Archive for the 'Best Practices' Category

31
Jul
14

Bonus content: Event Garde e-news – August edition

Jenny Hill

Jenny Hill, database coordinator

Q & A with Jenny Hill, Database Coordinator

Q: What keeps you busy when you’re not working for Event Garde?
A: In addition to working for Event Garde, I also work full time as an overnight customer service manager, so the rest of my time is spent sleeping!

Q: What’s your biggest vice?
A: I enjoy watching TV. I have nearly 30 shows from this year on my DVR.

Q: If you could visit anywhere in the world, where would it be, and why?
A: I would love to go to Egypt and see the pyramids. I think it would be awesome to see.

Q: What book, fiction or non-fiction, do you think best represents your life, and why?
A: I love reading the Stephanie Plum mysteries by Janet Evanovich. I enjoy that everything goes wrong in a comical way but in the end it all works out. I’d like to hope that is how my life will go.

Q: If you were a food, which food would you be, and why?
A: Fettuccine Alfredo. It’s a twist off of classic spaghetti – just a little bit different but people still love it.

29
Jul
14

Happy employees, big dollars

EmployEngagementI remember the first time a boss took me out to lunch for a job well done.

It was my first job out of college, and the editorial staff had just launched our newly designed magazine. As editor, I wrote and scrutinized thousands of words. I’m pretty sure the designer and I spent weeks staring at a computer screen and proofs.

I’m fairly certain the lunch wasn’t that amazing. But the conversation was. As a new college graduate, the praise tasted far better than the food. It wasn’t much, but at the end of the day, we felt appreciated and engaged in the success of the association.

The morale of the story: Engaged employees work harder and smarter. Happy, loyal employees are the backbone of a successful organization, or so it seems, according to a recent study by Gallup.

It found that companies with an average of 9.2 engaged employees compared to every one disengaged employee experienced 147 percent higher earnings per share than their competition. In addition, companies in the top 25 percent of Gallup’s database have significantly higher productivity, profitability and customer ratings and less turnover and absenteeism.

And it flows from the top down. The Gallup report found that managers are almost solely responsible for building employee engagement.

The problem: Only 22 percent of employees in the study indicated they felt engaged, with service employees feeling the least engaged.

So what’s the trick? According to Gallup: Measure the correct forms of engagement (emotional); hire the right managers, who should be expected to cultivate engagement among their employees; design day-to-day engagement opportunities, rather than build lofty goals; and find ways to connect with each employee.

It sounds easy, right? But it’s not. Managers need to be coached and encouraged to participate in professional development. Mentoring programs work well, according to those surveyed.

But what about associations?

Generally equipped with smaller staffs, it seems employee engagement should be easier to foster. That’s not always the case, as employees often juggle multiple responsibilities and wear several hats. Associations operate with less to do more, and sometimes, finding the time to foster engagement is tough.

thank-you“When it comes to recognition, there is no ‘one-size-fits-all’ approach,” wrote Tara Ericson, group vice president for Naylor, LLC, in the July 22 edition of Association Adviser. “I find the most success when I tailor the way I acknowledge employee achievement to how they want to be appreciated. Knowing your employees on an individual basis is the only way to know how to manage and recognize their accomplishments effectively.”

For example, Ericson creates a list of her employees’ favorite things – hobbies, restaurants and leisure activities – and refers to it when it’s time for recognition.

Also, she celebrates milestones – birthdays, marriages and births – and budgets for appropriate items.

“Sometimes, a reward isn’t justified, but your staff still deserves feedback,” Ericson said. “My rule of thumb is to say what’s on your mind. If a team member is performing well or not meeting expectations, I tell them immediately. Being direct and honest lets your team always know where they stand with you. It encourages better productivity and a more secure job culture by combating rumors and unjustified fears, and creates a constructive environment where coaching and open feedback are the norm.”

Ericson offers some other free or low-cost reward ideas:

  • Flex hours and telecommuting
  • Casual dress day
  • Public recognition
  • Reserved parking spots
  • Time off (leaving early, extended lunches, days off)
  • Happy Hours
  • Gift cards

At the end of the day, whether you have a large staff or a small staff, it’s important to remember that “an army of one” is a fallacy. Your association needs members, and your employees work to recruit and keep them.

As a manager or executive, remember that small gestures go a long way. So next time you’re craving a long lunch, or a lunch meeting at the golf course, ask your employees to join. You’ll do more than just foot the bill.

15
Jul
14

Is your association a global guru in the making?

Global businessFrom membership to events to publications, associations provide critical services to nearly all industries and professions – not just at home, but around the world.

As industries boost their globalization efforts, associations seem to be following suit, according to a new report, “Achieving Global Growth,” by American Society of Association Executives.

But what differentiates a successful global association from a not-so-successful one? Commitment. Strategy. Good business acumen. Cultural appreciation. Just to name a few things.

The ASAE Foundation and MCI Group, a global network of 50-plus offices providing market development services and conference management, just launched a multi-year, multi-phase research project to better understand U.S. associations’ global strategies and international engagement. In the end, a series of whitepapers and other resources will equip association members with tools to “go global.”

As the first byproduct of the initiative, the newly released report focuses on U.S. associations’ business activities with countries outside North America. One of the key findings: The most successful global associations have a strong commitment to internationalization, with a clearly defined and executed global strategy.

Specifically, the study found associations with successful global operations:

  • Recognize that international business operations are important to their financial health
  • Introduce products to international markets frequently
  • Conduct international meetings, conferences and face-to-face training
  • Develop strategic global partnerships
  • Invest in emerging international markets, rather than those that might be most popular or English speaking
  • Establish global offices or locations

The study also found those associations that successfully engage worldwide have higher membership growth and more non-dues revenue than those that don’t.

In addition, 60 percent said they have staff dedicated to international operations.

An interesting finding: Associations that reported growth in product sales from outside North America are more likely to have board members who reside outside North America. On the contrary, those who restrict board membership to North America have flat membership growth.

All associations (globally engaged and non-globally engaged) reported China will offer the largest potential for globalization throughout the next few years. But successful global associations also recognize potential in Brazil and India, and plan to target those markets.

“Proactive associations are those that reach out to non-U.S. members and customers to better understand their needs, promote the membership or products that are uniquely useful to them, lower barriers to engagement and consumption, give local leadership responsibility and reward or recognize participation.

“The case should be made to find ways to get into [identified emerging] markets now so as to build brand awareness, cultivate demand, build partnerships and improve service delivery capacity,” the report states. “Doing so now may actually be less expensive than waiting, when costs will be higher, negotiating for favorable terms harder and competition is more intense.”

So what do you think? Do you agree with the report’s findings? Is globalization in your association’s future?

01
Jul
14

Bonus content: Event Garde e-news – July edition

Cally Hill, Director of Client Relations

Cally Hill, Director of Client Relations

Q & A with Cally Hill, Director of Client Relations

Q: When you’re not working for Event Garde, what keeps you busy?
A:  I enjoy spending time with my family and watching Tigers baseball.

Q: If you could meet one famous person, who would it be, and why?
A: Tom Hanks. He has been my favorite actor since he was on the sitcom “Bosom Buddies” in 1980.

Q: What song best describes your life, and why?
A: My favorite song is “Bridge Over Troubled Water” by Simon and Garfunkel because it is the first song I remember hearing as a kid and it reminds me of my dad.

Q: What is your secret talent?
A: I don’t have any secret talents, as I think they’re out there for everyone to see. (Editor’s Note: Cally is very skilled at making everything run smoothly. Her secret talent is definitely multi-tasking! – KP)

Q: Which color do you think best represents you, and why?
A. Orange. It’s a bold color that stands out.

24
Jun
14

5 Cool Things Associations Are Doing at Meetings and Events

This month’s guest blog post is by Samantha Whitehorne, deputy editor for Associations Now. Contact Whitehorne at swhitehorne@asaecenter.org.

Samantha Whitehorne

Samantha Whitehorne, deputy editor for Associations Now.

As the weekly blogger (and deputy editor) for ASAE’s AssociationsNow.com, I write about some of the innovative things that associations are doing for their meetings and conferences. While it can be stressful to come up with something new each week, it gives me a chance to spotlight association meetings, which sometimes are wrongly perceived as unable to keep up with the likes of bigger conferences such as SXSW or TED.

Here are five ideas executed by associations throughout the past year that I think are the best of the best.

Have Staff Wear the Latest Technology
In April, the Washington Restaurant Association outfitted its onsite staff with Google Glass to provide a live video feed of the event.

During the two-day event, WRA staff wore Google Glass while walking around the show, producing a video feed that streamed on its web site to give people an idea of the event’s layout and provide additional exposure for exhibitors via “on-camera” interviews.

“It allows us to go to a lot of the exhibitors and industry experts who are part of the trade show and interview them in a casual manner,” Lex Nepomuceno, WRA’s director of communications and technology, told Associations Now.

Keep Attendees’ Health in Mind
More associations are helping to keep attendees on track when it comes to their health and fitness while they’re onsite. For example, the annual conference and exhibition of the Health Information and Management Systems Society offered a three-day Wellness Challenge this year.

Here’s how it worked: Attendees had to sign up through the meeting web site and were required to have a fitness tracker to participate. They could either purchase a Misfit Shine activity tracker for $59 through HIMSS, which they picked up onsite, or use their own.

Each of the three days featured a different challenge. Participants used their trackers to calculate each day’s measurements and then posted their numbers online to qualify for daily prizes, which included two $300 gift cards and an iPad mini. To ramp up the competitive spirit, participants and other attendees could visit a booth in the exhibit hall to see who was in the lead each day.

Perfect the First-Time Attendee Experience
Conference newbies can be just as anxious to attend a meeting as they are excited, especially if they don’t know anyone, which is why the first-time attendee experience is so important.

The Society of American Archivists, with the help of its Students and New Archives Professionals Roundtable, put together a first-timer’s guide for its 2013 joint meeting with the Council of State Archivists. It includes a list of what to pack and a guide on how to best network at the conference. In the latter section is a breakdown of networking opportunities made specifically for first-time attendees, including the Navigator and Lunch Buddy programs. SAA also has two other resources on its site for first-timers: One has interviews with three previous attendees highlighting their tips and tricks for making the most of the conference and the other focuses on how to best navigate the meeting.

The American Homebrewers Association also has a fun first-timer’s guide for the National Homebrewers Conference on its site. My favorite tip — written by “AHA Conference Veterans for Fun” — is this: “As delicious as it is, beer is not really food. Don’t get carried away with your conversation on hop glycosides and hot side aeration and forget to eat.”

conferenceDesign a New Learning Experience
Well-known keynoters, high attendee numbers and hundreds of education sessions are nice, but they don’t guarantee a successful meeting. What does? Designing a learning experience members can’t re-create or find elsewhere.

With member feedback in mind and a desire to create a more engaging learning experience, the National Association of Secondary School Principals made a fundamental shift in how knowledge was acquired and delivered at the NASSP Ignite 2013 Conference.

The backbone of the strategy was the Connected Learning Center, located in the middle of the exhibit hall. The center featured a technology showcase to demonstrate new tools and included a place for speakers to hold mini-sessions to dive deeper into concepts and topics they presented on during their larger, 75- to 90-minute learning sessions held earlier the same day.

To further encourage this dialogue, presenters also were able to hold “office hours” in the center. These open-door meetings gave speakers and attendees the opportunity to discuss the work they’re doing.

Let Members Do the Planning
In an effort to get members more involved in the meeting-planning process, the National Association of Plan Advisors — a sister organization of the American Society of Pension Professionals and Actuaries — let members select session topics for its NAPA 401(k) Summit, which took place in March in New Orleans.

The best part was that it was inexpensive and simple. ASPPA used the free, open-source platform All Our Ideas for the voting process. The tool was easy for members to navigate. They were given two session ideas, and they could either pick their favorite or add their own idea into the mix for others to vote on. The process was then repeated. The platform’s algorithm sorted and ranked the ideas in real time, allowing members and ASPPA staff to see what topics were in the lead.

What other cool and innovative things do you think are occurring in the meetings space, association-related or not? Share in the comments or shoot me an email at swhitehorne@asaecenter.org.

10
Jun
14

Post-Relay reflection: passion and public relations

The Event Garde-ians

The Event Garde-ians, from left to right: Jenny Hill, Ashley Jones, Cally Hill, Aaron Wolowiec, Kristen Parker and Sara Mller. All are employees of Event Garde, LLC.

It was 3 a.m. Sunday and I’d been up since 6 a.m. Saturday. By now, the midnight coffee was wearing off and I was punchy.

But the jokes were rolling as Aaron Wolowiec, president and founder of Event Garde, LLC, and I sat in the glare of stadium lights trying to stay awake. We’d been at East Lansing High School for the East Lansing Relay for Life since early Saturday morning. Our team, The Event Garde-ians, decided a year ago that we would do our part to help find a cure for cancer.

Wolowiec sat on the committee and chaired the luminaria event, while I served as a team captain.

So why did we do it?

Because a sleepless night is nothing compared to the battle of cancer. And because each of us on the team has been affected by cancer. I lost my dad and my father-in-law to lung cancer eight years ago. For our team, “Cancer Sucks” is more than a bumper sticker or a magnet – it’s reality.

Our team raised nearly $3,500 and placed fourth out of 20 teams. We walked hundreds of miles, sweated buckets, wore silly costumes and participated in three-legged races in the middle of the night – all in the name of cancer. During the luminaria ceremony, we cried as we remembered loved ones who lost the battle to cancer and celebrated the survivors among us.

Overall, the East Lansing Relay for Life raised more than $44,000 for the American Cancer Society. And while The Event Garde-ians were inspired by personal stories of loss and triumph, we also realized the importance of giving back.

As you may remember from previous blog posts I’ve written, giving back and community engagement are wonderful ways to say “thank you” to the community that supports your organization. And people notice: If a member is trying to decide which association to join, your organization’s commitment to social responsibility could make that decision a bit easier.

“The association community is founded upon the passion, integrity and commitment of members,” Wolowiec said. “As consultants, industry partners and association staff who understand the complexities of volunteer management, it’s incumbent upon us to use our considerable knowledge and expertise to help our local communities organize around and raise money for causes that are poised to imagine a better tomorrow – in this case, one that is cancer free.”

Relay for Life sign

Event Garde was a bronze-level fundraising team for the East Lansing Relay for Life event.

In addition, participating in such events is good – and easy – public relations. In our case, Event Garde was listed as a supporter and a bronze-level fundraising team on an American Cancer Society web site. Event Garde was included in promotional material and mentioned in word-of-mouth conversations. As a committee chair, Wolowiec networked with key community leaders and vendors to earn support.

That’s not all. Event Garde was tagged in social media posts and we engaged media. In fact, I did an interview with WLNS, one of Lansing’s main news outlets, talking about the importance of rallying together to some day find a cure for cancer.

So the next time an event such as Relay for Life comes to town, consider signing up. Your commitment doesn’t have to be expensive; you can easily start a social media campaign. If you choose a well-established organization like American Cancer Society, chances are, vendors will cut you a break – especially if you cross-promote their services.

Poll your members and staff to learn which causes they support and about which issues they’re passionate. If you can, donate to those organizations. Become a sponsor. Form a team and walk at midnight wearing your swag.

And get in front of the camera. Talk about your efforts to support your members’ causes. Don’t be afraid to get personal, because those are the stories your members – and potential members – will remember.

In closing, thank you to everyone who supported The Event Garde-ians’ crusade against cancer. Keep fighting, and we’ll do the same.

Luminarias spell hope

Luminarias spell the word “hope” on the East Lansing High School bleachers.

20
May
14

It’s an emergency! So now what?

Flooding in WellsImagine: Your conference is thriving. Rooms are packed and vendors are happy. Things are going swimmingly well and then it happens. You get the call that one of your attendees had a heart attack and has died.

Imagine again: You’ve taken a chance on a new event venue that sits beautifully on a river. Your vendors seem to love the locale and the packed expo hall. But overnight, the weather turned ugly and a torrential downpour caused the expo hall to flood. And in a matter of minutes, products and displays become waterlogged.

Both these scenarios are very real nightmares for event planners. Crises happen, and there’s nothing you can do – except plan ahead.

So ask yourself: How ready is your association to handle a crisis? If something happens at your next event, do you have communication channels defined? Do you have an emergency management plan?

It’s important food for thought. So important it was the topic of Destination Michigan’s Michigan Meetings Expo 2014, which was held on May 8 at the MotorCity Casino and Hotel in Detroit.

In a session titled “Emergency Action Plans: Plan for the Worst, Hope for the Best,” participants swapped stories and advice for emergency management. After the event, Destination Michigan compiled scenarios and recommendations from the idea exchange.

The report includes 10 scenarios: participant death, flooding, ice storms, fire alarm, hospitalized CSM, tornado warning, intoxicated board member, concealed weapon, power outage and unruly protestors.

Let’s take weather, especially ice storms, considering the awful winter we Michiganders experienced. We all remember Icepocalypse and the damage it caused.

It’s best to keep an eye on the forecast and cancel ahead if you can, participants reported. And it’s important to communicate the cancellation via telephone calls, emails and text messages the night before. If you decide to hold the event, make sure to have a plan for no-shows and latecomers. If you cancel, there will be a cancellation fee, and one option for the venue is to apply 50 percent of the cancellation fee to future events – if you reschedule.

Admittedly, social events are participant favorites. Often, there’s a mixer or a reception during a conference, which means there will be lots of alcohol. And sometimes, people overindulge. But what if one of your leaders, i.e. a board member, has a bit too much to drink and becomes unruly?

As an event planner, you should find out with whom the person came to the event and alert him or her. Ask if he or she can help remove the person respectfully and quietly. However you do it, it’s important to get the intoxicated person out of the room, even if it means calling security. At the same time, you should strive to maintain the dignity and reputation of the person, so diffuse the situation delicately and swiftly.

In this scenario, the venue should immediately contact the event planner and stop serving the guest. After informing security, the venue should make sure the intoxicated person has a safe ride home or offer him or her a hotel room.

And the list of scary situations goes on and on. So I encourage you to read Destination Michigan’s peer recommendations for the 10 scenarios.

crisis-communicationAs a trained crisis communicator, I echo all the recommendations but I’d like to remind venues and event planners that communication is key. It’s better to over communicate than hide behind fear, and it’s easier to communicate when there’s a plan in place. Plans should include talking points, messaging, target audiences, a list of stakeholders and other key elements (which I’d be happy to share if you contact me.)

But even if you don’t have a plan, act quickly, think clearly and communicate. Say something, even if it’s just acknowledging the situation and expressing concern.

What other scenarios have you encountered in the meetings industry? If you’d be willing to share your plan, please email me at Kristen@eventgarde.com.

 




meet aaron

Association learning strategist & meetings coach. Founder & president of Event Garde. Passionate about cooking, hot yoga, blogging, old homes, unclehood & pet parenting (thanks to Lillie the pup).

meet kristen

Writer, editor, public relations professional. Proud mom of three. Total word geek. Spartan for life.

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