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An SAP Inside Track (SIT) is a local grassroots community organized event where SAP Community Network members come together to share knowledge and expertise and to network about SAP related topics. Often these sessions are web-casted and recorded to accommodate multiple time-zones.
Organizing an SAP Inside Track may seem like a big task, but with the help of this page and some SAP Community Network friends, it can be done with relatively little effort and with bigger impact. Below are some guidelines.
There are two things that are highly encouraged, for activity tracking purposes:
Tools to help you plan and organize the event (most of these are free)
Registration tools: EventBrite/Google Forms
Survey tools: Google Forms/SurveyMonkey
Social Media tracking tools: Keyhole/Hastagify/Hootsuite
Initiate a meet-up in your city with people who are willing to help you make the SAP Inside Track happen. You could check out SCN and connect with the topic leaders from your country.
Co-locate with a user group meeting is possible to increase attendance and support. For example: ASUG Chapter Meeting in North America.
Try to host the event when it is convenient for your target attendees; you can even host on a weekend or have a half-day or night event. Consider any other events in your city (trade fairs, festivals, etc.) which can be a massive impact on the hotel room. Have a look at the Events Wiki Space to see the dates of other already announced Inside Tracks.
Supplying conference rooms for an SAP Inside Track is an excellent opportunity for your employer to present itself in a positive way to SAP professionals. This is a strong argument if you want to persuade your employer to sponsor the event.
Check out with local SAP if no dedicated venue is already available for partners and social events. For example, in Belgium, SAP Belux and its’ partners have a great place called SAP Lounge.
One great SAP partner that you could reach out to is SAP PRESS which would provide 10% discount on all books for SAP Inside Track attendees as well as a few free books to give away during the event!
Create a blog here to announce your SIT and to corral speakers, attendees, and even sponsors! A great example for content is here. (Suggested pre-event blog title format: “SAP Inside Track Milan 2015, April 10.”) You can also directly e-mail potential speakers and attendees too.
Create an EventBrite for registration. You can copy this sample EventBrite for your event. Remember to give them a reminder at least 2 weeks prior and a few days before the event.
SCN wants to support your event through the official SAP Community Network channels on Twitter, Facebook and Youtube . Please contact katarina.fischer@sap.com to find out how to promote through SCN social media channels before, during and after to promote your success with the event.
As most local SAP professionals don't know about these events (read: “Make local SAP aware that Communities and SAP Mentors exist and do matter!”), get in touch with local SAP employees to promote your event internally. For example, SAP Belux has internal newsletter called “TAM TAM” sent out every Monday internally.
If possible, you could also challenge local press, ICT specialized magazines, etc. to publish your invitation to the SAP Inside Track.
On your blog, include the sessions, the presenters, and the topic. To generate more interest for your event, post the agenda before the event so that people have a better idea of why they should attend your SIT. You can also put together more than one track per session for different interest groups. Remember to allow time for networking.
At the event:
Test EVERYTHING before the actual event; this includes: live streaming, recording, Wi-Fi, projectors, presentation slides, demos, and even power outlets.
Room Hosts:
Each room should have an assigned room host who is familiar with the technology and infrastructure in the room: loud speakers, phone, projectors, Wi-Fi, flipcharts, electricity, office furniture, air conditioning, lights, windows, and so on. The room host should be present and support speakers while they set everything up and get ready for their presentation. The room host should also agree on signals for "10 minutes to go," "5 minutes to go," and "stop" with the speaker and deal with any source of noise and unrest during the presentation so the speaker can concentrate on delivering the actual session.
Make sure most presentations could be done offline with a back-up copy on pen drive.
Firewall:
Test for the network protocols that are likely to be used in internet connections: RDP (for Amazon AWS cloud access), YouTube, and others. Ask presenters ahead of time if they are going to need any special internet connection that might be blocked by your local firewall.
Optional: Live Streaming & Recording Sessions:
If there are SAP Employees that are helping with the event. Get them to learn SAP Connect well and have a web camera and Polycom (if available) ready.
If you don't have an SAP Employee to help out, you can register at ustream.tv and use that for broadcasting and recording. Make sure that there is a person doing the recording and watching the chat, so that the online participants get a chance that their questions are answered. Caution: If using Adobe Connect, you might experience echoes and such; Test in advance and if available, use a Polycom.
Make sure there’s enough coffee and water for the whole day. If you’re serving lunch/dinner, make sure to take into account attendees’ dietary requirements.
Having a blogger and photographer makes it easier for you to promote the impact of your event in a post-event blog and e-mail to attendees and stakeholders.
You can use keyhole or hashtagify to track the number of posts, reactions, and impressions of your event. Be sure to include #SAPMentors, #SCN and #SITXXX in all posts.
Post-event:
Thanks & Good Luck!