Meetup Code of Conduct for Hosts

The AWS User Group Hyderabad (AWSUGHYD) regularly conducts meetups focused on AWS cloud technologies, fostering knowledge-sharing and community-building within the tech ecosystem. These events typically attract a mix of cloud enthusiasts, developers, and professionals looking to expand their AWS expertise. In order to facilitate a seamless event, organizations that wish to host these meetups must adhere to the following code of conduct. Any deviation from these ground rules must be explicitly agreed upon with AWSUGHYD in writing.

About AWS User Group Hyderabad

AWSUGHYD is a community-driven group dedicated to promoting the learning and sharing of AWS cloud-related knowledge. The group organizes various events, meetups, and workshops that focus on AWS services, best practices, and new technologies. This platform helps individuals and organizations in Hyderabad connect, learn, and collaborate on cloud solutions. As an open forum, it provides valuable networking opportunities and encourages participation from all skill levels—whether beginner or expert.

The group’s primary goal is to foster a vibrant ecosystem of AWS professionals and enthusiasts in Hyderabad by organizing insightful sessions and technical discussions. AWSUGHYD meetups are free of charge, open to all, and serve as an important educational resource for the community.

 

Expectations from the Host Organization

  1. Meeting Space:The host organization is required to provide a safe, secure, and comfortable meeting space with a seating capacity between 50 to 100 participants. The space should be well-equipped with basic amenities, including proper lighting, ventilation, air-conditioning, and audio-visual equipment (projectors, microphones, etc.). The venue should be easy to access and must comply with local safety regulations.
  2. Refreshments:
    It is expected that the host provides light refreshments for attendees, which may be served either at the beginning of the event or midway through the meetup. The type and timing of the refreshments can be coordinated with AWSUGHYD organizers.
  3. Duration:
    Unless specifically stated otherwise in prior communication, each meetup will run for approximately two hours. This includes time for presentations, Q&A sessions, and any post-event networking.
  4. Host Speaker Contribution:
    The host organization is encouraged to provide a speaker to deliver a session on a relevant AWS cloud topic. The session should be informative, educational, and aligned with the goals of the AWS User Group Hyderabad. The content should not serve purely as a promotional platform but rather focus on providing value to the community.
  5. Presentation Template:
    In most cases, speakers are required to use the official AWSUGHYD-provided PowerPoint (PPT) template for their presentations. This ensures consistency in branding and event structure. Should the host wish to use a different format, explicit written permission must be obtained from AWSUGHYD.

Expectations from AWS User Group Hyderabad

  1. Event Organization:AWSUGHYD will manage all aspects of event organization, including announcing the event, handling registrations, communicating with attendees, and providing clear directions and logistical information about the venue. The meetup group will ensure that all relevant details are shared with participants in a timely manner.
  2. Speaker Selection:
    The final list of speakers will be determined by AWSUGHYD. At least one external speaker, unaffiliated with the host organization, will always be included in the lineup. This ensures a diverse range of perspectives and enhances the learning experience for attendees.
  3. Event Schedule:
    AWSUGHYD will have full control over the event schedule. The timeline of presentations, breaks, and networking activities will be decided by the group in consultation with the host organization.

Restrictions on Host Organizations

  1. No Marketing or Recruitment: The meetup’s primary focus is educational and community oriented. Hosts are strictly prohibited from using the event as a direct marketing or recruitment exercise. The only exception is when the topic of the meetup talk is about the products and or services of the host. Any overt promotion of services, products, or job openings must be explicitly discussed and agreed upon beforehand in writing.
  2. No Unscheduled Interruptions:
    The host must refrain from interrupting the flow of the meetup with unscheduled activities. Any additional announcements, activities, or agenda items must be approved by AWSUGHYD in advance. Maintaining the integrity of the event is critical to ensuring a productive and respectful environment for all participants.
  3. No Unauthorized Data Collection:
    The host organization is not allowed to collect personal data from attendees without their explicit consent. Attendees must be free to refuse consent for data collection without being barred from attending the event. This rule does not apply to necessary information collected for security clearance at the venue.

Standard Agenda

AWSUGHYD follows a standard agenda for meetups which is split to provide a good balance of learning and networking. The Host must consult the organizers to make modifications to the standard agenda. Saturday’s are usually when meetups are conducted and the preferred time is 10:00AM to 12:00PM IST. 

10:00AM – Introduction to AWS User Group
10:05AM – Host Organization Introduction
10:10AM – Talk 1 (50mins)
11:00AM – Tea Break
11:10AM – Talk 2 (45mins)
11:55AM – Live Quiz
12:15PM – Closing & Networking

There would be scenarios where meetups are also conducted with a single speaker. For example workshops.

General Guidelines

  • Written Consent Requirement: Any item that has not been explicitly mentioned in this code of conduct must be agreed upon in writing with AWSUGHYD. This ensures that all parties are fully aware of the expectations and allows for a clear line of communication throughout the event planning process.
  • Attendee Code of Conduct:
    Both the host organization and AWSUGHYD will promote a welcoming and inclusive environment at the meetup. Attendees are expected to respect each other and adhere to the group’s general attendee code of conduct, which will be shared with the host before the event. The host is also responsible for ensuring the physical safety and comfort of all participants.

Conclusion

Hosting an AWSUGHYD meetup offers a unique opportunity to contribute to the cloud community in Hyderabad. By providing a conducive space and ensuring compliance with these expectations, host organizations can play a crucial role in fostering knowledge-sharing and collaboration. AWSUGHYD remains committed to organizing impactful events that deliver value to all participants and looks forward to working with like-minded organizations that share this vision.

If any questions arise, or if clarifications are needed, please contact us for further discussions.