Making the Most of Canceled Events

With the world a little crazier than usual lately, your association might be dealing with canceled events. Some of these events and conferences have likely been planned a year or so out and are a huge source of revenue for associations. If you are forced to cancel your event because of rapidly spreading Coronavirus, try a few of these tips to help recoup some money and still provide members with some benefits.

1.     Reread your contracts. Although you likely scanned thoroughly through your hotel or venue contract when signing it, read back through it and see if there is a Force Majeure clause. This is a contract provision that allows a party to suspend or terminate the performance of its obligations when certain circumstances beyond their control arise, making performance impracticable, illegal, or impossible.

2.     Hold webinars. In order to still provide conference-goers the content, they intended to learn, move sessions online. In order to make some money off of this, provide conference sponsors with the opportunity to sponsor the webinars. This will be a win-win for members, sponsors, and your association’s budget. You can also record the webinars for people who are unable to make it.

3.     Provide an opportunity for online networking. With everyone held up in their homes, people are going to be itching to connect with others. Move this experience online as well. There are plenty of platforms online that allow for breakout groups and networking opportunities. Throw a theme on it like “Cocktail Party” where everyone brings their own drink to the session to make it a little more fun and have ice breakers to get everyone talking.

4.     Practice the virtual event. Even though the switch may be last minute, make sure to get everything in order before introducing it to members. We all know that technology can be finicky and do not want to add to the stress of members whose plans have been shut down. Make sure that everything stands out and is a strong and fun experience for those that join.

Although this shift in plans may not be ideal, it is something we must accept. With that in mind, you might as well make the most of it and still work hard to provide your members and vendors with a unique experience. This could also prove to be successful and something you may want to do in smaller doses throughout the upcoming year, providing a new benefit to members.

4 Ways to Increase Conference Registration

Annual conferences are important to members, others in the industry, and the success of the organization. Members often see annual conferences as one of their primary benefits and the organization typically depends on it as the main source of income for the year. Because it is crucial to such a large amount of people, it is important to push registration as much as possible. We have listed 4 ways to increase registration below!

1.     Contact past attendees. If people were interested and able to attend your last conference, they are likely willing to do so again. Reach out to them via email, direct mail, or on the phone and inform them about this year’s conference. You could also provide some sort of discount to returning attendees.

2.     Discounts. People are way more likely to pull the trigger on a decision if a discount is lingering over their heads. In order for discounts to work, however, it is important to make them time-sensitive. When announcing the discount to potential attendees, always include when the discount ends. This will give them that extra push they need to follow through with registration.

3.     Use social media as a tool. When posting about your conference on social media, make sure to tag your speakers and introduce them to potential attendees, take different posts to explain different sessions, and to promote different aspects of the agenda.

4.     Utilize past resources. You likely have photos, videos, and survey results from your past conference. Use these resources to encourage new attendees to register. Place them throughout your event page on the website, in newsletters, social media, and any other communication that goes out!

Do not let registration fall to the back burner of your organization’s goals. Conferences should be an all-year process and require some dedicated time and attention in order to grow and be successful.

The IMEX Experience

With approximately 14000 attendees, 3500+ exhibitors representing more than 150 countries, being a first-timer at IMEX America is quite an experience! I jokingly referred to it on a few occasions as the Comic-con for Event Planners, because the level of artistry and the wow factor that goes into the vendor booths is second to none!  From minute one on the floor, I was immersed in cultures, technology, futurism, exotic locations, sustainability, and education.

One of the biggest themes of the year was the focus on sustainability. IMEX was high on sustainability this year with the amazing implementation of the same scene at the event. IMEX adhered to promoting sustainability throughout the conference – providing free drinking water fountains for your refillable bottles, using reusable lanyards and recyclable badges- reducing event waste and lowering its footprint substantially.  The Sands Expo provided 100% compostable service-ware during IMEX and all leftover or unserved food items will be donated or composted. And the conference provided countless greener options for event planners and sustainability education sessions to soak up knowledge on sustainability from the experts.

Needless to say, I was left with an amazing impression of what this conference is doing for not only the event planning industry but for our world as a whole.

Exhibitors Matter Too

When prepping for your conference, your main focus is on the members. You want to make sure they are happy and getting their money’s worth which is very important. Exhibitors, however, are also paying to attend and exhibit at your event and deserve some love as well.

Anticipate their needs. Exhibitors require a lot of set up prior to the event. Make sure they have anything they might need or a contact they can get it from. Keep in mind this could include electricity outlets, chairs a map of the showroom, a schedule of where members will be and when they will be in the showroom. Instead of putting the pressure on yourself, you can also ask your exhibitors when they sign up questions like,

• What technologies will you need the day of?

• What kind of information would you like to know about attendees?

• What will you be bringing to your booth?

Consider an event app. An event app is useful for both attendees and exhibitors. It allows them access to all of the information they could possibly need about the event while also being able to connect with one another. Some apps even allow for appointment setting between exhibitors and attendees.

Require/encourage exhibitor visitation. If your association requires continuing education credits, offer credits for attending a set number of booths. This benefits both parties and is easy to do. If continuing education is not a component of your organization, offer a different incentive. This could be entering their name into a raffle, discounting membership, or anything else that applies more specifically to your group.

Improving your exhibitor experience will bring in more money for events, instill a good reputation for your association among vendors, and leave attendees feeling happy.

3 Things to Improve your Member Luncheons

Several of our clients hold a monthly member luncheon that typically includes a presentation and networking. Members, however, are often busy during their work days and find reasons not to attend. If you are looking to increase attendance and make those attending happier, give the following a try!

Surveys. Make sure to survey those that are attending after each meeting. Ask them about the food, presentation, and for any suggestions for future meetings. This is a great way to determine how satisfied members are with the current location, food quality, or content. The Board of Directors can discuss this feedback each month and make adjustments accordingly.

Giveaways. Have a small drawing each month. It can be a gift card or a small gift that relates to the season or speaker. Encourage sponsors or members to donate these from their business. This will save you money but gives people something to look forward to at each meeting.

Networking topics. Provide a list of networking topics to get your members chatting. They might find it uncomfortable to sit down and just jump into a conversation. Giving them a list of topics will make them feel more at ease about attending future meetings and will hopefully will allow them connect with those around them.

Make your member luncheons something to look forward to and something that is always evolving! Your members will be thanking you.