JMP Users Group Program- Americas*
(*JMP Users Group operate in slightly different ways, depending on the country and region. In the US, there are certain rules and regulations, mostly related to governmental issues, that must be followed that don’t apply outside of the US.)
PURPOSE and VALUE STATEMENT
Why JMP Users Groups?
The JMP Users Group Program historically was patterned after the SAS Users Group Program. Over the years, the program has evolved to better meet the needs of users and JMP.
JMP Users Groups create opportunities for JMP users to connect, while supporting and fostering an environment of growth, development, and education among JMP users. These groups are typically volunteer organizations run by JMP users.
TYPES of GROUPS
Types of JMP Users Groups
There are four types of JMP Users Groups.
- Public, geo-specific local groups
- Industry-specific groups
- Internal/In-house groups
- Special interest groups
SUPPORT PROVIDED by JMP
Annual Support from JMP- What Do JMP Users Groups Get from JMP?*
*Historically, JMP has erred on the side of “under-promise and over-deliver” when it comes to support for JMP users groups. Not all of the following are specifically communicated to users groups, however, when able/permissible/needed, JMP will offer-
- Assistance from JMP Users Group Liaison with planning and promoting meetings.
- In-person or virtual JMP technical presenters. (Rule of thumb, with enough advance notice, JMP will provide one JMP staff speaker for every two JMP user speakers the group finds to present.)
- Assistance from JMP scheduling and hosting virtual-only meetings via JMP’s MS Teams or Zoom account. (If groups wish to hold a hybrid meeting, the on-site hosting entity must be the one providing the virtual meeting link. JMP has found this works best in case any technical glitch arises on the meeting day. JMP strongly encourages groups wishing to host a hybrid meeting to confirm in advance that the room set-up is conducive to a good experience for online participants.)
- Registration management- New groups only or upon request once per calendar year.
- Web registration form- Groups must provide all relevant meeting details at least 6 weeks in advance of the meeting date.
- Invitation
- Reminder and Thank-you emails
- Meeting event listing on the JMP website.
- Possible JMP email blasts promoting group or upcoming meeting. New groups will receive this automatically. For established groups, it will depend on scheduling.
- JMP giveaways (notepads, pens, post-its, stickers/clings) for meetings, upon request.
- Four free JMP book titles for use as door prizes, incentives for members to present or creation of an internal reference library per year. Eligible book titles all fall below the $100 MSRP price threshold.
- JMP graphics such as a banner for JMP online community group space.
- Creation of shortened urls for meeting web registration pages.
- Creation of social media tiles for members to promote the group or meetings in social media.
- Occasional sponsorship of catering for meeting refreshments, upon request.
- Continental breakfast- up to $19 MAX, depending on city, per person for 2024
- Lunch- up to $21 MAX, depending on city, per person for 2024
- Starting in 2024*, JMP will not provide alcohol at any related JMP-sponsored JMP users group event. This decision will allow JMP to support more meetings overall and provide greater support for groups in other ways. (The January 2024 Denver JMP Users Group meeting, which was planned in 2023, has been grandfathered in.)
- Occasional sponsorship of a paid meeting location. Paid locations are typically a private restaurant meeting room or a rented community meeting room. JMP does not provide for hotel meeting locations, due to high costs.
- Up to approximately $2,000 in support per group. This number is not a specific number, primarily because JMP cannot predict a year in advance the exact number of new users groups or new users group needs that may arise. The one guarantee is that JMP likely cannot dedicate more than $2,000 per group in 2024. The one exception is in fourth quarter. It may become apparent at that time that some groups did not need as much financial support and extra funds might be available. But this cannot be guaranteed.
- Use of SAS office meeting space/conference rooms. This depends on availability. It is required that at least one JMP staff member be physically in attendance at the meeting, per the rules of the SAS offices. Failure to do so would require cancellation of that meeting.
- Fee-waived JMP software. The intended use for the fee-waived software is solely for the operational needs of the registered JMP users group such as reporting and analyzing JUG’s data as well as maintaining membership lists. The fee-waived software must be requested to the JMP Users Group Liaison and renewed annually. Only very, very rarely does any JUG request this from JMP.
- In the past, JMP also offered a 20% JMP Education training class discount. At this time, JMP is not offering this, in part because JMP has made efforts toward ungating much training content and making it free to JMP users.
- [Need to confirm with JMP Legal] Use of the registered JMP users group logo.
HOW-TO’S
Starting a New Group
Sample text for communications related to users starting a JUG-
Users Unite! Form a JMP Users Group. JMP believes in supporting an active and engaged community of JMP users. If there is not an existing JMP users group within your area or organization, consider forming your own group. JMP users groups help you:
- Foster connections and collaboration with other JMP professionals.
- Increase your understanding of JMP products and services.
- Stay up to date on new offerings and latest techniques.
- Enhance your leadership and presentation skills.
Which users group is right for you?
- Local
- Local users groups bring together a broad range of JMP users from different organizations within a specific geographic area, such as a city, county or state. They meet throughout the year based on their needs and include a broad range of user backgrounds.
- Industry
- Industry groups bring together users from a specific industry vertical. Group meetings feature JMP users from industry and discuss topics and uses of JMP that are directly-tied to a key industry.
- In-house
- In-house users groups reside within a single organization and are a great way for colleagues to exchange ideas and improve organizational knowledge, methods and practices. In-house groups enable discussion of confidential topics and use of actual data. An in-house or internal JMP users group is an excellent way for an organization to get them most out of their JMP software investment.
Getting Started Planning Creation of a New JMP Users Group
The first steps in creating a brand new JMP users group include decisions regarding the group’s objectives, structure, leadership, meetings and administrative functions.
- Confirm if there is already an existing JMP users group in the geographic area or company. (Note: It’s not uncommon to find companies have their own in-house JMP users group, but perhaps call it something different.)
- Form a JMP Users Group Steering Committee. This is usually made up of two to five people who share responsibility for ongoing group activities to help the users group succeed. Members may include the JMP Users Group Liaison and possibly members of a JMP Sales Team connected to territory. JMP staff should endeavor to make their role as advisory as possible, allowing JMP users to drive the group decision-making.
- Confirm interest/viability. Many people who have started users group have found that surveying potential members before formally organizing helps gauge backgrounds, interests and expectations helps considerably. JMP staff can also assess the number of JMP users in a given region via Salesforce data. Note: the data from Salesforce should not be given to users for privacy reasons, but a high-level summary of the data is permitted.
The JMP Users Group Liaison can help create a survey in Qualtrics and the link can be distributed to JMP users via the JMP online community or an email blast. Note that the JMP email blast calendar almost entirely fills up one year in advance. Discovery Summit Americas does dominate the JMP email blast calendar for a good portion of the year, which makes it more difficult to blast about users group activity. The JMP Users Group Liaison does hold spots on the email calendar for users group activities, but the more advance notice and advance planning, the more likely it will be that an email blast can go out when you need it.
- Confirmed Email Blast Dates Being Held on the Calendar for Americas JMP Users Groups in 2024-
- 16JAN24
- 26MAR24
- 23APR24
- 16JUL24- Conflicts with Discovery Americas blast. Small possibility of coordinating with Discovery team to be able to also email a group of JMP users for a group blast.
- 13AUG24
- 10SEP24- see note above for Discovery Americas blast
- 19NOV24
- Create a mission statement or statement of purpose for the new group. It will help keep the group focused and let people know why they should join the group. A member of the group’s steering committee should also post this statement on the group’s page in the JMP online community.
- Define structure. Will this group meet in person, virtually or hybrid? Will the group meet monthly, quarterly, two times a year? Making this decision early on keeps the group working toward its purpose without confusion.
Registering and Requesting Support
Once the initial planning is taken care of, it’s time to officially register the users group. Users groups may register with JMP at any time, and groups are required to renew their registrations on an annual basis. Groups must provide contact information for the group’s primary contact and steering committee/board members.
Groups can submit a request to the JMP Users Group Liaison at any time throughout the year for help with JMP staff speakers, free JMP book titles (up to 4 a year) and JMP giveaways (notepads, pens, post-its and stickers/clings) for their meetings. Requests should be made no later than 2 weeks before the meeting date. This time is needed to allow for shipping transit time AND time to get in the SAS Warehouse Shipping Department’s work queue. Requests for books are typically fulfilled via drop shipment from amazon.com.
Meetings
Groups can meet in person, virtual, or alternate meeting locations.
Meetings usually last several hours and are comprised of multiple JMP user presentations that last no more than about 20 minutes, possibly a JMP SE presentation, networking/socializing, and an open session for group planning for future meetings.
Planning Meetings
If JMP is initiating all planning for a JUG meeting and we have no real advocates to help take the lead but JMP or JMP Sales believes there is value in planning the meeting, here is the process-
Spreading the Word about the Group and Group Meetings
There are many different ways for getting the word out about a new JMP users group or an upcoming group meeting. Because emails in general are becoming less effective and require a lot of internal JMP resources, it’s important to utilize a multi-prong promotional plan. Note that this primarily applies to public groups and meetings.
Groups should consider doing all of the following to get the word out-
- JMP online community
- The JMP Users Group Liaison can post the meeting details here. They will then appear on the JMP website’s upcoming event calendar.
- The group’s space in the JMP online community is the most important spot to post information. This space provides a forum for groups to define and promote the group, post meeting dates and topics, list the group’s steering committee members and recruit new members.
- Occasionally, an in-house users group can request a private space in the JMP online community. This is decided on a case by case basis and is fairly rare. Additionally, many organizations have their own internal system similar to JMP’s online community and don’t need to request this.
- JMP users group meetings are typically local events so they don’t qualify for a banner on the front page of the JMP online community.
- JMP email blast
- Email blast from a JMP Users Group Leader
- This is rarely done and generally discouraged over other means of communication, but some legacy groups still do this. The most important things to emphasize in these cases is for groups to still use additional means of communication to reach users not on their mailing list, confirm they have permission to email contacts and provide a way for users to opt-out if they wish.
- JMP Newswire e-newsletter- The Newswire is subscription-based and is typically published the first week in a month. Users groups must provide their meeting details at least 1 to 2 weeks before this timeframe to guarantee inclusion in Newswire.
- Blog posts- JMP blogs or JMP user blogs
- Social media posts (e.g. LinkedIn, Instagram, Facebook)
- Creating a Linkedin event
- Posting event details
- Note: The JMP Users Group Liaison can request social media tiles (e.g. event announcement, event details with photos of speakers) and a shortened url for the group meeting. Allow at least 3 weeks for the creation of these assets, possibly a little more if speaker photos need to be tracked down.
- Notify the JMP Academic Sales Team and any overlay JMP Sales Teams of any group meetings in their region and share invitation and social media assets so they can help spread the word.
- Have members create and share content too in the JMP online community and in social media.
It’s important to give the members stimulating content. Meeting announcements and other group news are important, but users can be better engaged by also posting links to relevant JMP content.
Steps for Planning a Meeting
- Determine meeting location.
- Arrange for speakers.
- Create the agenda.
- Establish roles for leaders and steering committee in advance of the meeting-
- Taking photos or video for posting online
- Leading the welcome
- Introducing speakers
- Leading the open discussion and planning for future meetings
- Taking notes on group decisions
- Posting meeting content, decisions, announcements, photos/videos from meeting online post-event
- Invite people and ask them to register for the event. Note: If JMP users are managing the meeting, JMP requests that they include language in the registration process that allows them to share the registrants’ contact information with JMP.
- At the meeting, encourage members to actively participate in their new group. This is a good time to get volunteers for future speakers, future meeting location hosting, administrative tasks, blog/JMP online user community space/social media, etc.
Sample JMP Users Group Meeting Agenda
Different groups have different needs from their agenda. Some groups meet for an hour, and some have up to a full-day meetings. The more presenters you have, the more time is needed. Groups should also include a break every couple of hours. Don’t skimp on the breaks. The breaks are great networking opportunities.
- Registration Check-In and Networking, often with coffee, continental breakfast, lunch or a snack* (15 to 30 minutes)
- Welcome/Introductions/Housekeeping Announcements (10 to 15 minutes)
- Users Group Member Presentation (5 to 15 minute “Lightning Talk” up to a 20 to 60 minutes full presentation/demo)
- Technical Presentation/Guest Speaker/JMP SE Speaker (30 to 90 minutes)
- Repeat presentations for any additional speakers confirmed on the agenda. Insert breaks as needed.
- Wrap-Up/JMP book door prize drawing/Planning for Next Meeting (15 minutes)
- Group photo. Group should have included privacy text on their registration form in advance of meeting and allow members to opt out. JMP strongly encourages posting of meeting photos in the online JMP user community space and social media to promote the group’s activities.
- Adjourn
*Alternately, groups may wish to end the meeting with snacks or a meal, depending on time of day. JMP recommends book-ending the meeting with refreshments, if being offered. Some JMP users may not be able to take any refreshments due to anti-gifting/bribery policies. These polices may apply, even if the dollar amount of the refreshments on offer are very, very modest. Making the focus of the meeting the presentations and not the hospitality makes compliance with these policies a little easier. Note that these policies are US-specific and only come into play if JMP is fully responsible for the meeting planning and not the users of an independent JMP users group.
JMP Email Blasts
Sample text and details for a JMP Users Group Meeting invitation in Hubspot (use/modify as needed)
- Include
- “Save the Date” with date, time, and location listed (if applicable)
- “Become a Member” link to JUG’s space in JMP’s online community
- If for an internal/company-specific group, include this text, “This group is open to all JMP users at {Organization}. To join, contact {First and Last Name}.
- “Why present at a JMP Users Group Meeting?
Got a fresh new idea or topic? Solved a problem using JMP? Looking to gain more visibility for you or your organization? Then send us your ideas for a JMP presentation. No topic too small or too big. Topics for novices, advanced users and anything in between are welcome. Your participation is a big part of what makes these events a success.
- Share your knowledge so others can learn.
- Enrich your presentation skills.
- Build relationships with peers.
- It’s fun and educational.
PLANNING CHECKLIST
In-Person Public JMP Users Group Meeting Checklist for Meeting Planners (for Americas)
- Group Name:
- Group Registered? (If not, sent registration form on ________.)
- Relevant JMP Sales Territories to Include:
2 or more Months Before (the more in advance, the better):
- Proposed Meeting Date:
- Location of Meeting:
- JMP paying for meeting space? Amount?
- Meeting venue- JMP users securing venue or JMP?
- Meeting location researched?
- Location confirmed?
- Location name, address, contact’s name/email/phone
- Contract received (if applicable)
- Contract reviewed
- Contract sent to legal
- Signed contract sent to venue
- Countersigned contract received and returned to legal
1 or 2 Months Before (the more in advance, the better):
- Event entered in SF and Outlook
- Event listed in online community
- Event added to Newswire
- Email blast date confirmed (if applicable)
- Request for social media tiles, etc. entered
- Planning meetings scheduled on calendar
- Pre-event planning call and post-event calls scheduled
- Potential JMP speaker requested
- JMP speaker confirmed
- JMP user speakers requested
- JMP user speakers confirmed
- Agenda finalized
- Update meeting information in online community
- At planning meeting- determine roles for users group leaders- meeting mc’s, online community page content poster, taking pictures or video, etc.
- Confirm who will receive JMP giveaways.
- Name, shipping address, phone number
- Confirm if two separate web registration pages required due to SAS gifting policies
- Event web registration page built in AEM
- AEM page edited
- AEM page tested
- List pulled in Hubspot
- Email invitation built in Hubspot
- Email invitation edited
- Email invitation tested
- Email invitation approved
- Email blasted
2 Weeks Before:
- Confirm estimated number of attendees
- Request JMP giveaways to be shipped. Copy Katie.
- Determine catering (if applicable)
- Confirm dietary restrictions
- Menu selected and approved. Timing for delivery confirmed:
- Order catering
- Catering company/restaurant name, address, hours, phone, url, contact’s name/email/phone:
1 Week Before:
- Track giveaways shipped
- Create post-event survey
- Share link to survey
- Hold pre-event call. Check-in with all speakers.
Two Days Before:
- Call caterer to confirm catering
- Write email reminder
- Send email reminder to all registrants. Change campaign status to completed!
Day of Event:
- Confirm how meeting is going with on-site contacts
- Send post-event email to registrants OR JMP users group leaders to follow up.
One Day After:
- Update attendee information in SF
- Confirm pictures were posted (if taken) and any presentation files were posted
One Week After:
- Review post-event survey results (if applicable)
- Hold post-event meeting
- Tentative dates/topics/speakers/locations for next meeting?
- Review credit card statement
- Submit expense report
- Enter expense in Confluence
