COVID-19

Top 4 Tips to Best Represent Your Association at In-Person Events

October 27, 2021 By Patrick L. Burns Leave a Comment

As in-person meetings begin to make a comeback, it is time to dust off your association’s trade show materials and be sure you are ready to put your best foot forward as you return to the in-person world of trade shows and annual conferences. We all became familiar with virtual platforms such as Zoom and Microsoft Teams during COVID and may have even attended virtual conferences on behalf of your association during this time. As many can probably attest, virtual conferences and meetings do not have the same effect as face to face does. Below are four tips for making sure you represent your association well as the world returns to in person events.

Be Aware of COVID-19 Precautions and Rules

One thing that will be new as your association returns to in person events is that many if not all of these will have COVID-19 rules and precautions. These can usually be found on the website for the conference or event or will be emailed out by the host and they can differ depending on location. It is important that you are aware and follow these rules as you attend the show as it is respectful of others and also reflects well on your association.

One example of these new rules is one that involves wearing a certain color based on your social comfort level during COVID. At a recent in-person event, the hosts gave attendees different colored bracelets; green, yellow, and red. Green meant you are open to handshakes and high-fives, yellow meant you are open to elbow bumps only, and red meant you do not want any physical contact and would like social distance.

Many events also continue to have mask requirements, and some are requiring proof of vaccination before allowing attendance. Be sure you are aware of these types of requirements before attending an event to avoid not being permitted to attend. There may also be new rules for exhibitors and presenters, so if your association is participating in this type of role, be sure you review any such rules beforehand so all attendees with your association can be prepared.

Make Sure You are Up to Date

It has been nearly two years since many large in-person events were last held. For some, a lot has changed in that period of time. From personal items like your business card to association related items like information hand-outs at exhibit halls, it is important to ensure all information is current and relevant to show that you and your association are credible. The last thing you want to do is to give hundreds of people outdated information regarding your association’s industry; that would not do well for your credibility or reputation.

Your business card is your personal identification. Potential new members or current members may use it to get in contact with you. That is why you must be sure to have the right address, telephone number, email, association position and any other information you might include be up to date and current. It may sound simple, but it also may have been a while since you’ve given out your information outside of an email or a zoom message. Again, it reflects well on you and on the association that you represent.

Let People Know You’re There

An important part of conference and in-person events for your association is the networking. Whether it is an event your association is hosting or whether you are attending on your association’s behalf, networking is a big part of these events. Why not get a head start prior to attending the event and let people know you are going to be there? This is especially important if you are exhibiting in an exhibit hall or presenting at an important panel.

Social media pages, both personal and your association’s page are a great way to announce your presence and even where you will be within the conference so that people can find you. If the conference or host has an event app with an announcement feature, you can post on that. Check also if the conference you are attending has a twitter handle or a hashtag as a way to tag and announce updates. This will bring people to your exhibit or presentation and ensure you get the turnout you want.

Be Prepared

Again, it has been nearly two years since you may have attended an in-person conference. Be sure you have everything you need, and if you need to take time to get everything together, be sure to do so in advance to prevent rushing and forgetting something important. If you are presenting, be sure you have your notes, any handouts, and most importantly, a back-up of your presentation! If you are exhibiting, be positive you have brought your banners, décor, information, hand-outs, and if you give out pens, candy, or other freebies, remember to bring them.

You want everything to look great and run smoothly so that your association not only stands out but looks good doing so. Make sure you are ready for any inquiries about the association you may get from members or potential members. It is always good to be prepared and it reflects well on your association and how you run things.

As we come together once again face to face and readjust to large group events, be prepared to put your best image forward back in person representing your association and industry. This will help generate leads during these networking opportunities and will help grow your membership. It will also let the current members know you are credible, responsible and that you represent the industry and your members professionally. Stay safe and before you know it, attending conferences and events will feel like second nature again.

Why Advocacy at the Local Level is Crucial to Your Association’s Success

March 22, 2021 By Patrick L. Burns Leave a Comment

Local government is very important to associations when it comes to the municipalities in which their industry members have a presence. Legislation that affects economic development, employment, operations, taxes, and more are decided at the local level. There is often important legislation that impacts how an industry can operate within a municipality in which it is located, and these can either benefit or hinder the marketplace for their industry and their members’ success.

When it comes to advocacy and policy issues, many think the most important action takes place at the state and federal levels. This is not always the case; some of the most important and influential work happens at the local level; in fact, many are saying in the age of COVID 19 that local is becoming the new state. The municipal and county level is often the starting point for policy ideas and from there they then expand to the state and federal levels. To be successful, your advocacy efforts must be comprehensive, and include strategies for the local level as well as for the state and federal levels.

Associations have started to shift advocacy resources and efforts to the local level to keep track of the issues important to them and their members. Whether it is a local ordinance that supports an association’s goals or threatens them, it is important to have strategies in place to either fight or support local legislation.

Writing letters, calling, and scheduling meetings with your local elected officials are a few grassroots level things you can do to advocate. Even in the age of COVID-19, you can still make a big impact by setting up Zoom meetings with a Mayor or City Councilman to discuss matters that are important to your association.

Grassroots efforts are very important for any association. Making sure you stay in the loop regarding local ordinances and issues that may affect your members is vital to keeping members happy and making sure your industry is successful in the municipalities it operates in. State and federal level advocacy garners headlines and attention, but the local level is closest to the people and where the most impact can occur. With many issues beginning at the local level, it is imperative to have a strong comprehensive strategy and action plan.

For help with your association’s advocacy efforts, contact us at https://arc3communications.com/contact-us/.

How to Utilize ZOOM to Engage Your Association Members During COVID-19

May 13, 2020 By Patrick L. Burns Leave a Comment

With the current COVID-19 pandemic, many are working from home and annual conferences and monthly and quarterly meetings have been postponed or cancelled. For associations, these meetings and conferences are a major part of what they offer members. This has prompted many to embrace their creativity and take these opportunities online as virtual experiences for their members. One of the challenges, however, is how to arrange a virtual meeting that offers your members the same value as they would get from an in-person event or conference. There are many ways your association can utilize virtual events to deliver value to your members. Below are some ideas for utilizing the Zoom virtual meeting platform for use for everything from group meetings, to continued education presentations, and even annual conferences.

About Zoom

Zoom has grown in popularity and usage due to the recent COVID-19 pandemic. This is because it is a platform that allows people to conduct virtual meetings and allows businesses and associations to continue operating. Zoom allows for up to 100 people to be present in a single meeting and with a paid subscription, unlimited meeting length (free version allows up to 40-minute meetings.) Audio and video capabilities, screen share, text chat function, and break-off rooms allow for many different uses of the platform. With a shift to virtual meetings on Zoom, there are some things to be aware of; and we will discuss those as well.

Zoom Meetings

The most popular use of Zoom for associations, especially during the COVID-19 pandemic, is Zoom group meetings. Zoom allows you to host meetings and invite people to them. These meetings allow for audio and video sharing as well as screen sharing. This is a great way to keep your members informed of policy or membership news or host an informative guest speaker or panel. It is also very useful to hold important meetings with your board members to keep things running as smoothly as possible. Being able to set a password and invite specific people to meetings allows for privacy. You can set a schedule and send out reminders via email of upcoming meetings to ensure meetings are timely and successful.

Webinars and Continued Education

Zoom is also very useful for webinars and continued education opportunities. If your association usually offers courses, classes, or other learning opportunities, these can be done virtually so your members can still take full advantage. Set up much like a Zoom group meeting, you can have a presenter use share screen to show a presentation or have a lecture. The option to allow one person to be on video if desired and mute all attendees, helps prevent distractions and allows a more effective learning experience. Zoom also has the capability to stream live to YouTube and Facebook, so you can reach even more people if you would like to. This way any certifications or credits can still be achieved by your members without any roadblocks to accessibility. Zoom also allows for recording of sessions, so that it may be available later on to members at times convenient to them.

Networking Opportunities

For some associations, a big part of what they offer are networking opportunities. Whether through annual conferences or monthly meetings, networking is a big part of what many associations do. With Zoom, you can allow members to come together; and using the breakaway feature, they can break off into smaller one-on-one meetings and then return to the main group later. Members can also utilize the private chat options to send text chat to other members and exchange information that way. If you have multiple committees within your association, you can set up separate meetings, so people can network with those most beneficial to them.

Zoom Etiquette and Other Tips

When it comes to Zoom meetings, it is very important to conduct yourself like you would during face-to face meetings. There are a few things to consider that will allow you to conduct yourself in a professional manner, and have a successful experience with virtual meetings and networking.

Be aware that your camera and audio are connected until you fully exit the Zoom application. Avoid doing or saying anything you wouldn’t want everyone to see or hear while the Zoom application is running, even if you are not actively in a meeting or think you are muted. Also, dress appropriately, if you would normally dress business or business casual, dress that way on Zoom meetings as well. You may be joining in from home, but you should still carry yourself professionally.

Use discretion when using Zoom backgrounds. These are backgrounds you can download to have displayed behind you during a meeting. Don’t use a flashy or inappropriate background that will cause distraction in a meeting. If you choose to use a background, pick a professional image such as an office backdrop. Also, test out the background before using it in a meeting in case there are any incompatibilities or technical issues.

As we continue to fight against the COVID-19 pandemic, it is important members know you are there for them. You must reach out as much as you can. Offering virtual opportunities is a great way to show value and keep your members informed of association activities. With the uncertainty caused by COVID-19, associations must get creative to keep things running and work hard to show value. Zoom group meetings, webinars, and networking events are great ways to offer members quality opportunities while we get through these difficult times.

For more information, or help with your association’s content marketing strategy, visit www.arc3communications.com or contact Patrick Burns at pburns@arc3communications.com or 678-348-6024.

How to Make an Impact With Your Elected Officials During COVID-19

April 23, 2020 By Patrick L. Burns Leave a Comment

Advocating for your business or association and being able to get your message across to your elected officials during the COVID-19 pandemic crisis can be intimidating. Elected officials are literally in the middle of making life saving decisions between public health and economic livelihoods. While the majority of us are sheltering in place and social distancing, there are still many ways in which you can be heard by your elected officials at the local, state and federal levels; and your input is now more important than ever. They were elected to represent and serve you, and they can best do that through your effective advocacy. Below are ways in which you can connect with your elected officials and communicate your message in a way that is clear and makes a lasting impression during this crisis.

Email Your Lawmaker

One of the easiest ways to get in touch with your elected officials is by email. You can usually find elected officials’ emails on your local government’s website or sites such as Open Secrets or your Secretary of State’s website. When writing an email to an elected official, there are many things to keep in mind to make sure your email is effective and well received. Below are some tips on successfully emailing your representatives:

Put your name and address at the top of your message.
Humanize your message.
Be brief.
Be clear about your position.
Make your message timely.
It is okay to disagree, but don’t be abusive or threaten.
Avoid attachments.
Don’t spam elected officials or their office.
Be honest.
Proofread your email.

These 10 rules are key to writing an effective email that will likely be read and resonate with your officials. They hold true anytime, but especially during the time crunch of a crisis.

Schedule a Virtual Visit with Your Elected Official

During normal times, an in-person visit is the best way to connect with your elected official and to leave a lasting impression. While this is close to impossible during the COVID-19 restrictions, local officials and state and federal lawmakers are making themselves available via virtual platforms for meetings with constituents. Schedule a virtual meeting on a platform such as Zoom, Skype or Google Hangout much like you would an in-person meeting. Lawmakers may have their virtual platform preference or may defer to yours. This is a good way to discuss the concerns and needs of your association, business or industry that are important to you during this critical time. Virtual visits with elected officials must be scheduled with staff, and you must exercise patience, and understand that these officials’ schedules are extremely busy. Also, be respectful of their time when you do get a meeting, try to limit your meeting to 10-30 minutes. After your meeting, be sure to express your gratitude for the time taken to meet with you and let your elected official know you truly appreciate their time and the opportunity to meet with them. A virtual meeting is a great way to stand out among the many emails and letters these officials receive every day.

Prior to your meeting, make sure you have a plan or strategy for what you want to say and how you want to present your information and request. You want to be prepared for any questions or follow-ups that may come from your presentation. Make sure you are knowledgeable and informed on the topic you will be discussing in order to establish credibility and even bring some leave behind materials with printed information such as flyers, petitions, or fact sheets that can be shared via the screenshare or the chat function of the virtual platform. Be sure to also ask your representative’s stance on the issues at hand and their thoughts and ideas; this will help by letting them get involved with the conversation and may shed light on certain aspects of the issue you had not thought of. Be sure to make your ask and wait for an answer; if the elected official’s response is undecided, ask when you may be able to follow up with the official or legislator and their staff for an answer. After your meeting, follow up as you would with an in-person meeting; write a follow up thank you letter and email to the elected official and their staff.

Call Your Legislator

If your time is limited, or it is important for you to get in contact immediately, calling elected officials may be your best option. A phone call could make the difference in the issue or help make progress and move things forward. When you call, remember to be professional, remain courteous and factual. Make sure you establish yourself as a constituent and a voter; this will make your elected official much more receptive. Much like in person or virtual meetings, make sure you plan and strategize your call before making it so you can stay on your message. Also, like with any other contact you may have with an elected official, thank them for their time and for hearing you out.

Whichever communication channel you decide to use, make sure you always give your name, address, and telephone number and your relevancy to the elected officials district or area they represent to drive home the fact you are a constituent and voter. Always remain confident and professional when you are presenting where you stand on an issue especially during this time of crisis. Do not be reluctant to contact your elected officials during this time; they are there to represent you and hear where you stand on issues that are important to you, your association, business or industry during the COVID-19 pandemic. Your email, virtual meeting, or phone call could be the one to make the difference you’d like to see for your association, business or industry.

For more information or for help with your COVID 19 advocacy and government relations efforts visit our website at www.arc3communications.com or contact Patrick Burns at pburns@arc3communications.com or 678-907-2478.

Content Trends to Consider During COVID-19

April 13, 2020 By Patrick L. Burns Leave a Comment

We, as a country, are facing very challenging times during the COVID-19 pandemic. This event is changing the way many people live and conduct their businesses. With everything going on, it may be an opportunity to take a look at your content marketing strategy, and maybe think about incorporating some of the new trends that are emerging. This way, when things begin to regain normalcy, you will be ready to hit the ground running with strong content and a successful strategy you can put into action. Below are some of the new trends in content marketing that you should be aware of and take into consideration when looking at your strategies.

Print is Making a Comeback

For years we heard about the death of print, but research is now showing the reemergence of print as a popular form of content marketing. Believe it or not, much like retro clothing trends, print is becoming popular again simply because it is NOT being done. It has become a way to creatively connect with your audience on a different level. Letting people take a break from screens and devices to look at a tangible piece of marketing really has a profound effect.

With so much noise and competition, not just with your competitors, but with all other content online, grabbing and holding your audience’s attention can be difficult. With print, people usually view one item at a time and something about print is more personal, as it can be sent directly to your audience. This doesn’t mean to abandon digital marketing efforts, but to consider mixing traditional with digital marketing to expand your efforts and stand out from your competition.

The New World of Audio

During COVID-19, people are home and more apt to use their at-home audio devices to find audio content. Smart speakers such as Alexa and Google Home are making it easy and convenient for people to voice search information, listen to podcasts, find products and services, and even order those products and services. This makes audio a content type you want to keep at the front of your mind. From creating a podcast to advertising to making sure your website is optimized to show up with voice search, there are many ways to use the audio format to further your brand.

It is estimated that 55% of adults will have a smart speaker by 2022 and 43% of companies already invest in technology to enable voice marketing (Content Marketing Institute). With many different ways to make use of audio marketing, it is good to analyze your goals, audience, and what works best for your business.

SEO and Keywords are Still Important

With the new COVID 19 environment and new tactics to consider, don’t neglect your SEO and keyword strategies. You should still prioritize time and resources for your organic search tactics. Tactics like backlinking, quality content, and keyword research will still play an important role in your success. One thing to consider related to SEO and Keywords are the ever-evolving algorithms of Google Search Engine. More and more, Google is trying to keep the user in the “Googleverse” which means allowing people to find answers to their questions right on the search results page. Elements such as snippets, Google My Business, people also ask, and Google Shopping are all meant to allow a user to find what they are looking for without clicking through to a website.

This has an effect on click-through-rates and the amount of traffic coming to your website even if you have quality content. The trick is answering the burning questions in your industry within your content so you can win as many snippets related to your industry as possible. Snippets are the answer boxes that sometimes appear when you search a question such as “what is” or “how to.” Having your content appear in these snippets will increase the chance a user will visit your website for more reliable information.

Keyword research and making sure you are utilizing your industry keywords on your website and in your content will go a long way in winning you snippets and “people also ask” spots. While these attempts by Google to keep users on the Google platform are affecting click-through rates, you can still use keyword and SEO to your advantage to win positions and therefore have your website and company stand out among the competition.

Video and Live-Stream

It is no surprise that video and live-stream content is very popular. With many people working from home and online, it is an ideal time to make use of this medium. With nearly every social media platform supporting video posting and live-streaming, and these content forms performing well with audiences, it goes without saying that a well laid out video strategy can be successful. There are many video structures to choose from such as webinars, Q & A sessions, product demos, behind-the-scenes, and interviews with experts. With most cell phones having the capability to capture production quality video, it is becoming easier and easier for companies to create video and live-stream content.

Video is a great medium to use to stand out and create something that resonates with your audience. Studies show videos tend to capture and hold attention better and longer than written content. Another great factor that comes with video and ties into the rise in popularity of audio is it is also becoming easier to transfer video to audio-only content such as podcasts or just repurposed and shared as audio-only session.

A Great Time for Content

These recent events in our country are creating a need for imaginative and creative approaches to content marketing. These trends can be used with your cu
rrent content marketing strategies or as a part of a whole new content plan. Blogs, newsletters, and other traditional methods are still very effective tools for your content toolbox, but it is important to keep up with emerging trends that will amplify your efforts and bring your strategies success.

For help planning and creating content and content marketing strategies, contact us at pburns@arc3communications or call Patrick Burns at 678-907-2478. For more information visit www.arc3communications.com. We look forward to working with you to achieve your goals and develop successful content marketing strategies to help your trade association, business or non-profit grow.

How to Show Your Members More Value During the COVID-19 Pandemic Crisis Now

April 6, 2020 By Patrick L. Burns Leave a Comment

COVID-19 has caused associations across the country to cancel annual conferences and other important member activities to protect the well-being of their members and themselves. With uncertainty as to when large gatherings will be allowed to take place again,There are many ways an association can show their worth and maintain relationships with members and sponsors alike. Below we have listed some ideas that will help you show your value in these challenging times to your members and potential future members.

1. Virtual Meetings and Webinars

Many people have taken to the popular video meeting app, ZOOM, as a way to conduct business meetings and keep things running as smoothly as possible. ZOOM allows multiple people to join in a video conference together where they can choose to share video and audio as they meet with others. There are share screen options so sponsors and members can give presentations they have prepared to up to 100 participants at a given time. This tool can be utilized in a number of ways for your association such as hosting member webinars, association meetings, courses, and other events. This is not the only digital conference tool available, and there are many available if you have specific needs to be met. ZOOM is free to use for 40-minute group meetings or an unlimited one to one meeting. There are premium paid options that allow for longer meet times and more participants. Virtual meetings, webinars, and courses are a great option to keep members engaged and feeling valued.

2. Keep Communications Open

Whether or not you have had to cancel events or not, it is very wise to keep communication with your members and sponsors open during this time. Providing them with updates, news, and plans show them that you are considering them and their well-being during the COVID-19 pandemic. A weekly email update is a great way to keep in touch and let your association members and sponsors know if and when things change and what the association’s plan is if they do have to cancel or reschedule an event. If an event is canceled, many members and sponsors may want their money back, or they may be looking for other ways you can get them what they’d hoped to get out of the canceled event. This is where hosting a virtual meet and greet could come into play or scheduling a presentation by your sponsors to the group they had hoped to target at your event. There are many options you can offer before giving an automatic refund that could be more beneficial to your sponsors and members and really show them that you are working your way through the challenge to bring them value. They will respect your dedication and it will strengthen the relationships you have.

3. Be Empathetic and Provide Resources

Many of your members and sponsors are part of companies that are dealing with their own challenges that have arisen due to COVID-19. Some businesses and companies are having a harder time than others in navigating their way through this crisis, so empathy and useful resources are always welcome. Reach out and let your members and sponsors know you are there for them and send along any resources that might be helpful. There is no shortage of useful information for businesses and companies who are working their way through these uncharted waters; sending them this helpful information can go a long way in showing that you appreciate them and are supporting them. Make sure to word your messages in an empathetic and hopeful way to help alleviate stress and let your members and sponsors know we are all in this together.

Help and Hope

As an association, your members and sponsors are what make your association run. They trust you and look to you in times like this for support and guidance. Doing all you can to show your value will not only keep your members happy but will help strengthen those relationships and cause these members to want to stay with you through thick and thin. It is important in these trying times that we all step up and show our value and help one another through. COVID-19 is unlike anything we have faced in recent times and it is taking a lot of hard work and effort to get through. The more we help each other, the easier overcoming this major challenge will be.

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