Thanks for presenting at an upcoming Pasadena IBM User Group meeting. It's a delight that you decided to join us and hope you find this a valuable and fun experience. I'll facilitate at the meeting and I've enclosed some items for your reading pleasure. This fax contains: 1) the agenda; 2) meeting guidelines; 3) a map and directions to the Eliot Middle School and the Doubletree Hotel; and 4) a newsletter ad rate sheet (grab a newsletter at the meeting), and 5) attached to the e-mail, a series of presentation documents.

Airport and Lodging: I strongly urge you to fly into Burbank Airport (30 minutes away) rather than LAX (1.5 hours). Burbank’s less busy and you'll miss lots of traffic. You can stay at the Hilton (626/577-1000), the Holiday Inn (626/449-4000) or the Doubletree (626/792-2727). The Doubletree is the most comfortable. (See map.)  Call me for others motels in the area.

Site and Equipment: The room is a school auditorium with seating for about 1100 people although it's likely we'll have only about 350-450 in attendance. You'll have an 8 foot table to set up your equipment. Our technicians will handle everything: connect your desktop or notebook to our switch box and patch the video and audio output. Your image is projected onto a stage-sized screen with an Epson PowerLite ELP-5000 full screen projector. The maximum resolution it can handle is 1024 x 768 with true color. Unless you're showing photographs, though, it's best to set your system’s resolution to 800 x 600 and re-arrange your Windows desktop.

A lectern is available although most people present from behind their computer. We also rent a sound system, with a wireless lav for you, wireless mikes for audience questions, and an assortment of wired mikes. There's also a T-1 line if you need to get onto the Internet.

Preparation: Some notebooks are strange—as are some user group presidents. If you've ever had trouble connecting your computer to external monitors, it's essential you call us and check that your machine will work with the Epson. Please make sure you understand your notebook’s screen switching capability enabling you to transfer the display to our Epson. Please read the manual before coming to the meeting and learn the critical keyboard switch combinations. If you're unsure, please, please bring your notebook's manual with you. Also consider bringing a set of original program disks (and sample data) so in the worst case you can install your files onto someone else's computer.

Shipments: We prefer you bring your equipment with you on the night of the meeting rather than ship in advance. If you ship other items (brochures, promotional material, and giveaways) in advance, send them directly to me at the address listed above at least five days before the event. If you suspect you'll be shipping more than a few boxes, call me and we'll arrange for shipment directly to the school.

Finally: It would be helpful if you’d call either Tuesday or early Wednesday, the week before the meeting to reassure me. (I always worry a vendor will forget, leaving a hole in the meeting. Please, please don't be a no-show. It's not good business for either of us. If you need assistance on the day of the event, there are two ways to contact me: Try me at the office first (phone #), then try the cell phone at XXX.

Here are some general guidelines for the meeting

1. The schedule is always tight as we try to cram lots into our two-hour meeting. I'll try my best to give you extra time in your 30-minute slot, although there's not a lot of flexibility. Remember, your time slot includes questions and answers so try to leave about five minutes at the end of your demo. We'll set a timer in front of your monitor to help you gauge the time.

2. Many questions, contrary to popular belief, are pretty dumb. Make sure you don't spend hours answering egotistical questions. Actually, it's best to keep all your answers short--concise, direct and to the point. Unique, technical questions are best answered after the meeting. If you don't know the answer, say "Yes, but only if you adhere to the LIMS standard" or, "wait for a Win99 patch," and you'll be okay. I'll be up on stage with you to make sure you're not overwhelmed by questioners. You answer the question and I'll choose the questioner. It's much easier for me to cut a person off and keep the Q&A session moving...

4. I'll generally start moving to the presentation area when your time is up. Don't panic. I may ask you to continue or give you some other time frame. When your time is really up I'll tell you. If I get very close, it may because I like hanging around good looking people. Or I may want to sneak a copy of your software while you're not looking.  You won't be embarrassed or hassled, I promise.

5. My wish is that you don't put down a competitor. Instead, consider pointing out the important virtues of your product. Also, try not to be a pushy salesperson. A good demo—and good product—sells itself.

6. The giveaways take place at the end of the meeting. We use raffle tickets given out at the start of the meeting as it’s easier than using business cards.

7. Make sure you bring lots of brochures, promotional material, and fliers. We'll set them on the vendor's table for you. If you have a product to sell, do this at the before and after the meeting, outside in the hallway. Absolutely no products can be sold during the meeting, otherwise people will storm your table while other vendors are presenting. We can help you with sales, providing top-notch user group members, experienced in sales. Call me to make arrangements.

8. Don’t hesitate to dress casually; PIBMUG members are a fun and informal lot.

9. Be prepared and know your product inside and out. In a recent survey of user group members, the most common criticism of vendor's presentations was lack of preparation. Next was lack of knowledge about the product followed by too hard a sales pitch. Think about how you can provide a scenario all users face—typical problems—and show how your product provides the solution. Try not to think of the demo as in-depth training and don't get bogged down in details. Instead, consider it a way to highlight your product and get the user's attention and interest. Maybe they'll head out to the all night Egghead and buy one tonight.

10. You will also receive a series of valuable documents: Born To Demo Guide; Death on Stage; I'm a user group computerholic; Off with the Head; and, User Groups--Doing it Right!

Again, thanks for presenting at the Pasadena IBM Users Group. I look forward to working with you.

Steve Bass

Pasadena IBM Users Group

Directions to Meeting Location from the local airport(s)

Pasadena IBM Users Group Agenda

First Wednesday/Month (sample)

6:00 - 7:00  (60 minutes)      Equipment and Vendor setup

7:00 - 7:15  (15 minutes)      Announcements, Random Access

7:15 - 7:45  (30 minutes)      Vendor #1

7:45 - 8:15  (30 minutes)      Vendor #2

8:15 - 8:45  (30 minutes)      Vendor #3

8:45 - 9:00  (15 minutes)      Giveaways and goodbyes

It’s 7/11/2003 and here's July the agenda.  We'll be looking forward to seeing you on the meeting day.

There's lots going on so we need to keep to the schedule. Remember that your time allotment includes questions and answers. I'll set a timer in front of your monitor so you'll have a better sense of the time.

We’d like it if you arrive no later than 6:15pm (6:00 pm would be ideal) to setup your equipment. That’s also a great time to network and visit with members. Make sure you wear your company name tag or badge so people will know who you are.

We must be out of the meeting room by 10:00 although some members will continue talking with you in perpetuity. Not to worry, we’ll rescue you. That’s because we usually head for McCormick and Schmicks Seafood Restaurant—located at 111 No. Los Robles Ave at Union—for a bite to eat. Starting at 9:30pm, McCormick's offers happy hour prices ($1.95 for micro brewery beer; same for food). It's five minutes from Eliot, next door to the Doubletree. Grab a map or you can follow one of us. And one more thing: Please be discreet as we keep the group small, limited to hard-working staff.

This is your chance to discover what our hard working staff thought of your product and get some feedback on your demo. We also try to pick your brain for the latest trends in the industry and you can find out what we're thinking, too. By the way, we try to stick the bill to the biggest vendor (although it doesn’t always work...)

Since Bill Gates won't be joining us, the most likely candidate is, um, lets see ... (Not to worry, the bill usually stays under $40 and we usually split it.)