponsorship is not expected to be in the form of a cash donation. If it is offered, financial aid should be limited to reimbursement of costs only. General donations direct to ACCU are a separate matter and should be addressed to the treasurer either directly, via a committee member, or via the local group.

2.3 The sponsor should not be allowed to make money from the event. For example they should not charge an entrance fee.

3. In Return

3.1 The sponsor should expect to see their name in any publicity material.

3.2 If the sponsor is hosting the event they should be allowed to send their own attendees. Since most meetings are open, and openly publicised, this will not be exceptional.

3.3 If the sponsor is hosting the event, every effort should be made to keep the meeting open, to allow third parties (i.e. non-sponsor, non-ACCU member) to attend. It has to be expected that this might require pre-registration or other reasonable security measures. We do not want to exclude prospective new members, and local meetings are a valuable recruitment tool.

3.4 If the sponsor chooses to record the talk for their own purposes, they should make the recording available to ACCU, and accept that it may be made publicly available.

Affiliated Groups

There are some groups with whom we have a common interest and hence by the process of affiliation we can form a mutually beneficial relationship. As an affiliated ACCU Group you still maintain your group's identity and control/responsibility for your group (the ACCU doesn't take this on in anyway), and you don't need to be a member of the ACCU. The benefits of being affiliated with the ACCU are:

• cross promotion of events - this means you can use all ACCU communication channels to promote your events;
• can make requests for funds from the ACCU Committee;
• entitled to receive free copies of ACCU Magazines to give away at events;
• you can say that you are "Supported by the ACCU" in your communications;
• we work together on ensuring our events in a similar area don't clash;
• entitled to join the ACCU local group coordinators email list; and
• collaborate on joint events.

In return the ACCU asks that you:

• display the ACCU logo on your site, e.g. as a sponsor;
• acknowledge the support of the ACCU at events;
• every now and then promote membership of the ACCU; and
• at the relevant times of the year promote presenting at and attending the ACCU Conference.

The ethics and values of your group must be compatible with the ACCU's Code of Conduct. It must be possible for the ACCU's Membership Secretary or delegate to join your group.

To become an affiliated ACCU Group write to the Membership Secretary. The request will be passed on to the ACCU Committee for consideration. Once approved we will list your group on the ACCU local groups page and inform the ACCU Members.

Either party can cease the affiliation at any time. At that point the ACCU logo and the phrase "Supported by the ACCU" must be removed from your site and communications. Your group's listing will be removed from the ACCU local groups page.

**The Membership Secretary may delegate to the Committee Member responsible for Local Groups.

Page last changed 23 January 2023.