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But behind-the-scenes roles are equally important to pulling off a great event!

Wicked at the Omaha Orpheum theater


I was in Drama Club in school and one thing I remember our advisor telling us over and over is that every role is important. Whether on stage or behind the scenes, everyone has a part to play to create a successful production. Over the course of my career I have helped manage numerous client meetings and conferences. It is exciting and challenging work and an aspect of association management that I truly enjoy. There have also been many times when I have not been directly involved in the planning or on-site management of an event. Instead, I’ve found myself in more of a “behind the scenes” role back at the office. No matter what, I always want to be as helpful as possible so even if I am not directly involved in planning or traveling to the conference, I have found ways to contribute and help make an event great.


Stay informed: An upcoming client event usually means an increase in inquiries from potential attendees. Knowing as much as possible about the event is important in order to effectively and efficiently answer questions. In particular, make sure you are familiar with aspects of the event that are most likely to generate inquiries. Examples include registration policies, schedule highlights and sponsorship and exhibit opportunities. If there is an event website make sure it is bookmarked on your browser for easy access and that you are familiar with the information and where it is posted. If you are going to be processing registrations over the phone, familiarize yourself with the process and be aware of different registration options, fees and deadlines.


Offer assistance: Leading up to a conference there are numerous tasks to be accomplished, and the simple act of offering assistance or support can be incredibly helpful. Maybe you can help print name badges or pack up supplies. Even running out to grab lunch or a cup of coffee for a stressed colleague might make their day a little easier. During the event, make it a priority to stay in contact with colleagues who are on-site in case something comes up. Also, remember that the time immediately following a conference can be hectic, too. Catching up after having been away and dealing with the event wrap-up is a lot of work. If you have the time and opportunity to assist with post-meeting tasks such as unpacking or organizing and archiving conference files, definitely do so.


Take notes: Throughout the meeting planning and management process you may find yourself making mental notes about things that have worked exceptionally well or things that could be improved next time. Perhaps it’s a suggestion or comment you heard from multiple callers. It might be your own observation while navigating the website or processing registrations. Write these down! If you do end up with a list, make it a point to share it with your colleagues after the event is over. This is a useful exercise for everyone on the team and your notes may provide valuable insight when planning the next event.


Conference planning and management is a group effort and the advice my drama coach gave me definitely applies - every role is important. Whether on site or “behind the scenes” at the office, the ultimate goal is a successful event and everyone’s contribution matters!

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in Event Management 1041 0
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white board for web
After twenty plus years in the association management industry working on countless projects that I loved, I now have a personal favorite. The recent redesign of a client website that seemed daunting at the outset brought together all of my favorite elements: the opportunity to work closely with staff, volunteers and an industry partner, and the chance to be creative and produce a website that provides value to our members and visitors every day. After a successful launch, I reflected on why this project meant so much to me and more importantly, what tips I could share to help my peers. Here are a few of the things that led to a stress-free “go live” date.

Map out a plan. Before you embark on the project, make sure you have a well thought out plan. The first step for us was to come up with a site map that laid out the overall vision for the new site. The site map resided on a large whiteboard in my office. Every category of information that was going on the site was included on the map. Even though you have your plan in place, be sure to stay flexible because I guarantee that not every detail will go exactly as planned.

Don’t be afraid to de-clutter. As we developed the site map, there were some hard decisions that needed to be made about what would be transferred over from the old site and what was no longer needed. When you deal with an organization of volunteers, sometimes it’s difficult to eliminate things that have a lot of emotion and hard work attached to them. That’s why I recommend making sure you don’t skip the next item.

Get buy-in from stakeholders along the way. Throughout the process, I reached out to the volunteer “owners” of the website’s different pieces to get their input. As staff, we made recommendations that would help site visitors get all of the information they needed without getting lost in a world of unnecessary clutter. We respected the hard work that was put into the old site and worked with stakeholders to streamline the new site.

The more eyes the better. This piece was key to a successful site. On the whiteboard were a list of categories and a place for staff initials to show, at a glance, the status of each piece. Was the copy written? Had the copy been reviewed by our staff point person? If there was volunteer involvement had that person seen the final product? Were there graphics included on the page? Was final copy sent to the designer? Had the related pages gone through final review? Was that piece ready to “go live?”

Hire a web designer who will act as a true partner. At AMPED, we’re very lucky to work with a designer who truly wants to be creative with us. He understands that we welcome his suggestions and we know we can depend on him to be on top of what’s up and coming in web design and function.

Launch day has come and gone and the new site is a success, but the work doesn’t stop there. We will continually look for ways to enhance the site and provide value to all of our visitors. I’d love to hear how you engage visitors on your organization’s site so that they keep returning!

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Tagged in: design planning website
in Marketing and Communications 1748 0
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