Giving Back: Community Service as Part of Events

Posted by:
Debbi Beldon, CMP
Experient National Account Manager




Community Service is an important part of my life. I have served on the committee for an annual local industry event that raises money for the Food Bank of the Rockies for years. I am currently serving as the Chair of the National Network for the Needy Committee for PCMA. Community Service has always been important to my company, Experient and I am grateful that they give us the ability and support to participate in some very important activities.

The Denver Experient Office holds an annual event called Pack for Impact that combines raising money and doing good work. We collect leftover convention bags and spend the afternoon with clients and supplier partners at the Food Bank of the Rockies stuffing the bags with food with the children that participate in the Kid’s Café program to take home every weekend. This year, in addition to actively stuffing 500 bags, I am very proud to share that with the help of some very generous sponsors we presented a check for $7,750!

I know that many groups include some community service component in their events, so I was curious to learn what groups were doing at their meetings.

I spoke with Diane Miller, Senior Coordinator Meeting Services for the Church of the Nazarene. She told me that they have been holding service projects at their events since 1987. The Church feels that it important when they go into a city – that they don’t just “take” – hotel rooms, food and beverage, etc. but also “give back” to the community. I was most impressed that at their Youth Conference, the service project is mandatory. Attendees are instructed to bring two suitcases – one for their personal belongings and one filled with food. Once the teens get to the event, they sort the food and fill boxes that will feed a family of four for a week. In 2007 in St. Louis they were able to provide enough food to feed 10,000 families! According to Diane, they believe that if you can expose these teens to service early enough, hopefully the practice of giving back will stay with them for life.

I then reached out to Heather Plush, Senior Meeting Manager at the National Conference of State Legislatures. Heather explained that they have done a community service project the past two years. The last two years their project was an adult “paint by numbers” activity where attendees could come and paint for as long as they had and then the paintings were donated to a local hospital. This year, they are working with the USO, selling specially designed children’s books in their bookstore for attendees to purchase. The books are equipped with recording devices and after the event, NCSL will send the books purchased back to the USO who will send them to parents on active military duty. Those parents can then record themselves reading the book to their children.

I spoke with a corporate planner that is celebrating their 25th anniversary, so every employee has been challenged to commit 25 hours of volunteer service over the course of this year. In an effort to support this challenge, six charities were showcased at a networking event at their office. A pre event video montage (viewed as pre-work in the virtual environment) described the charter and works of each organization prepared the attendees to meet with charity representatives and discuss the possibilities for personal and team volunteer opportunities. Additionally, they incorporate volunteer and community/charity work at almost every internal event.

If you are doing a Community Service project at your events – thank you. If you are not, maybe you should ask yourself why not? The projects are good for the community and rewarding for your attendees that participate. If you are concerned about not knowing how to get started, contact PCMA who has a Community Service committee and may be able to guide you. The Convention & Visitors Bureau in the city where you are meeting is a great resource for ideas. Destination Management Companies can also help you put on a great event.

If you are attending PCMA’s annual meeting: Convening Leaders, be sure to attend our session “Giving Back to Your Host City”.

Why your story matters…

Posted by:

Sue Hershkowitz-Coore, CSP

President/Owner, High Impact Presentations




If your best prospect agreed to give you just 3 minutes to persuade them you were their best choice, what would you say? Oh, and they’re also asking 5 of your competitors all who pretty much offer what you do (think Gala, MacIntosh, Fiji apples). You can create a Powerpoint if you want, or anything else you think might give you the edge.

So what would you do?

Tell your story. Tell them what about your product, service or idea drives people to do business with you. I don’t mean your beautiful ballroom. I mean how you watch brides walk into the ballroom and see them choke back tears (don’t ruin the make-up [humor is fine]) when they see their dream wedding come to life. I don’t mean how you love what you do. I mean how when people write to you after your program and tell them you changed their life, transformed what they do, that they applied your principles the next day – even though they weren’t yet feeling totally confident – and BOOKED the business! It’s your story that matters.

Telling your story requires you know what you offer. That sounds so obvious and really, it isn’t. It’s not the tangibles but the intangibles. The confidence they can feel because of your attention to detail. The time they’ll save because they can depend on your abilities. The sales momentum they’ll generate because of the learning environment you provide.

Pay attention to what people say when they use your service or product. Start journaling the things that happen that are special, unique, interesting to you.

Use your 3 minutes to tell your story. Generate emotion. If you have time left, back it up with the features that enabled the story you just told. No time for facts? No problem. Email them as soon as you leave the meeting. Thank them, remind them of how they’ll benefit and give them a link to the details they’ll use to justify choosing you.

Your story is your differentiating factor. Let them hear it.

If you're interested in learning more about storytelling, check out my session at PCMA's 55th annual meeting: Convening Leaders.

Be a Storyteller: How to Present Ideas Memorably
Meeting and convention managers need every tool to persuade stakeholders that their ideas and meetings have value. Following an interactive program on how to vastly improve your presentation skills, take part in small group exercises where you will "tell your story" and receive feedback. Discover specific, practical concepts to tell your story confidently and competently.

Are questions scary?

My life has been about questions. I think it is a deep-seated cultural/religious thing!

As Chair of PCMA's Student Task Force, I served on the PCMA Annual Meeting Planning Committee. In that role, bouncing around session concepts, speakers and design with PCMA members and staff, it was evident that I drove Chair Neil Schriever a little meshugge! (C'mon .. no 'poor Neil' comments! And Neil? If it makes you feel better, I am sure my parents (of blessed memory) felt the same from all my questioning.)

Why and how?

In addition to being curious, I am a questioner, aural learner and an MBTI "P" who needs to ask and hear questions out loud to process the information. My learning preferences made me as curious about room sets and delivery formats, about interactivity in sessions, about how students would be incorporated into the entire Annual Meeting, as others were about session titles and speakers.

I asked lots of questions and to many, questions are scary. Questions make us think differently and delve deeper. Brainstorming (v. Q-storming™) is easy because it allows all ideas to be put on the table; Q-storming™ makes us consider all angles before we make final decisions. It can take a bit more time and often, in this process and in life, decisions are needed quickly.

There was lots of good that came from the questions during the AMPC experience:
- Students will be seen and heard from more, beginning at the Student Union on Sunday. [Note: MegaMentors, among PCMA professionals, are still wanted. A commitment to being with us on Sun., 1/9 from noon - 3 and a desire to help students grow is all that's needed. Email me at eisenstodt@aol.com if you can and will participate.]
- PCMA will incorporate some new informal learning venues and ventures including facilitated discussions of general session learning applications.
- A session where you can learn to ask better questions will be held on Monday, 1/10.

So why ask?

Why not?

Convene On Site: PCMA Masters Series

Posted by:
Chris Durso
Executive Editor, Convene

This post was posted, with permission, from the PCMA Convene Blog.

The PCMA Masters Series program held at the Renaissance Washington, DC Downtown Hotel last Thursday offered a terrific assortment of big-sky and ground-level insights (some of which I tweeted throughout the event), but for me the grand unifying takeaway was the fact that you can't separate a meeting from its parent organization, and vice versa. An obvious conclusion, perhaps, especially considering the topic was "Associations and Meetings of the Future: A Look Ahead to 2020," but there it is.

The panel was moderated by Greg O'Dell, president and CEO of the Washington Convention and Sports Authority, and featured (picture above, left to right) Chris Brown, executive vice president of conventions and business operations for the National Association of Broadcasters; Abe Eshkenazi, CAE, CEO of the Association for Operations Management; Karen Hackett, CAE, CEO of the American Academy of Orthopaedic Surgeons; Scott Hunt, executive director and CEO of the Endocrine Society; and Peter O'Neil, CAE, executive director of the American Industrial Hygiene Association. As this distinguished group of association executives speculated first on the issues that would face their organizations and then those that would face their meetings in the short- to mid-term view, they couldn't talk about one without referencing the other. Or, even when they were talking about one, their comments had relevance for the other.

When Brown, for example, said, "We're all getting used to being always connected, always on, always available," and "Associations going forward are going to have to be more nimble" -- he was talking about how associations need to figure out how to serve their members in the "do-more-with-less" environment of the last several years. But he very easily could have been talking directly to meeting professionals. Ditto Hunt when he noted that associations have a growing role to play in helping members decide "what is important and what isn't. ... How do you stake out your space when they are getting 120 e-mails a day and clicking right through them like a shotgun?"

The last word goes to O'Neil, who, reflecting on the oft-heard death knell for the annual meeting, said: "The annual meeting is dead. Long live the annual meeting." He added: "What can be better, different, or more for our meeting? ... How can we make that experience live the whole year?"

Storytelling as a Sales Tool? Seriously?

Posted by:

Sue Hershkowitz-Coore, CSP
President/Owner, High Impact Presentations




It seems like everyone today talks about the importance of story, of telling your story and of differentiating your idea with story. Consultants and bloggers explain the different types of stories and companies jump on the bandwagon.

Why? Because a good story starts a conversation. And a conversation can start a relationship. And a relationship can move mountains.

What makes a good story? It’s relevant, authentic and intriguing (or at least interesting) to the listener.

What makes a great story? When the teller isn’t always the hero. It’s a lesson learned the hard way. Sometimes there are twists and surprise endings that don’t make the teller look good at all, except for the fact she/he is telling it, to underscore that lesson learned.

Whether you’re an executive trying to make a point, a parent or teacher attempting to persuade a child, or a sales professional trying to motivate a buyer to act, tell your story to help the other person trust your message.

We (staff, clients, customers, children, students, etc.) are hard wired to buy into an idea based on emotion and justify with logic. That’s just the way it is.

Comments? Ideas? Suggestions? Would love to hear from you.

If you're interested in learning more about storytelling, check out my session at PCMA's 55th annual meeting: Convening Leaders.

Be a Storyteller: How to Present Ideas Memorably
Meeting and convention managers need every tool to persuade stakeholders that their ideas and meetings have value. Following an interactive program on how to vastly improve your presentation skills, take part in small group exercises where you will "tell your story" and receive feedback. Discover specific, practical concepts to tell your story confidently and competently.

I Work in Living Laboratory...And I Love It

Sometimes I think about how lucky I am to work for an organization like PCMA that encourages risks and innovation. It keeps us sharp and on our toes and no day is like the one before. At no other time in the year is this more true than when we are preparing for our signature event, Convening Leaders, which will take place this January 9-12, 2011 at the MGM Grand in Las Vegas.

At PCMA, we work in a true "incubator for new ideas". Whether it is a room set, a technology application, a luncheon menu experience or an education format, we like to throw ideas in the incubator and see what happens. Sometimes these ideas grow and sometimes they don't and that's OK because as an organization for meetings industry professionals, it's our responsibility to take that risk so our members don't have to. They will see what could work for their meeting and what DEFINITELY won't, which is often just as good.

This year at Convening Leaders Las Vegas, we will continue our living laboratory of ideas, with many different types of experiences that you won't want to miss. For example, how will we transform the 16,000-seat MGM Grand Garden Arena into a more intimate setting of 3,000 for our General Sessions? Or, what will happen when we take some the "traditional" learning out of the session rooms and create self-directed learning opportunities and other education formats in our new "Learning Lounge"? This year, we will take all of these new and untested ideas one step further and explain the how and the way behind them. We realize everything at the PCMA Convening Leaders program can be a teaching moment and this year in Las Vegas attendees will gain an even better understanding of our ideas.

Where do these ideas come from? Sometimes our PCMA members are my team's best resource, they tell us what they would like to see tried at our program. They tell us what they like and what they don't like and we make adjustments. Sometimes we rely on our vendor partners to help us come up with a new way of doing something. Sometimes we just make things up that we think might be interesting. Often it's a combination of all of these things. Do you have ideas or concepts you would like to see us try? Let us know! In the meantime, I hope you'll register for the PCMA 2011 Convening Leaders program in Las Vegas, visit pcma2011.org/.

The Masters Series Uncovered – a look at the creation of a PCMA Masters Series program

The Masters Series Uncovered – a look at the creation of a PCMA Masters Series program

For several years PCMA has been offering its Masters Series programs in a variety of settings – at our annual meetings, leadership and education conferences and as stand-alone events with various chapters.

These programs provide a forum for acknowledged thought leaders to deliver professional or executive level education on applied business topics to the meetings and conventions industry. The chief objective is to introduce meeting participants to new ideas and best practices which will influence the way they conduct the business of meetings and conventions.

Developing the Masters Series program for October in Washington DC involved several steps outlined below. I hope you will find them to be a helpful guide that you can utilize when planning your next educational program.

Reaching Out

Knowing the program was planned for D.C., one of the first steps we took was to crowdsource the Capital Chapter Leadership to ask for topic suggestions from their members. What needs did they have? What issues were keeping them up at night? What programs did they already have planned? Within a week’s time several members of the Program Committee and Board of Directors submitted their thoughts and suggestions for our consideration. Some identified specific speakers they had seen in the past while others shared topic ideas they had received from members. We also reached out to John Truran at Keppler Speakers for his recommendations as he has been a long time supporter of PCMA and Keppler is one of our Communication Partners.

Location is Key

Most often when we hear the phrase “location is key” it refers to real estate or a venue. In our case, we saw location as yet another way to help us identify a topic. What did we know about D.C. that could help us determine an appropriate program? We know the region is comprised of the largest concentration of association headquarters in the entire country. We also know from previous Masters Series programs that the majority of people who attend come from the region where it is being held. Finally, we know that PCMA’s Capital Chapter is our largest chapter and has very active members who are passionate about creating quality education experiences. With this understanding we focused our attention on topics that would be of interest primarily to the association community as well as to those who provide goods and services to these organizations.

Brainstorming Creates Clarity

With the information we gathered from the above steps, we brainstormed ideas with key members of our team here at headquarters and it led us to a topic which resonated with many of us. The association world as we know it today will be undergoing a major transformation over the course of the next ten years the results of which will have a significant impact on meeting professionals. We can sit by passively and react to the changes or we can become active participants in shaping the future. It soon became evident that the content of the program would focus on two areas – what will the association world look like in the next ten years and how will the expected changes impact meeting professionals.

The Crystal Ball

While it was tempting for a fleeting moment to entertain the idea of bringing in a wizard or fortune teller to help us see the future, we determined the best approach would be to reach out to those in our industry who are intimately involved in looking beyond the day to day activities of the association world. We wanted to hear from several different voices who could offer their perspective on association life by the year 2020.

Our gaze began to shift to the people at the very top of the association world. When developing the list of potential industry “futurists”, we wanted to insure that we had a diverse panel so that we would hear from both men and women who cut across generations. We also secured a moderator who will move the conversation forward, keep panelists on track and engage the audience in meaningful discussion.

The End Result

Will this Masters Series program deliver on its objective to introduce attendees to new ideas which will influence the way business is conducted in the years ahead? We think it will, but what do we know. It really is up to you to be the judge if we have succeeded. So make a commitment to be there - October 21, 2010. And bring your crystal balls!

For more information on the upcoming PCMA Masters Series: Associations and Meetings of the Future – A Look Ahead to 2020, visit pcma.org/mastersseries.

Posted by: John Potterton, CMP, Vice President of Education, PCMA