Guidelines for DSpace National User Group Events

National User Group (NUG) Coordinators are free to organize events within their own countries without requiring prior approval from the DSpace Program staff or Governance.
However, to promote transparency, collaboration, and knowledge sharing across the global DSpace community, all events should be documented on the DSpace Wiki. We also encourage the Coordinators to reach out to Holger Lenz, DSpace Program Coordinator, in order to make sure the events are listed on the DSpace Community Events page on the DSpace website.

Documentation and Knowledge Sharing

When creating a National User Group (and its associated Wiki space), coordinators are asked to document their activities and events on the Wiki:

• Event dates, location, descriptions and agendas.
  
  
• If possible, links to presentations, slide decks, recording.
  
  
• Recordings and/or summaries
  
  
• Key outcomes and follow-up actions
  
  

This shared documentation ensures that other groups and community members can benefit from local experiences, lessons learned, and best practices.

Requesting Support from DSpace Program Staff

Coordinators are welcome to contact the DSpace Program Coordinators in advance of an event to request support. Depending upon the time and resource commitment needed, DSpace Program Coordinators may need to consult with DSpace Governance before providing assistance.

Possible types of support include:

• Participation of an official DSpace representative, either a Governance member or program staff.
  
  
• Delivery of a DSpace-related presentation or update
  
  
• Assistance with event coordination or agenda design
  
  
• Promotion of the event through official DSpace channels
  
  

Participation and engagement by a formal DSpace representative is highly valued by National User Groups, as it reinforces the connection between local communities and the broader DSpace ecosystem.

Participation in Events

• Online Events:
  When possible, DSpace staff and representatives will attend and participate in online events, depending on scheduling and resource availability.
  
  
• In-Person Events:
  For in-person meetings, the DSpace Program staff brings participation requests to the DSpace Governance for review and approval.
  Governance discussion ensures alignment with strategic priorities and budget considerations (e.g., travel, sponsorship).
  
  

Neutrality and Community Focus

Regardless of the format (online or in-person), events organized by coordinators who are also DSpace Service Providers must maintain a clear community focus.
Coordinators are reminded that:

• Events must be organized as community-driven activities, not as promotional or marketing opportunities.
  
  
• The goal is to foster collaboration, information exchange, and engagement within the DSpace community.
  
  
• Event outputs / outcomes (e.g. presentations, recordings, etc) are recommended to be shared via the Wiki as this allows non-attendees to learn from your materials.