Association Meetings

Communication is the key to success!

Over the years the one lesson I keep learning over and over is that communication is the true key to a successful meeting! 

What do I mean?  Let's start with your attendees.  How much do they really know about your meeting when they arrive?  Do they know what to expect when they show up at the registration desk or conference hotel?  Do they know what is expected of them; how to prepare? Have you guided them through the process so that they are well versed in terms of transportation, location of events, costs, educational opportunities, social events and more? 

What of your presenters?  Do they really know the intended audience and topics on which to speak? Do they know what is expected in terms of the technology being used? Do they know the what, when, where, how and why of your conference?

For your exhibitors, what information can you provide ahead of time that will make this a successful show?  Often when dealing with exhibitors you are communicating with a Event Manger for the corporation, not the actual representative who will be on location.  If that is the case, how can you make sure that the representative knows what to expect?

The key is communication, in as many forms as possible!    Websites, wikis, blogs, mail, email, reminders, etc. etc. etc.

Who has the time?

The fun part of this is that everyone needs to know this information all at the last minute.  The time when you as the planner are least available to answer the questions.  So preparation is essential!  As early in the planning process as possible, make sure that everyone involved with your event knows how to find answers!  Then make them easy to find. Create FAQs for each of these groups of attendees, update it often.  Tweak them from event to event.  While some details do change, many stay the same from meeting to meeting.  Make sure that your web sites have RSS feeds to allow for automatic notices.  Send weekly email updates of "news and notes". 

Lastly, make sure your contacts at the event location are included.  The better informed they are, the higher rate of a successful outcome!

Remember, even when things go wrong, communication with everyone involved is the first step in making it go right.

What's the difference?

As an Association Meeting planner, I do think that this type of meeting is different. Different from corporate retreats, or CME Workshops, incentive gatherings or the many other types of meetings that take place each year. Association Meetings are different in that they bring together like-minded individuals on a regular basis to work towards a common goal. The attendees want to attend in order to further their professional knowledge. Sometimes this is in the sharing of research, other times it is just to collaborate on good ideas. Association meetings can often feel like big family reunions.

As the planner, it is important to know the differences and similarities as it will influence the decisions you make while planning. Everything from site selection to room layout to food and beverage selections. So what makes the so different? Stay tuned ....