Start a Camunda Meetup Group

Here is all you need to know.

Camunda Meetup Organizers Guide

You, our awesome community, make us who we are. We are delighted that so many people actively organize Camunda meetups all over the world and we want to support you in the best possible way to do the same.   

Creating a Meetup group can be a great way to connect with the wider community, get new insights about the industry’s latest developments, gain public speaking experience and help the local community grow their knowledge base. Organizing or participating in a meetup group can be highly beneficial for yourself, but it’s also a great way of giving back to the local community.

In order to get you started and enabling every interested community member to build up or contribute to a Camunda user group, we have created this handy guide. Experienced meetup organizer already? Feel free to contact us via community@camunda.com for additional guidance.


Good to know – in short

  • By signing up to be a Camunda User Group organizer, you are agreeing to abide by Camunda’s Code of Conduct and to ensure community group participants do so as well.
  • Use your connections to other existing user groups to spread the word, as well as to find speakers for your events. 
  • We‘re able to support you in several ways (see: Camunda event support). Always feel free to reach out, we’ll try to support you in the best possible way.
  • We created a Slack workspace for all our fellow meetup organizers. Once you are planning to initiate a user group, we are happy to add you.


What are Meetups all about?

At Camunda, we believe that exchanging ideas and learning about other user experiences is a great source of knowledge for everyone. We value the regular Camunda community Meetups that take place in a variety of locations. Essentially, the idea regarding a Meetup is to create a setting to bring together people that are interested in BPM and process automation, which will allow them to exchange user experiences and discuss the industry’s latest developments – including Camunda’s product contributions.


How to organize a Meetup?

We want to help you get started on your path of initiating a meetup group and running your events smoothly. Here are some best practices and tips to support you on your adventure.

Before starting a Meetup group

Before you get your own group started, please make sure that you‘ll have the bandwidth to feed the group with activity and be fully engaged in organizing each meeting. You‘ll be required to take care of the logistical arrangements, as well as the content of the events which also involves finding new speakers on a regular basis for example. Sometimes it might be better to (temporarily) join an already existing group, before starting the commitment.

Setting up the group

Camunda wants to help support your efforts in the best possible way. Besides helping you with the event organization (see: Camunda event support) we’re happy to set up the group for you on meetup.com and cover the organizer fees. To get the process started, just send us a mail to community@camunda.com. Once the meetup group is created, we will make you a co-organizer, so you have control over the group.

We’ll also create a title image for your group (see example below). You’re allowed to use other images for a Camunda User Group as well, we just ask that it doesn’t conflict with our brand guidelines.

Example: Camunda title picture for meetup.com

Meetup Agenda

Usually, Meetups are organized as an after-work event, starting with snacks and drinks followed by talks. If you feel that your local folks might be more likely to come at another time of the day (e.g. for a lunch and learn) this is great as well. You are the local expert and we completely trust your judgment when it comes to these decisions. 

Our best practice is to open doors 20-30 minutes before the talks are going to start so that everybody can arrive, grab a drink or something to eat, have chat with other members and get comfortable. It’s always great to have either two speakers, who each are willing to speak for 20-30 minutes, or one speaker who will speak for about 45 minutes. After each talk you should schedule some time for a Q&A session of at least five minutes. If there are any questions that could not be answered from a member of the group or you, don‘t worry and feel free to reach out to the Camunda team via community@camunda.com.

Sample agenda:

  • 6.00 – 6.30pm: Welcome reception with snacks & beverages
  • 6.30 – 7.15pm: Talk 1 (incl. Q&A)
  • 7.15 – 8.00pm: Talk 2 (incl. Q&A) or Fireside chat
  • 8.00 – open end: Networking 

Even if you can only find one speaker for your meetup, or can’t fill a full hour, this is no problem at all. Meetups work best if everyone gets involved, so you could also use the meetup to discuss collected questions from the local community members or just get together. It is also great to switch up the event format from time to time to keep meetups exciting.

Other agenda options:

  • Open space style meetup
  • (several) Lightning talks
  • Pechakucha presentations
  • No talks at all! That means you can use other media like videos or encourage active discussion, e.g. as a community panel.

Meetup venue

  • The venue you choose should provide the necessary equipment and resources such as projector/ screen, bathrooms etc.
  • In case you’re working in a company where they have an event space or a larger meeting room available, this would be ideal for your meetup. Switching it up and organizing events in different locations is always nice as well. 
  • It might be the case that other members of the local community have spaces available. Best practice is to just ask directly or at the meetups. 
  • Co-working spaces, startup incubators or universities often provide meeting space for user groups at no or very little cost, so this is a great way to start.


Camunda Event support

We want you to have an awesome event and are happy to help you with starting your meetup group, organize upcoming events and spread the word. If you have questions or support inquiries just contact us via community@camunda.com

We are happy to support with: 

  • A box of goodies for your event including T-Shirts, stickers and other merchandise 
  • A budget for snacks and beverages
  • Promotions for your meetup on our social media channels as well as our website
  • Connections to interested speakers, hosts and co-organizers
  • A slidedeck for a Camunda introduction presentation

If Camunda is covering the costs for refreshments, all we ask is to be named as the meetup’s sponsor on meetup.com.


Online Meetups

Due to the current situation with COVID-19 (Coronavirus), all Camunda meetups have moved online for the time being. Even though we (probably) all love a good onsite event, we realize that online meetups have a variety of advantages. Two things that we especially value is that it’s possible to reach more people from different places and it’s easier to acquire speakers from all over the world. 

Tips to get the most out of your online meetups:

  • We recommend using video conferencing services like Google Hangouts or Zoom. If you don’t have the tool yourself, we’re happy to host your meetup via our Zoom Pro account.
  • To make the meetup more interactive and fun, it’s always great to integrate polls or quizzes, you can publish them for instance via Slido. This will keep the energy in the (virtual) room and makes the meetup more fun.
  • From our experience, it’s always good to have more than one host. First, this will make it more relaxing for you when moderating but it also doesn’t make it seem as if the hold is holding a monologue. 
  • Kick it off right! Especially at virtual events, there can be often an awkward silence, which should ideally be avoided. How about starting off directly with a quiz?
  • Ask your attendees to turn on their cameras as this will make it feel more personal and engaging. 
  • If your goal is to bring the community closer together on a personal level, you can split smaller groups up into breakout rooms to discuss a (fun) question, to help group members get to know each other better.


FAQs

We collected some more topics related to meetups that are frequently asked about. If you have anything to add just let us know.

Meetup frequency

Our best practice is to communicate how regularly your meetings will take place. There is no guideline regarding how often a meetup should take place but your members will be curious about when they can expect another meeting to happen and they’ll be more likely to stay engaged. It is great to schedule Meetups on a regular basis, e.g. always the first Tuesday of a month. This way the local community knows what to expect and can plan accordingly.

Local language

We love the fact that our Camunda community is so international! We welcome and encourage you to run your meetups in your native language if this makes it easier for your participants to follow the content. In cases where the local language is not English, it makes sense to decide beforehand if presentations in English by visitors will make sense your community members. At some point, we are happy to send someone from Camunda over to do a presentation at your meetup. Sometimes we might be lucky to find someone who can present in your native tongue; however, this will not always be the case. Of course, we want your members to benefit from the talk and we hope they will even though the talk is in English. If not, let us know in advance and we will try to find a more casual setting where people are more likely to be able to actively engage, such as a Q&A session.

Find speakers

  • It is always great to start with an introduction to Camunda at the beginning of your event and letting all members know that they can approach you if they are interested in presenting at one of your future meetups. Asking people in person is always most effective. 
  • Another way to find speakers for your event can be through recommendations of fellow group members or by asking on meetup.com if someone would like to present. 
  • We also have a Slack-channel for all our existing Meetup organizers, where you can ask each other for recommendations.

Spread the word

  • Spreading the word about the meetup online, such as on Twitter, LinkedIn on Facebook is always important. Especially when it is your first meetup, plan enough time to promote the event sufficiently. 
  • Newsletter, mailings or internal announcements are also a great way to promote the event. 
  • Inviting people directly to your event makes sense, especially when the group is not really established already. 
  • Apart from that it is best practice to send messages via meetup to the group members to let them know that a meetup will take place. 
  • We recommend to also publish posts, e.g. including photos, during or after the meetup to let people know what they can expect for the next event. If you do publish something, please tag @Camunda in it, so we can make sure to repost and let the community know that you are organizing awesome meetups!

Stay in touch with fellow organizers

We believe that it is a great source of knowledge for everyone to connect with other organizers and share best practices. We created a Slack workspace for all our fellow meetup champions. Once you are planning to initiate a user group, we are happy to add you. Plus, once a year we organize a real-life get together for all Camunda meetup organizers. This is a great way to stay in touch and benefit from the experiences of others. 


Any questions?

Awesome! We love questions and to get in touch with you directly. Just message us via community@camunda.com and let us know how we can support.