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These
are some questions to consider when planning your next conference: Question #1:
How do you recommend
that planners provide information to those who haven't embraced
technology versus more technologically aware attendees/members? What
kind of effect do you see this situation having on the way a planner
handles registration? Answer: The challenge with
technology today besides learning to integrate it into our daily and
regular communications is that not everyone is on the same level of
competency as of yet, much like the transition to the touch tone phone
vs. the rotary. The way to begin to
"push" your clients and customers is to offer some incentive
by offering both hard copy and electronic information and registration
with a discount or incentive program to do so.
People won't make the shift until they absolutely have to - so by
offering extra value added services to those that use electronic
communication, your planners can begin the migration towards the more
efficient on-line communication dissemination of information and
services. Question #2:
What are the pros/cons
of on-line registration? Answer: The pros are easy -
it costs much less, hugely reducing the mailing/paper/printing/postage
costs and makes digital tracking easy and efficient. The cons depend on
how the registration is set up. Are there AutoResponders built into the
site to: *Validate the registration
has been received? *Credit card use sanctioned
with security measures? *Application set up
designed for most common browsers? These are a few of
the technical questions that must be addressed to insure that the
process is seamless and safe. Question #3:
Do you think Planners will eventually phase out snail mail, faxes, etc? Answer: I do think that the
initial marketing, and registration might definitely go to all on-line,
but it will take a while. Remember
that although some areas are quite sophisticated with technology, others
are simply not up to speed. Taking the tech pulse
of an association can help the assoc. execs design the systems that work
the most effectively for their membership. There is no doubt that
Associations (like any business) are looking for ways to economize on
both staff and hard copy transmissions, so eventually, it will be easy
and simple to disseminate information to a membership without a ton of
paper as we become more comfortable with a new paradigm. Members are
always looking for dues reductions, and are more motivated to help
reduce those costs if revenue can be saved by electronic dissemination
of governing reports, agendas, minutes, etc. Question #4:
Do you think meeting sites are equipped to handle current technological
demands? Please explain. Does cost become an issue when using a meeting
venue's on-site technology? If so, what advice can you give others about
keeping technology costs down? Answer: This question is a
fairly general, since I can't be an expert on different meeting sites.
It is my personal and professional opinion that many meeting
sites are designed understandably by tech experts, who are not
proficient in any type of marketing or people related concerns, so the
sites are sometimes expensive and not as useful as they really could be. It always depends on
the strategy behind the site concept.
What are you expecting the site to perform?
If it is designed to give consistent value added information that
is refreshed regularly, then a series of reports and information
available with the use of AutoResponders is a key to the design. This means that the
site can offer FAQ's, reports, information, schedules, fees, seminar
info and events, 24x7 without a single minute of staff or personnel to
handle it. AutoResponders
are cheap and highly flexible, as well as multi-tasking.
Building alliances with sponsors can also drive down the costs of
hosting and maintenance, but using the lateral marketing opportunities
and database sharing to defray and eliminate costs.
These are just a few ways to reduce costs and empower the site
with vital, refreshed information that offers a resource even when the
member is not in need of other regular services provided by the
association. Back end services:
If the website is designed for back end services, then much of the
association information can be accessed through a password protected
area on the website by members which would relive the association of all
that duplication and dissemination of reports, minutes, etc.
The more activities and information that are accessible by
members on the site, the less labor is required by the staff... a
win-win to reduce costs and labor issues.
Another great feature is that this information can be available
around traditional business hours so it is accessible whenever and
wherever members, staff, or management personnel would need it. Associations can also
benefit by offering opportunities for visitors to sign up for a regular
newsletter, thus building an ever valuable database of information. Mail
Lists/ListServs are easily affordable and take little to manage and
maintain. |
