Posts Tagged ‘social media

05
May
15

20 reasons to book within the official group block

PS_Hotel_KingRoom_newWith unprecedented access to vacation rentals through websites like airbnb and VRBO, as well as the availability of discount hotel stays through websites like Priceline and Orbitz, it’s no wonder organizations are having difficulty filling their group room blocks during in-person meetings, conventions and exhibitions.

A quick survey of industry professionals via ASAE’s Collaborate turned up the following 20 reasons (in no particular order) for booking within the official group block. Consider customizing this list and sharing it with your members and attendees via marketing materials (e.g., brochure, website and social media) prior to your next big event.

  1. Official hotels are inspected by the organization prior to your arrival.
  2. Greater informal networking opportunities exist in hotels within the group block (as this is where a majority of attendees are staying and frequenting).
  3. It will take you less time to travel from the meeting to your hotel room, making it easier for you to adjourn to your room to nap or work during down time.
  4. The important announcements and information the organization may need to share with attendees when they check-in are provided only at those hotels within the group block.
  5. Any room drops arranged by the organization or its exhibitors are only available to those staying at hotels within the group block.
  6. The organization is able to conduct high-quality meetings at desirable sites for a reasonable registration fee because a significant block of hotel rooms is reserved for meeting attendees.
  7. Friendly booking terms (e.g., no full pre-payment) are negotiated as part of the organization’s hotel contract.
  8. Meeting attendees receive a reduced rate (negotiated by the organization) for their sleeping rooms.
  9. Low group rates are guaranteed prior to the established cut-off date and are usually extended three days pre- and post-event.
  10. Attendees receive the negotiated benefits and amenities contracted for the group room block (e.g., fitness center or bottled water).
  11. Reservations within the group block are protected from hotel relocation (also known as walking).
  12. Complimentary shuttle service may be provided (e.g., to/from the airport, conference center or local attractions).
  13. The size of the official room block determines priority status for function space. By booking rooms outside the block, the organization may not get its preferred dates/function space on a first option basis.
  14. green_moneyIn exchange for filling the required number of sleeping rooms, the organization is permitted to use the hotel’s meeting space at no/reduced cost.
  15. The organization is penalized financially for not filling a minimum number of contracted sleeping rooms.
  16. Securing a smaller room block makes it more difficult for the organization to gain favorable hotel services, concessions and function space both this year and in future years at new/different properties.
  17. The hotel provides certain concessions to the organization based on filling the group room block (which help to offset registration rates).
  18. Helping the organization meet its room block obligation allows the event to earn reductions toward the overall master bill (e.g., comp rooms, commissions or rebates.)
  19. Future housing and registration rates can remain low when a majority of attendees book within the official group block.
  20. Booking within the group block is the right thing to do both to support the organization and to ensure the event remains financially viable.

Tell us in the comments what other reasons for booking within the official group block you would add to this list.

14
Apr
15

Can associations keep pace in the tech race?

This month’s guest blog post is adapted from an original by Hank Berkowitz, moderator in chief of Association Adviser eNews. He wears many hats, however, and to see those, visit his LinkedIn profile.

Hank Berkowitz

Hank Berkowitz, moderator in chief of Association Adviser eNews.

About 60 percent of respondents to our latest unscientific reader poll said they’ve encountered more surprises in technology over the past 12 months than in any other area of association management. That includes membership growth, non-dues revenue, social media and Big Data.

Associations are generally not early adopters of technology, but they are taking steps to close the knowledge gap.

According to Fara Francis, chief information officer of The Associated General Contractors of America, association leadership now welcomes IT to sit at the table to participate in identifying the organization’s business strategy and goals.

“With this posture, technology is now given significant consideration in most associations and as such, a plethora of technology trends are now being adopted and implemented,” she said.

Staying current in this age of “throw-away technology” is a huge challenge for every organization she’s involved with, said Patti Stirk, a long-time IT services entrepreneur and now an investor and adviser to AgeCheq, which creates technology to protect children’s online privacy.

“Not staying current with electronic payment methods and communication methods risks disenfranchising donors,” she said. “It’s no longer simply about email and a Web page.”

Mobile
Members of all ages, not just up-and-comers, are likely interacting with you via a mobile device. That wasn’t always the case five years ago.

According to Naylor’s chief innovation officer Marcus Underwood, as the typical screen size has grown rapidly, so has the way in which people use their devices.

“In the past, messaging and searching for quick answers (through search engines) dominated the usage,” Underwood said. “Larger screen sizes have led to increased consumption of in-depth content. The types of content (articles, video, blogs) allow associations to communicate with their members in ways never before possible.

“This larger screen size has also freed up space that can be used for advertising or sponsorship. This is key for many associations as the non-dues revenue model is often necessary to pay for these new content streams.”

That’s also why designing your sites with responsive design—the ability to experience optimal viewing of a website from any source: web, phone or tablet — is “now mandatory,” explained AGC’s Francis.

As David Trust, CEO of the Professional Photographers Association said, “Trying to do business without tapping into all of the ways people communicate these days is like trying to hold back the tide with a sandcastle.”

Of course, no discussion about mobile technology would be complete without a nod to the explosion of mobile apps. Nearly half (42 percent) of respondents to our unscientific reader poll said mobile apps have had a bigger impact on their association than any other factor. No other tech development came close.

Underwood said gamification is one way that associations have rapidly boosted engagement with their mobile apps. And he said associations can now make content mobile accessible without having to rely on native applications that must be managed through a third party.

“Making your content mobile and web-friendly is far more cost-effective, and it doesn’t require specific downloads,” Underwood said. “The vast majority of ways an association needs to communicate with its customers can be done through smart, adaptive mobile web design.”

technology-727x350Marketing Automation
Another important trend we’ve seen is the number of associations now using marketing automation platforms to automate repetitive member communication tasks. MAPs also enable you to market to members selectively and with more relevance on multiple channels, including email, social media, websites and more.

Chad Lloyd, marketing manager of Boxwood Career Solutions, said MAPs help associations connect to members at the “appropriate time” and on a “personal level” so that your communications seem as though they were created just for that one single member.

Whether built in-house or more often licensed from vendors, MAPs use “digital body language tracking” so you are able to understand exactly what your members and prospective members are interested in and customize your communications with them, Lloyd said. That, he said, has gone a long way toward helping associations avoid two of the biggest member long-time member irritants: (a) Marketing to folks who aren’t interested in what you are sharing and (b) burning your list by over-communicating with your contacts and causing them to opt out of your communications.

07
Apr
15

Social butterflies may learn the most

social_mediaMaybe one of the reasons I love Pinterest so much is that I’ve learned how to use basic household substances to remove stains; how to make cute Thanksgiving pinecone turkeys; how to make pasta from squash; and the list goes on and on.

In other words, I’ve admittedly expanded my horizons with social media.

By now, you know I’m an avid user of Facebook and Twitter, partly because I realize the potential of social media to educate. Yep, I said it: It’s possible to learn from social media.

In fact, the term is “social learning,” and associations are slowly embracing it as part of their learning efforts.

Last April, consulting firm Tagoras conducted an informal survey about associations’ use of social technologies for learning products and/or services, and shortly thereafter released a whitepaper on the topic.

Social technologies are defined as any technology that allows users to communicate with each other via the Internet or cellular networks to share videos, graphics, etc. Examples: blogs, discussion boards, social networks (Facebook, LinkedIn), YouTube and podcasts.

Of the 102 respondents, more than half reported they use social technologies for learning, with 25 percent indicating plans to do so within the year. Not surprisingly, YouTube ranked No. 1, followed by discussion forums and Twitter. Facebook and LinkedIn, thanks to their discussion capabilities, were also popular.

In addition, a placed-based annual meeting of members was the No. 1 type of learning product associated with social technologies.

So why should associations adopt social learning, according to Tagoras?

  • It’s a natural fit. Associations are social in nature, striving to connect people with similar wants and needs. So social tools – for which there are groups, pages and forums to bring together passions – simply make sense.
  • Social learning boosts retention. Discussion forums allow users to learn from each other by asking questions, sharing ideas and reinforcing concepts from classes, while also fostering the building of networks.
  • It’s ongoing. Often, learners attend a class and after it’s over never revisit the knowledge they gained. But by using a blog or WiKi, users can revisit archived topics anytime.
  • Social learning is motivational. It’s exciting to see classmates, colleagues and peers succeed and social media and social technologies make it easy to share such news.

social-learning_smallThe Tagoras whitepaper cites several examples of associations that have successfully used social learning. But in short: Twitter chats; Facebook discussions in which people answer a question or respond to a comment and to each other; and live-tweeting during a conference.

If participation is a concern, associations can require members to participate in weekly discussion forums, contribute blog posts and participate in Twitter chats or Google hangouts.

All this said, the Tagoras survey found most associations don’t have a social learning strategy in place. At the same time, respondents indicated lack of resources and budget as top barriers for dabbling in social media. And some associations fear their staff isn’t skilled enough to successfully engage in social learning.

Nevertheless, efforts don’t have to be expensive or complicated, Tagoras says.

“Given that social learning is effective, why not try it, if you’re not already?” it wrote. “To our minds, the case for social learning is made, and the question at hand is not whether to make use of it but how to incorporate it as effectively, as strategically as possible.”

24
Mar
15

Time for a MOOC-like makeover

moocMassive Open Online Courses. The public seems to embrace them, while higher education remains skeptical of their educational value.

But either way, MOOCs probably aren’t going anywhere, so it’s wise to take some tips from their success.

So what’s a MOOC? Essentially, it’s a teaching format that’s open and accessible to learners around the globe, provided they have Internet access. A MOOC is a social, networked learning experience that blends a subject matter expert (instructor), technology and convenience. In other words: a hybrid-learning format that appeals to today’s 24-7 learners.

In the background, a successful learning management system is key to operating a successful MOOC. Many associations already employ a LMS, and since they retain experts in niche and trendy areas, they’re prime to offer their members a MOOC-like learning opportunity.

That’s according to Web Courseworks, a learning technologies and consulting company. It recently released a whitepaper with 10 tips for instructional designers and LMS administrators, inspired by the success of MOOCs.

There are MOOC-like things associations can do to entice learners. Since associations are nimble and can respond quickly to industry trends (much more quickly than higher education institutions can), associations are prime MOOC providers, the whitepaper says.

Associations need three things: people (SMEs, instructional designers, LMS administrators), processes (course development, marketing) and technology (video, left-navigation layout).

“Professional and industry associations … don’t have obligations to a tenured faculty, so they can recruit faculty based on what content is in high demand; and their members are applying new knowledge and techniques in the field, giving them the ability to provide valuable job-related training,” the authors wrote. “Learners should be turning to your association to fill gaps in academic training and address evolving standards and techniques within a community of practice. Use the promotional power of a MOOC to ‘claim’ a hot topic and gain recognition as the go-to source for related educational material. A timely MOOC is a great way to connect educational and marketing goals.”

Word of caution: A MOOC isn’t a webinar and it’s not a regurgitation of a PowerPoint presentation.

Yes, put your SME on screen, but involve your instructional designer. Rather than overloading learners’ brains with a massive amount of information, Web Courseworks suggests chunking up information – in short segments – based on learning objectives.

mooc.org_And it’s important to check in with your learners to make sure they “get” it. The whitepaper suggests offering two- to five-minute video segments, with a check-in wedged between segments. Simple multiple-choice questions, or weekly quizzes with unlimited attempts and feedback, work well. Of course, this means LMS administrators need to ensure systems are capable of importing and exporting questions and managing social learning elements.

Perhaps the biggest draw of a MOOC is its social learning function. It’s impossible for an instructor to answer all questions, so students rely on each other for assistance. Discussion forums, in which peer feedback can occur, are musts for MOOCs, the whitepaper says.

Of course, all of this is moot if learners aren’t motivated. So, try offering digital badges and certificates (shareable on social media) for credit completion or educational advances.

Oh. And MOOCs are generally free, or at least low cost.

“Think of a MOOC as an entry point for members into your educational offerings,” Websource says. “It can be the ‘loss leader’ that grabs the attention of learners and promotes premium items in a course catalog. Advertise related course offerings within a MOOC, or use it to satisfy prerequisites for a larger certification program. Transform ‘free’ into ‘freemium’ by offering a MOOC as a small piece of a larger professional development and certification puzzle.”

What do you think? Does your association offer a MOOC? Or, do you offer webinars that could be transformed into MOOC-like offerings? Share your advice here.

In the meantime, check out a previous blog post on MOOCs.

17
Mar
15

Your next event needs its own War Room

This month’s guest blog post is by Jordan McArthur, content marketing manager and event tech specialist at Guidebook Inc., which specializes in providing app technology for events. It was originally posted on the Guidebook Resources blog.

Jordan McArthur

Jordan McArthur, content marketing manager and event tech specialist at Guidebook Inc.

As we discuss ways to make events extremely personal and give our attendees true experiences that exceed their expectations, it’s hard not to wonder, “What do the actual logistics of something like that that look like?”

That’s where the concept of The War Room comes into play. That’s right – we’re talking about a central command center where all hell can break loose if it needs to. Just like in the movies.

A war room might be metaphorical at your next event – the name of your emergency game plan, for instance – but we’re suggesting you strongly consider an actual room. Choose somewhere out of the way – a utility closet, a hotel room, a conference room in the next building over – where a team of first-responders can work without the distractions of the event floor.

You’ll also want to make sure you’ve limited access to (and knowledge of) the room itself. This is not the place for the CEO – that will only cause major distractions and may entirely derail the whole operation.

Let’s be clear what we’re creating here. A war room exists at your event for the benefit of your participants. It is solely focused on making sure that the product you’re providing them is seamless, meaningful and tailored to their specific needs. A war room is a nerve center that can immediately and efficiently address the needs of your attendees and/or exhibitors, and it has grown out of an ever-growing expectation that events and meetings will be engaging, dynamic experiences.

Let’s take a look at the type of war room you might want to set up at your next event.

The Social Media Command Center

Your event will be social whether you plan for it or not. The fact of the matter is that people talk about their experiences on social media – all of their experiences.

Establishing a Social Media Command Center means that you’ve embraced social and taken a proactive role in guiding the conversation, rather than falling victim to it.

Talk to your participants

Conversation tracking can be done as simply as establishing an event hashtag to as robustly as using detailed visualization software (such as Buzz Radar). The key, however, is staffing people who are primed to respond no matter the circumstances.

Negative social conversation can alert you to a small problem before it becomes a big problem. For example, your attendees are likely to be the ones to tell you first if it’s too cold in the keynote. People may be discussing confusing traffic patterns or a lack of trash cans – all things that can easily be remedied.

But just as important as tracking the negative is responding to the positive. Liking, commenting on, favoriting and retweeting sentiments from your attendees will create a positive feedback loop and encourage more and more of your attendees to join in on the love fest – and that’s good for you, your brand and your ROI.

PrintCustomize your content

Now here’s where you can really take things to the next level. What if the social conversation started shaping the content of your event? With your Social Media Command Center in place, you have the ability to start dynamically integrating your attendees’ real time conversations into the event itself.

Knowing what’s being said means that a mainstage presentation can suddenly become interactive with immediate audience feedback – or that you could actually start shaping content on the fly based on what people want to hear about. Let your attendees vote on a session’s topic, or really live on the edge and leave a blank spot in your speaker schedule to develop a day-of session based on hot topics at the event. At the very least, curate the best of your social shares on a large screen in plain view so that people are inspired to join in.

The Crisis Management Center

There are going to be mistakes and mess-ups. Let’s all just admit that now and move on with figuring out the best way to handle them.

A Crisis Management Center is the most covert of all the war rooms. Its existence is known to few, and some of your most trusted people are there to make sure that anything that goes wrong is immediately taken care of in a way that draws little to no attention.

A Crisis Management Center will need a direct line of communication with the show floor. (May we suggest the app Voxer?) Once they’ve been linked in to monitoring the most important aspects of the event – time, flow, social, etc. – they should have the authority to make judgment calls as incidents arise.

One of the most powerful responsibilities of the Crisis Management Center will be the ability to actually change the program of your event. It may be as simple as a session time change, but it could be as complex as scheduling a completely new session and alerting attendees of its existence.

For this reason, it’s imperative that the Crisis Management Center has access to updating your event app. By doing so, attendees will always have the most up-to-date information and the team can send push messages as necessary to alert folks of the changes.

The Concierge Center

War rooms aren’t just for immediate reactions and handling problems – they’re also great for making the experience of your event excellent for everyone involved. A proactive mindset can go a long way toward making sure your participants are receiving the personal, experiential treatment.

Happiness on-demand

One possibility for a Concierge Center would be to create an on-demand service for your exhibitors using your event app. It’s inevitable that someone’s going to forget his or her charger or need a roll of duct tape. Allow yourself to save the day by being the provider of such things. Create a feedback form within your app where exhibitors can request commonly misplaced or forgotten items.

You could even take a cue from Uber and deliver fun items for a much-needed mid-show reprieve. Uber made headlines with its insanely popular kitten delivery and on-demand ice cream. Just imagine the wave of positive feelings that instant chocolate delivery would induce in your exhibitors, all at a relatively low cost to you.

banner_customer_serviceContests with purpose

Contests are a great way to get people engaging as well. You might try gamifying your event app in order to get people to follow a particular pattern around your show floor. Another option is to gather prizes beforehand that you know you will give away during the event. Then use your Concierge Center to identify certain objectives you would like people to complete and offer prizes for doing so. Use this to bring foot traffic to a dead area or engage with a sponsor that’s not getting enough love. It’s all about flexibility.

Unparalleled experience

The bottom line is that personalized events take resources. It’s going to cost you a little time, money and manpower to pull off any sort of hyper-personal experience. The payoffs in participant happiness and ROI, however, will be well beyond the upfront costs. Consider the war room structure at your next event and you’ll be looking at unprecedented satisfaction.

09
Mar
15

The public is listening and associations are spending

bigstock-Public-Relations-Concept-in-th-17050577As a public relations professional, imagine my excitement when I stumbled across a new report that found associations are spending an unprecedented amount of money to sway public opinion.

No, I’m not excited that associations are shelling out big bucks, but it’s validation.

It’s true that we’re spin doctors, but we’re there when you need us. It’s our job to help you sort through the clutter of public confusion, misinformation and media madness.

Last month, the Center for Public Integrity released a report on the PR spending of Washington, D.C.-based trade associations.

“It’s been well-publicized how much industry spends on lobbying the government, but little is known about how much money goes toward influencing the public,” the center says. “In an effort to find out more, Center for Public Integrity reporters examined the tax returns for trade associations that spent more than $1 million on lobbying in 2012. The IRS requires the groups to report their top five contractors.”

The report found that from 2008 to 2012, 144 trade groups spent $1.2 billion – 37 percent of the total amount spent on contracts – on PR and marketing. By industry sector, energy and natural resources associations were the big spenders. Business associations came in second, spending more than $200 million on public relations, marketing and ad services. And, perhaps of special interest to our readers: The food and beverage association ranked No. 4 in PR spending.

At one time, associations earmarked thousands of dollars for lobbyists. But that’s slowly shrinking, thanks to the advent of social media, blogs and citizen journalism. Whereas lobbying engages policy makers, public relations engages a public platform devoid of class, gender, race and socioeconomic divisions.

So why the shift to public relations?

“They certainly want to influence the general public because the general public will then influence the politicians, the lawmakers or the regulators in that particular industry,” said Steve Barrett, editor-in-chief of trade magazine PR Week.

154067314-about-us1And it seems Edelman is thriving. The nation’s largest public relations firm, which employs 5,000 people, netted the most revenue. According to the report, associations paid Edelman nearly $350 million, with the American Petroleum Institute carrying most of the load.

It’s important to note that the report measured only the most politically active associations in Washington, D.C., so some key players could have been left out of the analysis.

However, “the contractor information provides an inside look at the way trade associations use PR and advertising to ply the American mind,” the Center for Public Integrity says. “Trade groups determined to fight regulations and boost profits of their members have spent heavily to influence how the public perceives policies that affect everything from the air we breathe to the beverages we drink.”

A word of caution: Transparency is important. If you budget for public relations efforts, make sure your members know where your association stands.

So, all this said….what do we do?

prtopnewsimageEssentially, PR pros are message makers. In a sticky situation, it’s our job to help clients maintain their integrity. But we’re also storytellers. Earned media (or non-paid media coverage) is key to reputation building, especially in a market in which PR pros outnumber journalists.

Is your association setting a trend? Does your association have an awesome success story to share, i.e. outreach or community service? Do you have a member organization that’s doing something incredible? That’s where PR can help. For starters, check out Public Relations Society of America, which includes a directory of PR firms and service providers.

I’d love to hear your thoughts on this. Feel free to reach out to me at Kristen@eventgarde.com.

27
Jan
15

4 Event Metrics You Should Be Calculating

This month’s guest post is by Courtenay Allen, a marketing specialist at Attend.com, which produces event management software. It was originally posted on the attend.com blog.

Courtenay Allen

Courtenay Allen, marketing specialist for Attend.com.

You’ve set your event goals and planned every detail, but how do you know if you’ve been successful? The word “metrics” gets tossed around everywhere, but it’s more than just a buzzword – it’s a necessity. Whether you’re hosting a nonprofit fundraiser or an alumni event, here are standard metrics to calculate your event’s success.

Event Surveys
After your event is complete, sending a post-event survey is an important tool to determine the success of your event. Most likely, not all your attendees will complete the survey. However, even without 100 percent completion rate, the feedback you’ll receive will be invaluable. Most importantly, ask your attendees if they’re satisfied with your event and if they’d be willing to attend next year. If attendee satisfaction is low, it may be time to change or even eliminate the event all together. In addition to your attendees’ general feedback on their experiences, ask them for more in-depth insights about the food or venue. While these metrics don’t necessarily impact your return on investment for your event, they’re helpful to know and can help you plan future events.

Attendee Demographics
Another crucial element to measure is your attendees’ registration process. For instance, did they initially sign up for your event really early? Or right after you published a blog post? Perhaps they registered for your event after seeing your event promotional video. Not only is it important to track when, but also how your attendees registered through your various event promotions. Did your attendees register through social media or by responding to your email? By tracking your attendee registrations, you’ll be able to determine which messages and media were the most effective for your event audience.

Tracking your attendee demographics is more than just counting the number of attendees that registered – it’s also determining the number of qualified leads your event generated. These attendees have a budget and authority to make purchasing decisions. Calculate the cost per lead for your event by dividing the program cost by the number of qualified leads that attended. This measurement is helpful for projecting budget requirements future lead generation.

MetricsEffective and Efficient
To determine if your event was cost effective based on the number of attendees reached, divide your program cost by total attendees. This calculation is not recommended as a stand-alone figure, but should be used in conjunction with others. For instance, what was your event efficiency ratio? This metric is also known as the expense to revenue ratio. To calculate, divide the total expenses of an event by the total revenue that your event generated. If your expense in running the event is higher than the revenue, you’re looking at problems with efficiency.

Social Impact
During your event you were probably busy live tweeting to keep your attendees engaged. However, after your event is over, track your event hashtag retroactively for all your event conversations. In fact, check all your social media platforms to see the results of your social media increase after your event. Examine all your likes, tweets, comments and number of fans and followers, and determine which of your social media channels was most successful.

Depending on the type of event, you may want to calculate your press impact. How many media mentions did you receive, and which publications wrote about your event? By calculating the cost to reach those same audiences with paid advertising, you’ll be able to put a dollar figure with the media reach.

Measure and Conquer
Different types of events have different goals, and to determine how successful you were at those goals, you need event metrics. Whether you need all these or just a few, these metrics will give you the information you need to continue improving your events.




meet aaron

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

meet kristen

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

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