Meeting Promotion Ideas

MSAE's Meeting Management & Education Networking Group met to discuss meeting promotions (i.e. discounts, scholarships, BOGO, etc.).  Here are the top takeaways:

1. Host a 5K to raise money for scholarships. Sole Motion is a company that can help you coordinate the event for a fee. Make it a family event and have on a Saturday.
2. Add a line to contribute to the scholarship fund with dues renewals
3. Consider a different pricing model for a conference – one price for an organization versus individual – goal is to build relationships with others in the organization, not just the top contact – don’t offer food or either you will lose money.  Download samples here.

Association BarCamp

MSAE hosted our 3rd Annual Association BarCamp on 9/27, topics were selected that day so they were relevant to the attendee needs, here are the takeaways from each discussion:

Trade Shows

• Focus on education and the exhibitors will come (similar to Ladies Night at the bar)
• Invite exhibitor feedback - form an advisory board and/or gather exhibitors after the meeting to get their input, give them a comment card
• Add a "reverse trade show" component to facilitate further in-depth conversations between buyers and vendors

Finding Time for Follow Up

• Time management - know what time of day works best for you
• Manage your time each day to handle email traffic, come up with a plan for a time each day to respond that is scheduled (beware of others expectations)
• Schedule time each day for follow up

Future of Membership Associations

• What's the future? Adopting a retail mindset - "what do you need today?"
• Being where our members are; mobile devices, learn where they are by tracking their preferences via your website
• Associations will stay as long as they remain relevant; what is the "priceless" value you give to your members?

Collaborating with Other Associations

• Before entering into any collaborative effort, having all parties sign off on a "memo of understanding" that outlines expectations, responsibilities and a time life of milestones
• "Adapt or Die" in terms of staying relevant; collaboration may be necessary to stay relevant
• Communication transparency is key; politics may not be avoidable - know this

Webinars

• Hire a "good" company - reliable, trustworthy, reputable
• Be aware of sales tax issue - new MN legislation regarding "digital products"
• Be cautious of "webinar fatigue" - the word 'webinar' = boring; title your webinars "web conference" instead

Sponsorships

• Engage the sponsors - customize for them
• Unique locations - think outside the box (Extreme Sandbox, Drive a Tank, car dealership, WhirlyBall, Horse & Hunt Club, etc.)
• Sell every space - window clings, foot prints, escalator runners, etc.

Future of Meetings

• Face-to-face meetings vs. webinars - face-to-face meetings are back, format is even changing
• Meetings are more creative, interactive; focus on group participation over speaker, lecture format
• Content of the meeting is key as you need to grab members attention to get them there; getting feedback afterward is key

Apps for Meeting Planners

• Evernote
• Super Planner
• Giant Timer
• Corbin Ball & Jim Spellos' website - tech for meeting/trade show industry

Social Media

• Have a strategy and specific goals
• Find out what target audience is following and tailor content towards it
• Timing - before workday, before lunch, at end of work? Tuesday - Thursday?

Event Marketing

• Use catchy language in subject lines
• Provide incentives for those that respond
• Use creative videos or animated videos in marketing and emails

Online Communities

• Member generated content - discussing together, don't be afraid to ask members to post
• Utilizing as a research tool to prospect new members
• Boost brand value and integrity by strong presence

See photos from Association BarCamp online at Flickr.

Finding Good, Quality Speakers

MSAE's Meeting Management Networking Group met to discuss tips and best practices for selecting speakers for meetings and education programs.  Here are the top takeaways:

1. Find speakers and topic ideas at:

• MSAE Speakers Showcase - coming Friday, February 21, 2014 
• SpeakerPedia.com
• TED Talks
• Speaker bureaus
• MSAE events and education

2. Look for fresh videos and recent testimonials, check out speaker videos (their website and YouTube/Vimeo).

3. Negotiation tips:

• Allow speaker to sell books after presentation (emcee announces opportunity, not selling by speaker)
• Trade out a booth, exhibit space or advertising
• Offer a sponsorship
• Tweet about the speaker
• Provide video footage
• Revenue share - split the proceeds
• Ask speaker to provide several sessions
• Share expenses with another group/partner

Additional Resources:

• MSAE August Focus (pages 7, 12) - Four Principles for Planning Brain-Friendly Annual Meetings
• Meetings & Conventions - Choosing a Keynote
• Speakers and Entertainment (pages 16-19) - The Newest Trends That Spark Attendance
• Smart Meetings - Speak Up

Event Marketing: What Works, What Doesn't and Ideas for the Future

MSAE's Communications Networking Group met to discuss event marketing ideas - what works, what doesn't and ideas for the future.

How we can get our audiences to act immediately? How do you deal with over saturation? How do you make your event branding memorable? Do you how incorporate video?  Marketing is key in getting event attendance.

The top takeaways were:

• Send a marketing email on Saturday.  Who would have thought.  But think about it...we all check our phones at home even if we say we are not going to.  If your audience checks their email and sees an email from you they will see it then and when they get to their inbox on Monday.
• Use graphics, graphics and more graphics.  People digest graphics better than text.  Think Pinterest.  More graphics, less words. Don't give all information of an event in an email, send them to your website for details.
• Ask yourself what emails you read and why.  What subject lines get you to open an email?  When creating email marketing campaigns, ask yourself if you would open it.  You'd be surprised that your subject line might change. 
• Tip: Subject lines should be 5-7 words.  Don't use thank you in the subject.
•  Lists get response.  Are you more apt to read an email that says, "5 reasons to...Top 10 ways to...5 ways to...." Most readers like at a glance information.  Clear, concise and to the point. 
• Hand written notes, a lost art.  Aren't hand written notes the best?  Your audience will appreciate the time and effort you put into a hand written note and remember it.  Use them on past participates, in-active members, prospects or people you would like to reach out to in a special way.

What do you do to get your members to act to your marketing?  What are you doing in your organization that is creating buzz around your events?  Do tell.

Supplier Pet Peeves

MSAE's Allied Networking Group met to discuss supplier pet peeves.  Here are the top takeaways:

• Never assume. Get clarification and ask questions. Its important to meet your client/customer needs and protect your organization.  
• Times are changing. The economy is getting better and it's no longer a planner's market.   
• If you give once, you may need to keep on giving. When the economy wasn't doing well, suppliers were giving a lot of concessions to get business. Now that the economy is getting better, suppliers can't offer the same discounts. There is no such thing as a free lunch and if suppliers give in one area, another area has to go up.

Customer/client relationships are key to success and need to be mutually beneficial. As a supplier, it's always good to under promise and over deliver.

Networking Group Day

60 members joined MSAE for our first-ever Networking Group Day on 1/31. It was a great way to kick off 2013, showcase and participate in MSAE's six networking groups, connect with members and share ideas. Here are the top takeaways from each Networking Group discussion:

Allied Networking Group

Marketing Sales Techniques

• “Cold calling” / prospecting – utilize resources like LinkedIn, Google search and Facebook; rethinking preferred method – email; send subtle follow up.
• Concessions – comp stay “secret shopper” evaluations with video testimonials; making sure both parties are benefitting.
• Building the relationship / creating the experience.

Creative Approaches to Close the Sale

• My competition doesn’t have “me” – the relationship is the close.
• The authentic close – engaged and aware of their needs. Listen.
• Simple gestures go a long way and sometimes inexpensive gestures go further and mean more to the clients.

Communications Networking Group

Google Apps & the Cloud

• Utilize Google Alerts to have specific web content delivered to you via email on the regular basis you specify.
• Use the "trick" of searching a specific website right from Google's homepage by typing into the search bar: "search term" site:[website domain]. Example: "communications" site:msae.com
• Consider the potential issue of "Who owns the data?" when it comes to cloud applications.

2013 Communication Trends

• The idea that we are no longer in the "information age" - we are in the "attention age" - you must communicate to get people's attention and then keep it!
• Websites are the primary source of communication today and "responsive web design" is a trend to watch - part of the evolving conversation of what it means to "go mobile."
• Infographics are a new communications tactic that you can use to deliver information in a visually interesting, easily digestible way. Reconsider "stock" print collateral like membership brochures, annual reports and holiday cards to see if infographics could be employed to better deliver this content.

Financial & Accounting Networking Group

Budgets & Project Allocation

• Consider line item for reserve line item.
• Project allocation – consistency and look at big picture time allocation from software.
• Need detail to produce good reports and good association management software to provide accurate information.

Controls & Fraud

• Separation of duties, multiple people review purchases and statements.
• Credit card controls protect from unauthorized access.
• Financial audit is not fraud investigation. 

Meeting Management & Education Networking Group

Special Events

• Serve meal without dessert and auction off desserts.
• Incorporate community/charity outreach projects within events.
• Hold an event at a high-end car dealership.

Great Meeting Ideas

• Social Media Bar to train and increase social media presence.
• Ignite sessions – igniteshow.com.
• Experience – people want an experience at meetings/committee meetings.

Membership Networking Group

Increasing Dues and Revenue Streams

• Affinity programs / partnerships.
• Establish ROI – professionally and personally for members.
• Proprietary packaging brings in money.

Member Engagement

• To create an experience for everyone to take away.
• Engagement is about feelings; if you can create positive feelings in all events, communications, etc., you’ll be creating engaging experiences.
• Take join OFF your website; you’re not joining, you’re connecting.
• Have fun!

Young Professionals Networking Group

Generations in the Workplace

• Using a “mentor” to go to about advice / approaches with different generations can help in challenging situations.
• Important to find right communication styles between generations – will help working relationships.
• Build mutual respect is key.

Managing Relationships

• “It’s not who you know, it’s who knows you.”
• Follow up after initial contact with something light to maintain your relationship with the planner.
• Find a mentor.

For more information on MSAE's Networking Groups, visit www.msae.com.

New Technology for Meetings

New technologies and opportunities to engage members are all around us - from apps, social media, mobile technology, webinars, e-marketing and more.  The Meeting Management & Education Council talked about what's working in their associations and ideas for the future at the November 7 meeting.  Here are the top takeaways:

• With the increase in members utilizing smartphones and technology at meetings and events, it is up to the speaker/presenter to set the expectation for using mobile devices during each session.  
• Twitter is a good resource at large conferences and events to get out information quickly and promote exhibitor drawings and prizes - consider using a big screen outside the exhibitor entrance to engage attendees.
• Is your website mobile friendly?  Mobile websites need to be coded to be mobile friendly (.mobi sites).  Don't have a mobile website?  Consider a responsive website design that adapts to fit the viewing device.  Example: http://elliotjaystocks.com/ - view this website on full screen, then drag to make smaller (you should see that the copy changes to fit the screen).  

MSAE members are creating conference apps (some providers include Amaratech-MSAE, Quickmobile-MNLA, in-house-Aging Services of MN) and seeing a change to offer more mobile options (print is still important though).  MSAE hosted trivia at the most recent Fall Conference and it was well received - http://cosgrovepresents.com/.

Association BarCamp

Over 50 members came out for MSAE's Association BarCamp on 9/14 - topics were selected that day, here are takeaways from each discussion:

Next Generation Retention and Recruitment

• Don't use structured English in communication. Don't use "join" - instead use "engage" or "participate." Be fast, quick, to-the-point. If you don't, you will lose their attention.
• They need to feel their contribution/opinion is valued.
• Identify groups by mindset rather than age.

Online Learning

• Offer a subscription service for purchasing online learning.
• 3 Association / Group Resources - ASTD, Digital Learning Forum, PACT.
• Online is great but continue with face-to-face.
• Ways to build online self-directed resources - software to use: Articulate.

Effective Communication in the Workplace

• Intentionally establish your communication culture (e.g. it's okay to be blunt).
• Stop emailing - go down the hall and talk to someone.
• Pay attention to your speaking tone. People read your written messages in the voice in which you speak to them.

New Membership Dues Structures

• Let members choose how they want to pay (monthly, quarterly, annually - but commit to entire year).
• Give option for members to pay for membership, events, education - "all inclusive" and give them a monthly fee. "Save time, save money."
• Don't ask them to "join," ask them to "engage" or "participate."

The Modern Meeting

• Read the book: "Read this before our next meeting" by Al Pittampalli.
• Instead of a meeting, have a work session.
• No more meetings to give information, write a memo instead. Only meet to provide dissent or coordinate effort.

More vs. Less

• Narrowing your message - keep it simple and target your segments - "FOCUS."
• "Vote with your dollars" to learn member needs - have members use fake money to put against programs - allocate their dues.
• Learn needs - focus - execute - and stay on plan.

Cold Calling - Get exposure for your association or company

• Try a sales system like Sandler.
• Cold calling isn't dead, it's different. Includes email, social media and calling.
• Find a unique connection to warm-up the initial conversation.

Apps for Associations

• Don't force members to login to access an event app. Maybe use an event code onsite to access?
• Sponsorship opportunity to cover cost of app development.
• Most useful apps for associations seem to be related to events. Hard to see value-add of an app just for membership.

Brand Management

• A logo is important and truly can communicate a lot about you. Fonts can show a definite feel. How will it look in print and online?
• Use an online logo creation crowdsource to get your new logo - LogoDesignGuru.com or DesignCrowd.com are examples.
• You need to know who your organization is before you adopt a new logo. And not just who you are, but also who you want to become, and who you are to outsiders?

Using Member Data for Planning

• Developing the right questions.
• Be consistent with questions and measures.
• How do you develop a system to track member activity?
• Incentivise!

Maximizing Trade Shows

• Interaction - Increase traffic? Tying your booth message into why you are presenting? Tie message to product.
• Money - price paid for booth does not equate to greater traffic.
• Failure - research why your message is not working. Revise your approach.

Email / Constant Contact

• Be as succinct as possible. Make emails "scanner-friendly." Shorten story titles and end with "..."
• Measure the effect your email is having. Are they truly reading? Are they finding it truly valuable?
• Experiment with different messages for different segments.

See photos from Association BarCamp online at Flickr. Download Free Tools handout.

New & Innovative Marketing Ideas for Meetings

At MSAE's September 12th Meeting Management Education Council, the group discussed new and innovative marketing ideas for meetings/conference.  Here are the top takeaways:

• Instead of printing handouts, direct attendees to handouts via QR codes.  
• Consider a conference app - launch 3-4 weeks in advance of conference, do your research, find ways to save money (sponsors) and remember the iPhone app approval process can take up to 6-8 weeks.
• Use video!  Film clips of members (testimonials) and consider getting a backdrop, lights, red carpet, photographer, etc. - one member created a paparazzi wall and it was really popular with members!  Also consider showcasing members (promote them).  Just try it - all you need is a camera and some creativity.  Click here to see some of MSAE's videos on YouTube.
• Print is not dead - try new paper textures, etc.  

The group will meet next on November 7 to discuss Creating a Conference App, Incorporating Social Meda and More!.  To register, visit www.msae.com/calendar.  

New & Alternative Education Formats for Meetings

At a recent Meeting Management Education Council networking meeting, we discussed new and alternative education formats.  Here are the top takeaways from the discussion:

• Show and Tell - the group liked the name as a perfect way to describe a BarCamp.  For more information and resources to create your own BarCamp, visit http://barcamp.org/ or sign up to attend MSAE's BarCamp on September 14. 
• Room set ups - be thoughtful on room set ups and try to use for multiple sessions if possible. 
• Just try it!  Schedule more time for planning but go ahead and try a new format for your group, such as: game show, theater, 60 ideas in 60 minutes, dinner with a winner, moot court, fish bowl, mock trial, debate, meet the pros, treasure hunt or other ideas.
• Presenter tips - offer interactive ideas for your speakers.

The group will meet next on September 12 to discuss New & Innovative Marketing Ideas for Meetings.  To register, visit www.msae.com/calendar. 

Marketing Strategy & Evaluation of Programs

Here are a few good questions to consider asking in your next education survey (these questions help measure the experience, not just the quality of the programming):

• How did you feel after the conference?
• What made you come?
• What did we miss?
• What keeps you up at night?
• Everyone in the industry is talking about...?
• Your top priority this year is...?
• This will be a great conference if...? (include on the registration form)

Other ideas to consider for your next survey:

• Offering an incentive or prize is a good way to encourage attendees to complete surveys; several of our members give away free tickets to the conference next year, others have a budget for survey prizes (iPads, etc.).
  
• PollEverywhere.com - survey text option and inexpensive, can also email and tweet responses.
• Send out a "Didn't Attend the Conference Survey" to find out why members aren't attending.

Marketing Ideas

• Turn features into benefits - take your marketing collateral and highlight all features in blue, benefits with yellow - how much is highlighted in yellow? Turn these features into benefits (sometimes asking the question, so what? helps).
  
• Customize when at all possible.
• When in doubt, less is more.
• Have a social media policy. MEA Forum Rules & Social Media Guidelines MEA Conference Policy
  

Technology: AV, Media and Video

Takeaways from the Meeting Management Education Council meeting on August 18, 2011:

Discussion was on ways to utilize technology to enhance meeting/conferences. Video is a dynamic way to inform and educate your members.

• Using promotional videos in conjunction with a speaker during an opening session makes your session more interactive and fun for participants.
• Keep your costs low by utilizing a freelancer, association member(s), or students from Mpls College of Art & Design (MCAD) versus a production company.
• Imbedding video on power point presentations can create more interactive presentations. Ensure you have all files associated with the videos on the computer you are using so you don't have problems with the videos not working.
• Bring your own AV equipment or outsource to a member company to minimize production problems.
• Negotiate the AV costs into your contract with a venue and insure they will have someone on staff to assist in the use of their equipment.

To learn how to create your own videos, sign up for MSAE's Video for the Web in 5 Steps at the Continuing Education and Conference Center - U of M on October 28.

Program Design, Development & Implementation

Takeaways from the Meeting Management Education Council meeting on June 22:

• When planning education, the group gets input and ideas from: committees, call for proposals, evaluations, surveys, focus groups and listserv groups.
• RFP’s for speakers – suggest potential topics (and why they are important to your group), include background on the audience (challenges, etc), ask when the speaker last spoke and for how many people, have a preconference call, expect them to customize the presentation for your group. Sample Call for Presentations
  
• Consider hosting a BarCamp for your association
  • Definition of BarCamp: a) an ad-hoc gathering born from the desire for people to share and learn in an open environment. b) an intense event with discussions, demos and interaction from participants who are the main actors of the event.
  • Quick notes about BarCamps – they are free, the attendees pick the topics so it’s “just in time education,” planners need to let go of the planning.
  • For more information on BarCamps, visit barcamp.org or attend the MSAE BarCamp in September!
  

Negotiation Tips & Distance Education for Meetings

Here are some of the best ideas and money saving tools generated from the Meeting Management Education Council meeting on 4.20.

• 35 Money Saving Meeting Tips
  
• Wufoo - use this free form builder for your meetings and events. Some uses include sending the form to speakers so they can upload session details (even speaker photos!), send to exhibitors to upload their logos and use to collect RFP's and speaker presentations. For more on Wufoo, visit the communications networking group blog post on Wufoo and Wufoo.com.
• Webinar Programs - if you're looking at hosting webinars for your members, here are a few programs to check out: GoToWebinar (MSAE members save with the Affiniscape Affinity Program), WebEx, Adobe Connect and AVEX's GoPortal (sign up for a free 30 day trial).
  

Meeting Policies

Top Takeaways from the Feb. 24 Meeting Management Networking Group meeting:

• Charging Non-Members More for Events, Can't Exceed the Cost of Membership - “Non-members may be charged more than members are charged for services to take into account that nonmembers pay no dues. Nonmember charges should be reasonably related to the extent to which dues income or other resources support or subsidize the services being sought (it has never been made clear whether a nonprofit can include in its calculation the value of volunteer time and expertise in calculating fair supplemental charge for nonmember access to competitively valuable membership services.) Nonmember charges for services should not be set so high as to deliberately compel joining the organization. This, it could be argued, might violate the principle of availability of competitively valuable membership services to nonmembers.” - Jacobs, Jerald. Association Law Handbook: A Practical Guide for Associations, Societies, and Charities, 4th Edition. Washington, DC: ASAE, 2007.
• If you don't already, have a weather policy
• Check all locations for policies and make sure they are consistent

To see member cancellation/registration and weather policies, click here (you'll need to sign in on MSAE's website to view the policies).

MSAE Speakers Showcase

Yesterday MSAE hosted it's 6th annual speakers showcase.  It was a great day.  I personally had the opportunity to sit in on 13 unique and different presentations.  What an efficient way to get new ideas, hear prospective presenters for future sessions, and network and learn from other colleagues who are dealing with similar issues and concerns.  I was impressed with the high quality of presentations and knowledge. From ethics to leadership, change and trends.  This was a day well-spent! Another MSAE member benefit.

Tips for the MSAE Golf Classic

The 24th Annual MSAE Golf Classic is taking place on July 23rd at The Refuge Golf Club in Oak Grove, MN.

You can register here on the MSAE Website.

This tournament is a best ball scramble format, so you don't need to be a good golfer in order to participate and enjoy the day. However, if you'd like to improve your golf game prior to heading out, I've found a good tip video from golf pro JC Anderson and the Golf Channel.

Write this down. It will really help.