How to Drive Meeting Attendance and Manage Costs

Aug 03

Ashley ChalmersTips for Meeting Planners, Trade Shows attendee interaction, meeting experiences, meeting ideas 1 Comment

As the meetings industry emerges from the economic downturn, all organizations are putting more focus on strategies to drive attendance and manage costs.

At a Bisnow event held in Washington, DC, four association CEOs offered some of their best ideas in these areas.

The executives who led the session and the ideas they delivered include:

Julie Coons, President & CEO, Electronic Retailing Association

• Build community by driving attendees to the exhibit show floor by offering more activities, food, and networkingthere. Make your meeting space a “cocoon” where members can see everyone.

• Every industry has its rock stars – use them as speakers instead of paying for outside speakers.

Craig Purser, President and CEO, National Beer Wholesalers

• Make sure your meeting focuses on your mission.  It should be like a seven-course meal rather than a country buffet – everyone will come away saying they enjoyed a “great meal.”  Also, ask members what they want to consume before you set the menu.

• Pay attention to the “next generation customers” in your association and make sure you meet their needs.

Howard Nusbaum, President and CEO, American Resort Development Association

• Set up a “speed dating” session where members (customers) sit in an area of the exhibit hall and give exhibitors a chance to do a series of 10-minute presentations.

• Create “councils” that represent certain segments of individuals and have them plan activities at the meeting to personalize the involvement of members.  This is especially useful for trade associations where the organization, not the individual, is the member.

• Associations are like churches and the CEO is like the minister – members are coming to your association to feel better about themselves.  You have to give them a spirit of success.

All of them urged attendees to be bold, demonstrate leadership, and not be afraid to “blow up programs” and try new approaches.

How to Plan a Team Building Event Everyone Will Enjoy

Apr 13

Ashley ChalmersTips for Meeting Planners attendee interaction, Event Industry Networking, meeting experiences, team building, unique activities No Comments

Guest post – provided courtesy of AmEx OPEN Forum and written by Katie Morell.

Ahh, team building. These two words produce feelings of dread in many employees and bring up images of ropes courses and awkward renditions of Kumbaya around a fire pit.

Back when I lived in San Francisco, I worked for a company that was obsessed with team building. Instead of going to a ropes course, we went to a climbing gym. Even though I found it pretty fun, many of my co-workers did not like the idea of dangling from ropes while everyone looked at their backsides. These individuals bowed out of the activity and stood in the corner pouting…not much ‘team’ building happened that day.

Next, we went to a nature preserve.  This time I was uncomfortable. I already have a difficult time with the concept of zoos—I’d rather just watch lions and tigers on Animal Planet. But on this particular day, I remember riding in an open-air wagon and staring into the eyes of a 1,200-pound water buffalo. Mrs. Buffalo was sitting less than 10 feet away from me and there was nothing but air separating us. I recoiled and urged the driver to go faster. I don’t exactly remember much ‘team’ building with that experience either, seeing that it took me about 30 minutes to calm down from my near-death experience.

So how do you plan an event that will cater to your entire team?

According to Kate Nasser, a.k.a. ‘The People-Skills Coach’ and president of CAS, Inc., a consultancy for corporations, governments and mid-sized businesses based in Summerville, New Jersey, it is important to determine an objective before diving into a team-building activity.

“Team building can be fun and boost morale,” she says. “It can also be designed to help address a work or communication problem.”

‘Fun’ team building

If you want your activity to strengthen bonds between employees, ask them what they want to do, suggests Nasser. “Expect that you will get diverse views, but know that they will be more engaged if the activity represents their definition of fun.”

Ropes courses and water buffalo aside, my former employer did execute one effective team-building activity. The objective was to strengthen bonds with our organization and it worked…and cost nothing.

We all crowded into a conference room and in the middle of a table sat a stack of index cards. We were instructed to tape one index card to each other’s backs and grab a pen. For the next 20 minutes, we rotated from person to person, writing something nice about them on their index card.

At the end, we all reached around and grabbed our cards to see more than 20 positive messages about ourselves. I hung mine on my bulletin board and so did many of my colleagues.

Nasser recommends going to a bowling alley and breaking up into teams. “It is easy and cheap—just make sure to bring small prizes to make it even more fun,” she suggests, adding that books such as Team Games for Trainers and The Big Book of Team Building Games are also filled with ideas.

‘Problem solving’ team building

If there are problems within a team, first sit down with employees individually to find out what they would like changed, Nasser recommends.

“Hold conversations with the promise of confidentiality,” she says. “Most teamwork problems are rooted in a lack of respect for diversity or communication problems.”

If respect is the issue, Nasser recommends this exercise: Have each person bring a photo of themselves doing something they love—something that reflects who they are as a person. Then, go around the table and have each person explain why the photo makes them happy or proud. “Make sure these are not work-related photos,” she says.

Play 20 questions—after someone describes their photo, give each person around the table the opportunity to ask for more information. At the end, “people will be talking to each other like human beings—this works really well.”

Another option is to instruct each member of your team to take a personality indicator test. “I recommend the Keirsey Temperament tests,” Nasser says. “Everyone can take the test, print off the results, and bring it to a team building meeting. Then everyone can guess each other’s type. It is a very insightful exercise.”

Once finished, participants then list one or two effective ways others can communicate with them. “To make it really fun, print up a sign for your desk that alerts others on how to communicate with you. For example, mine would be ‘Give me the big picture and get to the point.’”

PCMA Annual Meeting Education Session Matching Game

Jan 11

maureen-pickellTrade Shows attendee interaction, economy, meeting education, meeting industry, pcma 1 Comment

After being treated to a rousing Four Seasons “Jersey Boys” medley at 8:30 am  (a bit early to deal with “Big Girls Don’t Cry” in a piercing falsetto – but fun anyway!) the day began with the strategic plan for PCMA 2011 and awards.

Some insider information to share with ConventionPlanit.com followers: the most recent Economic Impact Study of our industry will be released by mid-February and word is that the results are very positive.

According to Deborah Sexton, President and CEO of PCMA, we’ve moved from “cautiously optimistic” to “optimistic” with more meetings being booked in a “reset” environment.  No more business as usual…but business will continue to improve.

The first full day was packed with sessions that were varied and insightful…beginning with the general session and moving through the myriad of educational break-outs.

Let’s have some fun and play a matching game!

The left column contains quotes from several sessions…match them up to the session titles in the second column. (Answers will appear in my next blog post.)

—————

PCMA will move forward as an industry vanguard by mingling face-to face and virtual to create the hybrid experience necessary to stay ahead of the curve.

By soliciting the input of New Professionals, expanding the International Membership and encouraging student involvement, the organization is concentrating on their member centric strategic plan.

Add on the recent partnership with the Virtual Edge Institute and we see that PCMA is not content to sit on its laurels…

…the organization is ready to help take its membership into the next era of meeting management.

Getting ready for tomorrow and more “serious business” of meetings.  And in Las Vegas…who knew??

Reverse Trade Show a Hit, Plus Social Media Tips

Oct 21

Laura CamicTips for Meeting Planners, Trade Shows attendee interaction, social media, Trade Shows 1 Comment

Earlier this month in Shreveport, Louisiana, the first ever Small Market Meetings Conference took place.

Planners engaged in conversations with properties nationwide from 2nd and 3rd tier cities – which is the foundation behind the conference! The reverse trade show approach was welcomed by both the planners and industry – giving them 6 minute appointments to engage in conversations they might not have the chance to in a traditional tradeshow format!.

Of course, one of the hot topics today is Social Media – and we had the opportunity to listen to Lesley Kyle, a Senior Event Manager at the Society of Plastics Engineers. Lesley shared her organization’s experience using social networking to enhance attendance and awareness of their meetings and annual conference.

She asked “Is Social Media a Fad?” – after watching presentation, I am sure to say that it is not going away!

Using social sites like LinkedIn and Facebook, Lesley and the Society of Plastics Engineers have been able to spread messages about their organizations and bring in the Gen X and Gen Y members that they had been seeking.

Some tips for success in social marketing that Lesley offered to planners:

1. Find Free Labor – often times you can find a college student searching for an internship to gain professional experience. Use them for free guidance as you build your social presence on the web.

2. Start with one site get a strategy, get comfortable with social media, and then move on to another form of social media… Basically, don’t bite off more than you can chew!

3. Be consistent with your message.

4. Create a bi-weekly or weekly plan of messaging.

5. Monitor your content, monitor your sites and be respectful.

If you want to hear more from Lesley Kyle, check out this video from her presentation at the show!

Final Day – ASAE Annual

Aug 25

maureen-pickellTrade Shows ASAE & the Center, attendee interaction, meeting industry, Tips for Meeting Planners, Trade Shows No Comments

The ConventionPlanit.com dynamic duo, Julie and mysef, attended a session entitled “What is the Future of tradeshows?” and learned a lot about charting the course for a new business model.

Instead of “re-arranging the deck chairs on the Titanic” (as one supplier succinctly put it) we should be polling association members, staffers, meeting planners and exhibitors all to come up with a trade show that lives up to everyone’s expectations…as well as providing ROI.

The night ended with Cindy Lauper…talk about a “Grand Finale!”

Meet Healthy for Attendees

Jul 15

Ashley ChalmersTips for Meeting Planners attendee interaction, meeting ideas No Comments

There is a lot of talk in the industry about green meetings that are good for the environment. But how about healthy meetings that are good for your attendees?

Many meeting professionals are paying more attention to this area. They recognize that a little exercise is not only healthy for attendees, but also keeps them awake by oxygenating the brain as well as muscles.

Planners shared their best ideas for healthy meetings in the Stellar Tips section of ConventionPlanit.com.

Scott Ludwigsen with Phoenix Marketing International suggests scheduling a walk around the hotel/conference center into meeting breaks. “For those attendees that actually take the walk, reward them by handing out tickets at the far end of the building,” he says.

“Prior to the next health break, draw a ticket for a prize and you will see the number of walkers increase dramatically during each subsequent break. Net effect: people come back from their breaks ready to listen, look, and learn!”

Another exercise incentive suggested by Al Rickard of Association Vision is to have a quick scavenger hunt during breaks that forces people to walk around a certain area.

“Put attendees in teams of three or four so they can meet new people in the process,” he explains. “Give away some small prizes for completing it. Then set up a table with prizes displayed for those who complete the hunt and a big sign that says “Free Prizes.” Prizes can be small gift certificates for local shops, local trinkets, hotel certificates for a free massage at the spa, or a free breakfast.

Alicia Dahill with Oliver Wyman offers this idea for squeezing exercise into meetings: “Hire the hotel’s fitness trainer to come in for the first five minutes of your morning and afternoon break to provide attendees quick stretches and movement with the focus on things attendees can do in their own office. This will help attendees feel more energized and awake during the meeting, and they will appreciate your efforts to incorporate fitness into the meeting.”

Use your imagination to go beyond walking and stretching. For example, the American Society of Association Executives (ASAE) & The Center for Association Leadership placed stationary bikes in the main gathering area during its Annual Meeting in San Diego two years ago. Rickard also suggests making large exercise balls available.

Meeting attendees, presenters, exhibitors, meeting staff, and others also spend a lot of time standing or walking, especially at large meetings with trade shows.

Eleanor with Symantec Corporation recommends having acupressure foot masseuses on hand.

“Even 10-minute sessions can relieve feet tired of walking long distances to get to and from different meeting rooms, not to mention presenters who stand for hours doing their sessions,” she says. “Foot massages are also good to boost energy.”

There are also other novel approaches to staying healthier by relieving both the physical and mental stress of meetings. Sybil L. Simons with Group Travel Advisors recommends a program called “jokesercise.”

She explains, “’High-Powered Howard,’ a comedian and personal trainer, offers half an hour of exercise punctuated with comedy. Attendees will love it! My groups do.”

Of course, providing healthy alternatives to meeting attendees extends beyond what they can do with their bodies to what they can put in their bodies.

“Keep your attendees hydrated and energized by providing a variety of unique soft drinks such as pomegranate-flavored soda, green apple iced tea, peach iced tea… something different in addition to water and coffee to add an unexpected gourmet twist to your meeting refreshments,” recommends Sharon Naylor with Sharon Naylor Wedding Books.

Kathleen Zwart with Blue Cross Blue Shield of Florida offers a tip with a double benefit — better health and a cost savings. “For an all-day meeting with lunch and an afternoon break, I hold back the dessert from the luncheon and serve it during the afternoon break,” she says.

“Your attendees aren’t tempted with two sweets in a short timeframe and you save money by not ordering a separate item for the break. You can include something non-sweet also, like fruit, nuts, or popcorn.”

For more advice that can help you in all areas of meeting planning, visit the Stellar Tips section of ConventionPlanit.com.

Creative Meeting Ideas

Feb 19

Ashley ChalmersTips for Meeting Planners, Trade Shows attendee interaction, meeting attendance, meeting ideas No Comments

Redefining value has become more important than ever before. What worked last year or the year before may be out the window, especially with a rapidly changing economic landscape and competitors scrambling for market position.

Here are some creative marketing ideas to help build meeting attendance:

Go Viral – Forget the swine flu! We’re talking about viral exposure in the social media. Come up with unusual – even outrageous – ideas for your meeting that will start tongues wagging and tweeters tweeting. Get your executive director to volunteer to sing a song onstage at the Opening General Session if the meeting attendance sets a record (be sure to post a video of him/her singing a few lyrics on YouTube as a sneak preview). Then have your Board members, convention planning committee members, and other leaders start tweeting about this and posting links to the YouTube video and your meeting website.

Talent Search – Everyone has talent, right? (OK, maybe some people are more talented than others.) Have a “Talent and Great Ideas Show” at your next meeting. Use your e-newsletter, online convention promotions, and the social media to recruit members to participate. Each person needs to demonstrate their talent for a minute or so (do a card trick, play a musical instrument, sing, dance, juggle, do an impersonation, etc.) and then deliver one industry-related great idea that attendees can take home and use in their business. Record a couple short videos with willing members to show how it works and post these on YouTube as examples. The show will add fun and value to your next meeting, and create powerful social media marketing leading up to the meeting to promote attendance.

Jeopardy – Think of an important topic in your industry and imagine how that might play out in a Jeopardy-style game. (Remember, answers must be phrased in the form of a question!) Creativity is the bottom line, of course – think about how the game can be built into into a PowerPoint presentation, for example.

What are you waiting for? Step out of your comfort zone, toss ideas around with colleagues, and think about the wow factor!

PCMA 2010 Annual Meeting Gets Underway

Jan 11

maureen-pickellTrade Shows attendee interaction, Event Industry Networking, meeting experiences, pcma No Comments

The PCMA 2010 Annual Meeting “Convening Leaders” opened in Dallas this weekend with organization members giving back to the city. Five Dallas based charities benefited from the hard work, talents, donations and fundraising efforts of convention participants attending PCMA’s 5^th annual meeting, Jan.10-13, 2010.

Attendees also enjoyed the Opening Welcome Reception sponsored by the Dallas Convention & Visitors Bureau. The event provided glimpses of the North Texas culinary scene, arts district, sports, hair and make-up professionals, shopping opportunities and carnival fun. Interactive entertainment, Texas food specialties and two-steppin’ music rounded out the evening.

Over the course of the four days, the annual meeting will offer <u>200 plus speakers and more than 60 education sessions</u> along with ample opportunity to network with colleagues. Attendees will learn new skills, share goals, solve problems and generally expand their horizons while reinforcing the position that “Face to Face” encounters are still the best example of “social networking.”

What is your favorite session so far?

If you’re currently at the show, be sure to say hello to Maureen Pickell.  She’s been busy blogging about her experiences in between networking and attending sessions!

The Importance of Conference Feedback

Dec 01

Ashley ChalmersContests, Tips for Meeting Planners, Trade Shows ASAE & the Center, attendee interaction, meeting attendance 5 Comments

As conference attendees consider the events they will continue to attend, or are forced to justify attendance to their employers, the value of the conference must be high.

What better way to incorporate the needs and desires of your attendees than to value their feedback?

Karen Freeman, CMP with VSR Financial Services, Inc. says:

Incorporate feedback sheets for your conference as a way to gain insight on how your attendees feel. Collect them as they leave or ask them to fax or mail them to you. Put your address and fax number on the feedback sheet so they don’t have to hunt for the information later. Then read them and listen to what folks have to say.

The most important step is to incorporate some of the ideas into the next conference. When folks know you really listen they feel more like they are a part of the conference. And all meetings are created for the attendee…right?

I received an email yesterday about ASAE & the Center’s 2010 Annual Meeting & Expo. The message focused on the changes for 2010 based on attendee feedback, in a question answer type format. (First by identifying the problem followed by the solution.)

ASAE is utilizing attendee feedback to create a better experience for the attendee…and what better way to engage the audience than by taking their opinions to heart? An attendee whose input and ideas are implemented will be more likely to continue and increase involvement within the organization.

So let’s keep the feedback forms coming!

Karen Freeman’s advice won the November ConventionPlanit.com Stellar Tip Contest. If you have a meeting related tip to share, submit your thoughts for the December contest – and respond to this post, too!

Social Media Reigns Supreme at Affordable Meetings Keynote

Sep 16

Ashley ChalmersTips for Meeting Planners, Trade Shows attendee interaction, hsmai affordable meeting, meeting ideas, social media 2 Comments

Affordable Meetings National Day 2 – keynote speaker Scott Klososky takes control of the audience with engaging and useful social media tips and tricks.

If you weren’t lucky enough to attend, we’ve got some of the highlights for you (we took lots of notes) -

Live Q&A: Screens posting Twitter feeds for an educational session are becoming popular, but Klososky’s method, we felt, was more effective. Attendees text messaged questions to a specific number and code, which would then appear on the presentation screens. Klososky flipped his presentation to view and answer the live questions in between segments.

We felt this was more effective because:

• The internet at the convention center could not control the posting speed (which was slow, of course, considering the large number of people using the server)
• Attendees could interact specifically with one another; Tweeting questions to a general hash tag for an event can become confusing if it is used by too many attendees. What if attendees are tweeting to the same hash from several educational sessions? It is difficult for attendees and presenter to quickly interact with one another.

  Social Media is the most democratic form of communication: Klososky noted that never before have users had so much control over the information we receive. If we don’t find something interesting or important, we don’t share it. The media has lost control over the information we receive and deem valuable. The media has no choice but to embrace the new, democratic communication we have, and create thorough content to compete.

  Useful Websites: Klososky shared some very useful websites for our industry. Here are a couple –

  • Addictomatic.com: enter your event name, company name, etc. to see what people are saying on social media websites. Very helpful from the brand control standpoint as well as from the user standpoint.
  • Namechk: Enter a username or vanity URL into the search field, and the site pans virtually every social networking and bookmarking site checking for availability. Even if you don’t use all of the sites, it is a good idea to reserve your usernames just in case.
    Add To