CONTENTS VOL. 4 • SPRING 2020
ON LOCATION: ACROSS THE STATE
New Convention Spaces Focus on Attendee Needs By Cecilia Harris, writer, KSAE Magazine
Creative Ways Associations and Nonprofits Can Use Volunteer Management Tools By Elizabeth Bell, writer, Higher Logic
36 BOARD GOVERNANCE
Technology Today: Association Management Software By Liz Stevens, writer, KSAE Magazine
Diversity of Leadership By Bob Harris, CAE, nonprofitcenter.com
16 SOLUTIONS To the Tradeshow Booth and Beyond: What It Takes to Create a Successful Event Experience By Lara Copeland, editor, KSAE Magazine
21 MEMBER SPOTLIGHT: KANSAS CHAMBER OF COMMERCE Taking Care of Business: Kansas Chamber of Commerce Advocates for Kansas Businesses By Brittany Willes, managing editor, KSAE Magazine
26 HUMAN RESOURCES Gearing Up for Summer Interns By Kristina Dietrick, president, HR Partners
39 BOOKLIST Practical Approaches to Fundraising for Nonprofits Compiled by Brittany Willes, managing editor, KSAE Magazine
40 MANAGEMENT One-on-One Meetings Matter More than You Know By Kate Zabriskie, Business Training Works, Inc.
DEPARTMENTS 4 14 15 42
Letter from the Director Industry News Association News Calendar / Ad Index
Five Reasons to Attend Conventions and Conferences By Liz Stevens, writer, KSAE Magazine
Cover photo courtesy of Hyatt Place Kansas City/Lenexa City Center
KSAE Magazine • Spring 2020 |
LETTER FROM THE DIRECTOR
Christy Classi, CAE Executive Director KSAE
In this time of uncertainly I am struck by the power of connection and collaboration. People are working together, finding solutions and sharing resources. This is what associations do; this is what associations have always done. The association community has got this.
Kansas Society of Association Executives (KSAE) PO Box 4790 Topeka, KS 66604 785.234.0155 • www.ksaenet.org KSAE Board of Directors President Ron Seeber, Kansas Grain & Feed Association/Kansas Agribusiness Retailers Association President-Elect Sean Miller, Capitol Strategies
It’s time to do what you have always done, help your industries and professions adapt and transform in the face of a rapidly changing landscape.
Secretary-Treasurer Amy Dubach, CAE, Midwest Political Science Association
As a trusted partner, your members recognize that your mission has always been to offer opportunities to collaborate and learn from one another to positively impact the people and industries your organization represents. Your mission has not changed, the circumstances and ways in which your mission can be completed have.
Immediate Past President Eric Stafford, Kansas Chamber of Commerce
The Kansas Society of Association Executives is the Association for Associations. We are your association. And we will continue to strive to be the leading source of information for our members in this time of change and adversity. I have no doubt that the power of connection and collaboration will see all of us through this. The ties that bind exist even when we can’t share the same physical space and these ties have proven unbreakable. We work best when we work together, even when our “together” looks a little different. We’ve got this. Sincerely,
Christy Classi, CAE
Chad Austin, Kansas Hospital Association Shahira Stafford, Stafford Public Affairs, LLC Brad Parker, CAE, Kansas Soybean Association Carrie Riordan, Riordan & Associates Niki Sadler, Kansas Dental Association Leslie Kaufman, Kansas Electric Cooperatives, Inc. Kari Presley, Kearney and Associates Published by:
Peterson Publications, Inc. 2150 SW Westport Dr., Suite 101 Topeka, KS 66614 Phone 785.271.5801 www.petersonpublications.com Editor in Chief Jeff Peterson
Advertising/Sales Vicki Peterson
Managing Editor Brittany Willes
Copy Editor Lara Copeland
Art Director Becky Arensdorf
Circulation Manager Brenda Schell
Graphic Designer Kelly Adams
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ON LOCATION ACROSS THE STATE
NEW CONVENTION SPACES FOCUS ON ATTENDEE NEEDS
By Cecilia Harris, writer, KSAE Magazine
imes have changed. Not long ago, a conference facility typically offered several small seminar rooms with no windows, an exhibit hall for a tradeshow and a large meeting room containing a stage, podium, microphone, speakers and chairs. The latest conference trends, however, rank networking behind content as the second biggest motivator for attendees, with convenience, the latest technology, the environment and the destination’s offerings also high on the list.
The latest conference trends rank networking behind content as the second biggest motivator for attendees, with convenience, the latest technology, the environment and the destination’s offerings also high on the list.
Focusing on these needs are six Kansas facilities that have been built within the past five years or are currently under construction; five are new conference centers with at least 5,000 sq. ft., and one is an addition to an existing structure.
and operates the Holiday Inn Express and Suites in Parsons. “The technological equipment for the conference center is new for the area.”
Brand new in the southeast part of the state stands the Parsons Conference Center that is currently scheduled to open in mid-May with all the latest conveniences.
Scheduled activities, including speakers and their topics, can be displayed on digital signage at a room’s entrance, part of the state-of-the-art technology that includes a centralized control for the projector and wireless microphones.
“This is the newest conference center in the vicinity with the latest technology that will fit any conference center need,” said Roshan Patel, director of development for Leisure Hospitality, Management, Inc. that built the facility
Realizing collaboration fosters creativity, the center offers niches where small groups may conduct spontaneous, faceto-face conversations when not in the large room that seats 200 people at round tables or 150 people classroom-style.
The newly constructed Parsons Conference Center in Parsons includes state-of-the-art technology for the area. The facility is next to a new Holiday Inn Express and Suites.
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The Hyatt Place Kansas City/Lenexa City Center opened in 2016 and includes 12,000 sq. ft. of meeting space and complimentary parking.
“The center was designed to encourage networking,” Patel said. “We have a lounge area that’s kind of like a breakout where people can sit and talk if they don’t actually want to be in the conference center, and we also have a pre-reception area with a couple of couches where you can interact as well.” The Embassy Suites Kansas City/Olathe Conference Center, which opened in 2015, offers a stimulating environment that promotes learning. Providing an inviting atmosphere are 24-foot-ceilings in the Grand Ballroom, a 13,038 sq. ft. space divisible into six equal breakout rooms, according to Lynn Bates, director of sales. An added plus at this center is the abundance of natural light. “The pre-function space has floor-to-ceiling windows and is 6,700 sq. ft.,” Bates said. “And the beautiful boardroom with executive chairs for seating up to 16 people also has floor-to-ceiling windows.” When the day is over, attendees may unwind by sampling craft beers and signature cocktails in the adjacent hotel’s awardwinning J BAR restaurant, with a courtyard and a second floor urban terrace partially enclosed with a translucent canopy; a fire pit and heaters extend the patio season. www.ksaenet.org
The Hyatt Place Kansas City/Lenexa City Center, which opened in 2016, may be the perfect destination for those looking for options to mix business with pleasure. One of the center’s biggest assets is its location in an area with new development, according to Brooke Gallimore, director of sales. Within walking distance are the Lenexa Public Market, an aquatic center, a recreation center and numerous bars and restaurants. “We also have many preferred vendors we regularly work with and recommend to clients who are looking to add an entertainment component to their event, anything from murder mystery parties, casino and trivia nights, to aerial gymnasts,” said Gallimore. There are multiple choices regarding food selection as well. “Our property allows clients to work through any licensed external caterer of their choosing,” she added. “So, if our guests want to enjoy Kansas City’s best barbecue or cuisine from a local restaurant to enhance their event experience, we would be more than happy to accommodate.” continued on page 8 KSAE Magazine • Spring 2020 |
ON LOCATION ACROSS THE STATE continued from page 7
Left: The Embassy Suites Kansas City/Olathe Conference Center opened in 2015 and features a 13,038 sq. ft. space that can be divided into six rooms. Right: The Hilton Garden Inn and Convention Center in Salina opened in 2017 and offers 11,000 sq. ft. of meeting space and innovative technology.
The facility includes 12,000 sq. ft. of meeting space that can be broken into nine rooms with the largest accommodating 450 people for a seated meal. There’s also complimentary parking for 500 vehicles. The Hilton Garden Inn and Convention Center in Salina, which opened in 2017, offers the new, innovative technology many convention planners and attendees are seeking. “For example, digital key is a way for guests to use their smartphone as their room key,” stated Gala Bloyd, director of sales. “We give our guests an easier, more convenient stay.” Other new technology includes state-of-the-art audio-video equipment that includes built-in screens and projectors, wireless handheld and lavalier microphones, and ultrahigh-speed internet. “Those screens, you press a button and they just come down from the ceiling,” Bloyd said. “You bring your laptop and you plug it into the wall and it automatically hooks up. It’s super easy.” With nearly 11,000 sq. ft. of meeting space, a pre-function area, an executive board room, and nearly 100 hotel rooms, the facility can handle any size group. Two convention facilities will open later in the year. By fall, the newly expanded Hilton Garden Inn and Manhattan
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Conference Center will be capable of holding banquets for 1,500 people seated at round tables, according to Angela Hermann, director of sales. When the conference center was built in 2011, it featured 25,000 sq. ft. of space with 12 event rooms adaptable to the size needed and smaller-sized boardrooms for more intimate meetings. The new addition, which was in the original plans, enlarges the previous event room to 32,000 sq. ft., which can be partitioned as needed. Aesthetics also have been considered to provide a quality experience. “We will have windows on the west side,” Hermann said of the new natural light feature, adding there also will be a decor upgrade. “You see now in all the remodels in all the hotels the blues and grays that are more soothing and brighter.” Attached conveniences include the complimentary parking garage and the 135-room Hilton Garden Inn, which offers four small meetings rooms. The Hilton Garden Inn and Conference Center in Hays also will be opening later this year with 12,000 sq. ft. of meeting and conferences space. No matter the size of convention or the type of meeting space needed, convention centers in Kansas offer something for everyone. F www.ksaenet.org
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SOFTWARE OPTIONS FOR ASSOCIATION MANAGEMENT By Liz Stevens, writer, KSAE Magazine
any associations run their operations with a hodgepodge of separate software packages (Access, Excel, Constant Contact, etc.) or with an aging enterprise software system. For associations in either one of these situations, it may be time to consider taking the leap and moving to a modern, powerful association management software (AMS) system. What’s in the package? Today’s software options for association management are diverse and offer many valuable features. First and foremost in any system is a comprehensive membership database, because all associations revolve around attracting and retaining members. Second up is a strong communications management component, for centralizing and controlling outreach via email, direct mail, blogs and forums. For handling web-based content, some AMS systems integrate with popular packages like WordPress or provide their own proprietary website management. AMS systems also may integrate with social media platforms, such as Twitter and Facebook. Automation of administrative tasks – such as triggered emails, automatic invoicing of dues or confirmation of event
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registration – is often a feature of AMS systems. These systems also may offer event planning and management, donation management and member education management. Some systems may be able to integrate with learning management systems. Today’s new AMS software packages can support membersonly areas of websites for self-service tasks such as updating one’s own membership profile. Online store management is available with some systems – a very helpful feature for associations that sell retail items or downloadable content. Most packages offer basic revenue tracking for things like dues, donations, event fees and online sales, and most of them allow easy export of this revenue data to popular accounting software packages such as QuickBooks. AMS systems typically include sophisticated reporting tools, for generating canned and ad hoc reports of the valuable data contained throughout the system. Many AMS systems offer built-in integration with standard business software packages or with other association-oriented continued on page 12 www.ksaenet.org
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TECHNOLOGY continued from page 10
applications or offer the option of customized integration to other software. And, finally, many of today’s AMS systems are cloud-based, delivering superior accessibility for users while also allowing vendors to provide quick, seamless upgrades and support. What are the benefits of switching to an AMS? There are many benefits to moving to an association management system. The software packages currently on the market represent the state-of-the-art in features and functions that are tailored to the specialized needs of associations. Software vendors have expanded and enhanced their packages based on years’ worth of feedback from their association clients. Switching to a feature-rich AMS and paring down the number of vendors with whom to communicate and coordinate can streamline an association’s ability to upgrade to newer software versions and to receive technical support. The consolidation of data into one system is another important benefit of choosing an AMS. Associations with just one comprehensive database – rather than separate packages filled with data that is not linked and may not be in sync – save time in data entry and data-updating tasks and usually improve the accuracy of their data. An AMS’s combination of consolidated non-redundant data and advanced reporting capabilities can be a truly valuable benefit for associations who want to slice, dice and analyze their historical and current data. User-friendly report generators, along with canned, customizable and ad hoc reports, put associations in the driver’s seat to review the past, explore the present situation, validate hunches and make projections for future eventualities. Crucial caveat: Don’t expect a slam dunk While today’s AMS systems are as up-to-date and featurerich as they can be, and while there are many on the market, it may not be possible to find the perfect off-the-shelf system to match an association’s unique character and desires. Associations must recognize that vendors simply cannot create a one-size-fits-all solution. Acknowledging that there will be inevitable limitations in almost any AMS package is the first step toward accepting this reality. And having realistic expectations enables associations to seek the solutions that meet enough of their needs, that includes the capability to
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Switching to a feature-rich AMS and paring down the number of vendors with whom to communicate and coordinate can streamline an association’s ability to upgrade to newer software versions and to receive technical support. integrate with a few key external packages and/or that can be customized to meet the association’s requirements. What does it take to move to an AMS? Expect the move to a new AMS to be a project that takes time, effort and a team of knowledgeable, engaged association players. Anticipate choosing a small team that understands the organization’s high-level needs and its existing software packages. Also plan to include some representatives from the staff who can evaluate potential solutions from the standpoint of ease-of-use for admin and volunteer users. Plan on the time required for evaluating the needs of the association and for documenting the software systems currently in use. Count on taking the time to identify the association’s current core desires, as well as the wants and needs that can be anticipated for the mid-term future. Know that it will take some time to research software vendors, to compare the features in the various packages with the association’s list of “must haves,” and to then really scrutinize the very best vendors and packages. Remember to check for the “scalability” of an AMS; that is, whether the system can easily keep up if an association experiences significant growth. When reviewing a vendor’s offerings, plan to objectively judge the vendor’s strengths and weaknesses. Get recommendations from existing clients and do judge vendors on their track records, but also respect gut feelings that signal either discomfort with or great trust in a vendor. View these vendors as potential longtime business partners, not merely as salespeople with whom to transact a one-time purchase. Take the time to weigh what comes standard in the AMS system versus what might require the purchase www.ksaenet.org
of an add-on from the vendor, integration with a piece of third-party software (no-cost or fee-based), or even custom programming. Factor in sufficient time for the vendor to migrate existing data into the new system and to program any special integrations and/or customizations and allow adequate time to train association users on the new software system. Review all the costs, including those for software licenses, cloud-based storage, data migration, software customization, custom integration to third-party software, training for users and ongoing support from the vendor. After the move to an AMS, consider assigning a staff member to the job of exploring all the tools that this new system may provide. Rather than merely replacing the association’s old system or its collection of software packages, and then recreating
the status quo under a new AMS umbrella, encourage someone to get a sense of everything that the new AMS has to offer. Then, over time and with a planned approach, take advantage of the additional features or tools found in the AMS package. The bottom line Moving to an AMS system can have immediate benefits as well as long-term value. The move can streamline how associations carry out the day-to-day tasks and can expand horizons by offering fresh tools for new ways to operate. Like any successful business improvement, exploring, evaluating, implementing and fine-tuning a new association management system will take time, thought, planning and effort. The eventual payoff will be on par with how much an association puts into the project and the process. Those that invest wisely will likely enjoy a rewarding return on investment. F
STORMONT VAIL EVENTS CENTER EXPANSION EXHIBITION HALL • 40% expansion in floor space • New concessions stands and beer gardens • Escalators in the grand lobby
DOMER ARENA The Stormont Vail Events Center broke ground on a $48 million renovation project that will provide a refreshing revitalization to Topeka's largest venue complex. This two-year process includes improvements and additions to Exhibition Hall, Domer Arena and Landon Arena. For more information contact Mike or Jessica at Mike Bell | Mike@VisitTopeka.com | 785.215.8133 Jessica Schenkel | Jessica@VisitTopeka.com | 785.215.8582
LANDON ARENA • • • • •
New digital arena signage Brand new seating Premium seating options An end-zone bar Additional suites
KSAE Magazine • Spring 2020 |
INDUSTRY NEWS New Hotels Coming to Wichita in 2020 Over the last three years, Wichita has experienced unprecedented hotel growth adding many new hotels offering meeting space, great locations and a variety of brands. One of these is the newly renovated Hilton Garden Inn, downtown Wichita, which offers 127 rooms, meeting spaces and an onsite Starbucks. Under construction at Wichita State University, the Hyatt Place will have 106 hotel rooms and three meeting spaces, as well as a breakfast buffet and Top: Photo courtesy of Visit Wichita. Bottom: Photo courtesy light items for lunch. of Hyatt Place. This hotel sits near the Innovation Campus at Wichita State University. The Hyatt Place is expected to open in September 2020. For more information on hotels opening in 2020, visit www.visitwichita.com. Overland Park Convention Center Announced as Top 20 Convention Center in the Nation The Overland Park Convention Center announced it has been named a top 20 convention center in the nation by EXHIBITOR Magazine. The Centers of Excellence recognition has a rigorous evaluation process that includes a survey of past clients and a review of entrants’ selling points, event spaces and innovations. With seven Certified Meeting Professionals
Photo courtesy of Overland Park Convention Center.
on staff, the venue’s employees are both experienced and accomplished. Among them are two certified international event and wedding planners, 10 specialty rigging accredited team members, one certified technology specialist, a certified venue executive and a nationally recognized Connect Association 40 Under 40 recipient. For more information, visit www.opconventioncenter.com. Extensive Renovations for Hilton Garden Inn KC Just minutes from Kansas City’s Power & Light District, Hilton Garden Inn Kansas City, Kansas, is generating its own bit of buzz with a top-to-bottom, inside-and-out renovation. This past November, the newly transformed hotel opened to feature reimagined guestrooms with signature linens, a new color palette for the restaurant/bar area, recharged fitness center, as well as updated retail space with enhanced menu options, including an upscale mix of healthy, indulgent and fresh foods, including fresh plates; locally-sourced food and craft beers; snacks and beverages; and a specialty self-serve coffee bar. For more information, visit www.hgi.com/kansascitykansas.
NEW FACES Sandy Braden, president of Braden, Heidner Lowe & Associates (BHL), is pleased to announce Brad Parker, CAE, has been hired as an association executive. Parker will help lead and manage several nonprofit association clients.
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Visit Wichita has added Marisa Pechanec and Brian Gray to its sales team. Pechanec is taking on the role of convention sales coordinator, which was held by Jessica Buettgenbach, who was promoted internally to the role of partnership services manager. Gray joins the team as convention sales manager. F www.ksaenet.org
ASSOCIATION NEWS KSAE Makes Improvements to Capital Advocacy Room KSAE has made improvements to the Advocacy Room at the Capitol. The space now features a printer/ scanner/copier; television with access to live broadcasts; workspace/small conference table; comfortable chairs; Keurig and a hanging coat rack. Located in 140-S, across from the cage elevator, the room serves as KSAE members’ office away from the office. The room will not be staffed, so each member will use a key to enter anytime, day or night. KSAE is collecting keys that are no longer in use. For those who do not plan to subscribe for access to the Advocacy Room in 2020, please alert KSAE to collect any unused keys. Reminder: It is a shiny gold “BEST” key with KSLC11 engraved on it. Call for Committee Volunteers KSAE welcomes volunteers for its committees for 2020. The following committees are looking for volunteers: Conference and Expo, Membership, Education and Networking, and Government Affairs. Those interested in serving on one of these four committees please contact
For additional information and to register for events, visit www.ksaenet.org. Christy Classi, firstname.lastname@example.org. For those who were on a committee in 2019 and no longer wish to remain on that committee, please contact Christy. Automated Social Media Marketing Hosted by Kristen Kogl, account coordinator and social media manager at MB Piland Advertising + Marketing, attendees will learn about social media automation tools and best practices that will help them work smarter, not harder. Walk away with new ideas, tools and tricks to keep you tuned in and ahead of the online competitors. The presentation will be held Thursday, May 21, at the Kansas Optometric Association at 1266 S.W. Topeka Blvd., Topeka. Lunch will be served at 11:30 followed by Kogl’s presentation. F
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KSAE Magazine • Spring 2020 |
TO THE TRADESHOW BOOTH AND BEYOND: WHAT IT TAKES TO CREATE A SUCCESSFUL EVENT EXPERIENCE
By Lara Copeland, editor, KSAE Magazine
radeshows take place all over the world. They are designed for companies within a specific industry to showcase their latest services and products, while also providing an opportunity for them to check out competition and meet with partners and customers. The setting promotes business, education, networking and a little fun. Just one of the many advantages of exhibiting at a tradeshow is getting in touch with customers – current and potential. This is an opportunity to connect deeper with existing clients and seek their feedback, which may result Exhibitors at tradeshows must carefully consider the design of their booths. Photo in valuable information. This courtesy of the Overland Park Convention Center. material can prove helpful in product and/or service offerings Pre-show marketing in addition to future event presentations. Considering Because first impressions are critical to lasting relationships, tradeshows can attract those from afar, perhaps this is a chance many exhibitors choose to make initial contact with to finally meet face-to-face with more remote customers. It attendees in the weeks leading up to the tradeshow. This also is the perfect time to interact with those who may become allows them to orchestrate meet ups at its booth beforehand. customers in the future. The time it takes to lay the foundation Some businesses choose to interact with customers and for new client sales could very well be worth it. prospects on social media prior to the show by using relevant hashtags and tagging tradeshow hosts on creative Tradeshows allow companies to make new connections posts related to the event. Some companies have even been while also providing an opportunity to check out the known to ask attendees to vote on the swag they’ll have competition. Whether a distributor or partner, this is the available. time and place to look for new relationships that can add to the bottom line. Some attendees may even be looking Booth design for a new employer. Additionally, while one business is Since some first impressions will be saved for the actual presenting its best and latest product and service offerings, tradeshow event, exhibitors must carefully consider their competitors are doing the same. Sizing up the competition booth design. Creative booths draw the crowds and may can provide a glimpse into how others in the industry are continued on page 18 marketing their products.
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Geary County Convention and Visitors Bureau
Geary County Convention Center
IN THE HEART of the FLINT HILLS With 16,000 square feet of elegantly designed meeting space, this facility can be configured to meet the needs of any group. Adjacent to the Courtyard by Marriott Junction City, with 119 Guest Rooms, a pool, fitness center, Bistro and evening bar. 310 Hammons Drive | Junction city, Ks 66441 | 785-210-2714 |
Milford Lake Conference Center 3710 Farnum Creek Road | Milford, KS 66514 | 785.463.4000 | acornsresortkansas.com
A unique event/conference venue with breathtaking views of nature overlooking the lake, beach and meadows. In-house catering by the Cove Bar and Grill. The Milford Lake Conference Center staff is here to serve your every need. CONFERENCE CENTER
• • • •
50' x 80' great room seats 275 13' x 23' board room state-of-the-art audio system 3 DLP lampless projectors and drop down screens
• • • • •
24 luxury cabins 9 lodge rooms 61 RV sites pontoon, kayaks, canoes 3-mile nature trail
SOLUTIONS continued from page 16
provide the edge a company needs to outdo its competition. This social proof of sorts generates trust among attendees. With a captive audience, tradeshows are the perfect time to invest in a booth that will effectively represent the company, product, services, etc. The best booths strike a chord with attendees that lasts well beyond the conclusion of the expo. It takes more to have a successful booth than simply showcasing innovations. Well-lit booths featuring simple, large graphics can catch the attention of passersby. Unfortunately, convention centers are notorious for bad lighting, so it is wise to consider incorporating lighting from an outside source to add to the booth’s design. This makes displays more appealing. Another factor that may make a booth unique is the signage. Relatable images draw interest in the booth and, therefore, what the company is displaying or offering. Communicating who a company is and what it offers is one of the booth’s major purposes, so utilizing simple graphics to focus on a single, yet important, topic is key. The visual message should be effective and informative. Information should be tailored to meet customers’ needs, otherwise they’re likely to skip the booth. This applies to demonstrations and presentations as well. Real-world examples allow people to see the proof in the pudding. Additionally, a successful demonstration will attract crowds and create engagement among them. Audio/visual technology may be one technique worth investing in to relay relevant information.
The location of the booth should be considered – the size and shape matter as does the layout. An inviting space is one that is not overcrowded as this can intimidate people. outgoing staff is imperative to its success. After all, they represent the brand. They also should be well-trained and aware of the company’s strategy before the event takes place. Each staff person should have designated responsibilities to ensure an organized presentation. Instead of killing time on their phone or tablet, they should show interest in potential customers by engaging them in conversation. Booth location The location of the booth should be considered – the size and shape matter as does the layout. An inviting space is one that is not overcrowded as this can intimidate people. If they are focused on the roadblocks, products are being overlooked. Be sure to make the booth easily accessible so that the space allows people to engage with staff. Furniture, if used, should be arranged so as not to create barriers that could prevent engagement. Place products throughout the booth to draw in the crowds, highlighting new pieces in their own displays. Engage attendees There is no harm in having a little fun at these events. By creating an interactive experience for attendees, the booth is more likely to engage people as they walk past.
Knowledgeable staff Stocking the booth with knowledgeable, friendly and
continued on page 20
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Hilton Garden Inn Topeka 1352 SW Arvonia Place Topeka, KS 66615 785-350-2069 www.hgitopeka.hgi.com Features Rooftop Outdoor Game Area and Gazebo
Hilton Garden Inn Wichita Downtown 401 East Douglas Wichita, KS 67202 316-669-6175 www.wichitadowntown.hgi.com Features Glass-Bottom Suspended Pool and Onsite Starbucks
SOLUTIONS continued from page 18
Giveaways and swag are one way to get guests interested. Offer a drawing and collect visitors’ contact information in exchange for a chance to win a prize related to the company’s offerings. Games invite visitors to participate in meaningful ways with the booth. Hand out prizes with the company’s name, logo, contact information, etc., to those who win the game. Invite guests to experience a product or service as they walk by. For instance, Charity Water, a nonprofit organization that provides clean drinking water to people in developing nations, invites visitors to walk two 40-pound jugs of water across a 50-yard platform. This provides them with a glimpse into the experience villagers in these nations go through each day as they carry water from far-off rivers. Technology also can play a part in making a booth interactive. Large monitors can be used to display messages and graphics. iPads set up strategically around the booth KSAE Ad.pdf 3/14/20 7:38 PM can demonstrate the1 functions of a product.
Now ! Open
Contacting attendees before the show; effective lighting; simple and beautiful graphics; informative and welcoming staff; the best swag or the newest, most advanced technology will do a lot in making a booth successful. But how will a business know if those investments paid off? Before the show, a company needs to know how it plans to measure its accomplishments. Once the show is complete, gather key players for a follow-up meeting to recap the event. When establishing what worked and what didn’t, be sure to consider the value of exhibiting at the show. Discover the booth’s strengths and weaknesses and use this information to improve upon next year’s booth. Measuring return on investment is the only way to know if the tradeshow should be considered a success. Knowing what worked will help prevent the risk of failure at the next event. F
Taking group reservations for 2020
8,000-squar e -foot con ference ce perfect for nter, meetings from 25 to 250
Information: Labette County CVB, Jim Zaleski at 620.421.7030 20 | KSAE Magazine • Vol. 4
MEMBER SPOTLIGHT KANSAS CHAMBER OF COMMERCE
TAKING CARE OF BUSINESS: KANSAS CHAMBER OF COMMERCE ADVOCATES FOR KANSAS BUSINESSES By Brittany Willes, managing editor, KSAE Magazine
e are the voice for the business community in Kansas,” stated Eric Stafford, vice president of government affairs for the Kansas Chamber of Commerce. “From the beginning, the purpose of the Chamber has been to advocate on behalf of the state’s business community.” Like many Kansas associations, the Kansas Chamber of Commerce (KCC) has a long history of dedicating itself to its members, advocating on their behalf and improving their businesses. Starting in 1924, representatives from local Kansas chambers joined together to establish the Kansas Association of Chambers of Commerce. The original purpose was to advocate for state highways, although the need to expand its focus was quickly realized. One year later the organization was renamed the Kansas Chamber of Commerce. Along with the new name came a new, broader focus that included areas such as agriculture, waterways and natural resources. Since its establishment, the KCC’s advocacy work has expanded even further to address taxes, human resource issues, education, manufacturing and more. That tradition continues to this day. “Our team focuses on the proven return on investment for our members and prospective members across the state,” said Stafford. “Everything the chamber advocates for and against is to improve the bottom line of Kansas businesses, large and small, of all industry segments.” The KCC’s current investment strategy is an effective one as membership numbers continue to exceed growth expectations. A vital part of the chamber’s membership strategy also involves focusing on the next generation. For many associations, the need to attract younger members has been a growing concern over the last several years as older members retire. For the KCC, one of the best tools it has for continued on page 22
KSAE Magazine • Spring 2020 |
MEMBER SPOTLIGHT KANSAS CHAMBER OF COMMERCE
continued from page 21
attracting and retaining new, younger members is in the form of leadership programs, specifically Leadership Kansas. Currently the second oldest leadership program in the nation, Leadership Kansas is dedicated to identifying leaders from all corners of the state. The program works with these individuals to encourage continued involvement in the social, business and political fabric of Kansas communities. Perhaps most importantly, those involved with the program are given training and resources from a vast network of business and public sector contacts across the state, which they are able to apply to key issues affecting the state from border to border. While Leadership Kansas might be the KCC’s longest running program – currently entering its fifth decade – it is far from the only initiative offered to members. According to Stafford, KCC offers several top-level programs for the benefit of its members.
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For instance, the Kansas Manufacturing Council (KMC) – the state affiliate for the National Association of Manufactures – offers programs such as Dream It. Do It. Kansas., which offers opportunities for students to learn about and become employed in high-quality manufacturing jobs. Through KCC, the KMC also offers an annual Manufacturing Summit. This day-long forum provides opportunities for networking and for learning about manufacturing resources and industry trends. It serves as an invaluable resource for those involved in the industry. The KCC also offers more targeted programs designed to promote greater diversity within the Kansas business community. For example, this past November the KCC held its second annual Women in Business Conference (WIB). According to statistics gathered by the chamber, in the last several years women have been starting their own businesses at twice the rate as men have. Determined to support women’s entrepreneurial efforts, WIB was developed to “provide opportunities for entrepreneurial and businessminded women in Kansas to improve and hone their leadership skills by meeting and hearing from other women leaders and entrepreneurs and to cultivate their business connections by networking and building relationships with other business women” (kansaschamber.org). “The chamber also has partnered with Eagle University, a program aimed at teaching leadership, goal setting and employability skills to those aged 15 to 25,” said Stafford. “The program aims to provide younger individuals with a head start on their careers. It has consistently received high praise from attendees.” continued on page 24
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MEMBER SPOTLIGHT KANSAS CHAMBER OF COMMERCE continued from page 22
Summer 2020 will see KCC co-host the annual Kansas Minority Business Summit, an event that focuses specifically on issues relevant to minority business owners and entrepreneurs. Of course, KCC’s main priority is the advocacy efforts it undertakes on behalf of Kansas businesses. As Stafford noted, “The chamber’s legislative agenda is focused on a variety of subjects, all of which financially impact businesses in our state. Whether it is tax policy, human resource issues, energy policy or healthcare, our agenda is focused on areas we know have room for improvement or where the law needs to be changed. We also work to prevent negative law changes from passing by protecting areas where Kansas law is good for employers.” Tax reform is one of the areas Stafford identified as needing improvement. To that end, “there were new federal tax provisions to generate revenue to pay for the reduction in the corporate income tax,” he explained. “Some of these changes impacted foreign income tax. Because Kansas automatically adopts tax changes made at the federal level, our state will
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now start taxing foreign income – something it has never done before. The chamber is proactively asking to ‘decouple’ from these provisions to avoid higher taxes on Kansas corporations and to also keep Kansas attractive for future investments as most states have decouple from these provisions.” As the year progresses, the KCC also will be supporting multiple bills focusing on property tax reform, including one modeled on Utah’s Truth in Taxation Law. “Such measures will bring more transparency and accountability to local governments as property tax revenues have far outpaced inflation and population growth,” Stafford explained. Tax reform is just one area where the KCC seeks to make improvements for its members and the Kansas community overall. Several years ago, the chamber led efforts to pass comprehensive workers compensation and unemployment insurance reform. As a result, employers statewide have seen a 40% reduction in work comp premiums since 2013. The chamber also worked to strengthen laws for state agencies to follow when adopting regulations that impact businesses. More recently, the KCC launched Vision 2025 as part of its long-term strategic plan for the state of Kansas. “Vision 2025 focuses on four key areas to reverse our state’s decades-long trend of lagging economic growth for the state,” said Stafford. The four key areas – growing talent supply, advancing competitiveness, expanding innovation and entrepreneurship, and improving business infrastructure – were determined by gathering input from members and citizens from across the state. As Stafford first noted, the Kansas Chamber of Commerce is “the voice for the business community.” As such, it has dedicated itself to helping members deal with state agencies, address questions related to laws impacting business, providing opportunities for further education, networking and more. Current and future advocacy efforts, leadership programs and support of business-minded individuals will no doubt allow the KCC to continue its mission to create “a more positive business climate that allows for more jobs and economic growth in our communities.” F www.ksaenet.org
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GEARING UP FOR SUMMER INTERNS
By Kristina Dietrick, president, HR Partners
t’s barely spring, and yet many are already looking toward summer. This is perhaps not by choice but because summer interns are actively seeking potential employers for internships. If an organization has intentions of employing summer interns, it’s time to proactively prepare. Summer interns can bring many different benefits to an organization. Some of those benefits may come through the intern’s unique perspectives and skill sets. Other benefits consist of easier recruitment for the employer in terms of future employment opportunities. Forbes recently reported on permanent placements of summer interns following internship programs: “In 2018, the offer rate for interns was 59%, the acceptance rate was 77.3% and the conversion rate was 45.6%, according to the National Association of Colleges and Employers (NACE)” (Fallstrom, 2019). The following are some areas of consideration regarding how to gear up for summer interns:
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• Recruitment of summer interns: Typically, interns are recruited from mainstream online job boards, college career fairs and through direct contact with local universities, specifically if an organization is looking for someone in a certain major. Summer interns may be recruited through family and friends but it’s important to be cautious of potential complications and conflicts this could bring. • Impact to the business: It’s important to consider whether an organization will be able to assign the intern with meaningful work and not just clerical tasks. Consider the overall impact to business needs and culture. • Performance management and career development: Determine if the organization will be able to devote time to the intern for his/her onboarding, performance management and career development. Consider having one or two mentors who can be available to assist the intern for the duration of the internship assignment. • Paid or unpaid: Keep in mind that interns are typically www.ksaenet.org
more dedicated when they are paid for an internship assignment. It’s important to consider what tasks they will be performing. Consider whether they are being paid to perform tasks like that of an employee. This could potentially complicate the organization’s compliance with the Fair Labor Standards Act (FLSA). The US Department of Labor (DOL)’s Fact Sheet #71 may be helpful when contemplating whether to compensate a summer intern, which can be found at www.dol.gov/whd/regs/compliance/whdfs71.pdf. F
information, call 785.233.7860, 800.635.2310 or visit www.hrpartnersks.com.
HR Partners, a woman-owned, regional human resources consulting firm in Topeka, Kansas, specializes in human resources outsourcing and consulting services, audits, assessments, compliance, training and organizational development, as Dietrick well as executive recruitment. HR Partners’ professional team has extensive knowledge and experience to develop customized solutions to fit an organization’s needs and culture. For more
Fallstrom, R. (2019, February 19). Six Ways to Make an Internship Program Mutually Rewarding. FORBES, retrieved from https:// www.forbes.com/sites/forbescommunicationscouncil/2019/02/19/ six-ways-to-make-an-internship-program-mutually-rewarding/#4ee1ffc86a94.
Bretado, D. (2017, June 16). “Tips for Recruiting Summer Interns.” Society of Human Resources Management. www.shrm.org/resourcesandtools/hr-topics/talent-acquisition/pages/tips-recruiting-summer-interns.aspx. Rosenberg, J.M. (2019, February 25). What a Summer Intern? Now’s the time to be recruiting. FOX NEWS Network, LLC, retrieved from https://www.foxbusiness.com/markets/want-a-summer-intern-nowsthe-time-to-be-recruiting.
Fallstrom, R. (2019, February 19). Six Ways to Make an Internship Program Mutually Rewarding. FORBES, retrieved from https:// www.forbes.com/sites/forbescommunicationscouncil/2019/02/19/ six-ways-to-make-an-internship-program-mutually-rewarding/#4ee1ffc86a94.
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KSAE Magazine • Spring 2020 |
FIVE REASONS TO ATTEND CONVENTIONS AND CONFERENCES
By Liz Stevens, writer, KSAE Magazine
f an industry or endeavor exists, there’s a convention or conference or tradeshow associated with it, and the world of associations is no exception. There are big daddies that cover everything, such as the ASAE Annual Meeting & Exposition, and there are more targeted versions like the ASAE Marketing, Membership and Communications Conference.
There are overarching reasons to attend tradeshows and conventions, namely to connect and to learn. The following are five examples of the kind of worthwhile connecting and learning to be found at these events.
Forbes recommends Cause Camp for association executives in the mood for some inspiring thought leadership. The Nonprofit Storytelling Conference helps associations use better storytelling in their fundraising. The Nonprofit Innovation & Optimization Summit is all about online fundraising, and the Nonprofit Technology Conference is self-explanatory.
Learn at an overview level Attending shows and conventions is a great way to scope out the state of the industry and see what the competition is doing. Whether drinking in details of the newest industry technique, noticing an emerging trend among the exhibits or eyeing what other associations are up to, there’s bound to be inspiration. It might lead to a new angle on an old process, something entirely fresh to try out or a smart way to improve existing operations.
So, they’re out there, all right. But aren’t these things passé? Is there anything new to see in the industry? Hasn’t the internet replaced conventions and tradeshows by now? Yes and no.
Attending a couple of well-chosen conventions might give an association executive valuable insight into how to supercharge the association by becoming a regular contributor to the community. Learning how to parlay
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attendance at community meetings or exploring the idea of making in-kind donations to a neighboring nonprofit might be just the ticket for expanding an association’s local reach. Business leaders cannot afford to not embrace new ideas. This means they cannot afford to be curmudgeonly about attending conventions as this will ultimately lead to their business and team becoming stagnant. In other words: Don’t stagnate; participate.
Connect with vendors and suppliers Yes, everything is on the internet now. Everything, that is, except real in-the-flesh interaction. Even internet gurus recognize the value of human connections in the business world, as reflected in these pithy quotes: “You can’t outsource relationship building.” – Scott Stratten, co-founder, UnMarketing, Inc. “Don’t build links. Build relationships.” – Rand Fishkin, CEO, SEOmoz Conventions and tradeshows are excellent places to meet new vendors. That first meeting may just be a “meet and greet” on a day overflowing with other introductions, but www.ksaenet.org
it’s hard to top the value of a face-to-face start for a new business relationship. Becoming acquainted with a new AMS software vendor, for example, may be a real perk of attending a conference or tradeshow. Using this venue to meet a new vendor and look at a new software package is a low-pressure way to see a software demo and ask lots of questions. These events also are opportunities to strengthen relationships with existing vendors. That might be as simple as reaffirming a good partnership. Or it could be a chance to briefly discuss how to work together in a better or more economical way. Or it might be a friendly talk that sparks the idea for a brand new way to approach a tried-and-true but aging method. Chatting with a representative of one’s insurance company at a convention might lead to ideas for getting better coverage while lowering the premiums. Reconnecting briefly with the reps for an association’s favorite event venues, for instance, could open the door to fresh new theme options for an upcoming event.
continued on page 30 KSAE Magazine • Spring 2020 |
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“Investing in a few great events a year can help keep a team engaged and informed while fostering outside-thebox thinking and valuable relationships.”
Tara Cohen, Forbes Council contributing author
Whether making new connections or refreshing old ones, do it in person and keep the relationships real.
Learn about a particular subject Tradeshows and conventions always serve up a menu of presentations, classes and breakout sessions. Sitting in on these is an easy way to soak up information while the passionate speakers talk about new ideas, better technologies or best practices. Executives at associations who want to beef up fundraising might target presentations and breakout sessions that focus on how using evocative storytelling can enhance fundraising, or how social media can be used to reach a broader group of potential donors. Association executives may, for example, want to learn how to assemble a board of directors that will guide the association from a position of professional experience. These executives might look for a class on how to add members with business acumen to a board of directors that is currently weighted too heavily with members who are big-hearted but not particularly business-savvy. The people at the podium aren’t the only ones in the room with valuable insights.
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Try turning to the person in the adjacent seat: make the acquaintance of an industry colleague who just might be in a position to inspire, inform, refer or collaborate.
Connect with coworkers For associations that can send a few delegates to a show, the team building benefits of the experience can be worth the cost in time and money. There’s nothing like a few days off-site for team building. If key association staff attend a conference workshop on planned giving or crowdfunding, the net gain may likely be more than just the knowledge they acquire. Odds are that the staff also will return from the workshop as a stronger team and with renewed enthusiasm. Likewise with having coworkers, for instance, attend a conference class on writing press releases or grant writing; the value of this as a team building experience probably will match the takeaway of newfound writing skills. Forbes Council contributing author Tara Cohen puts it this way: “Investing in a few great events a year can help keep a team engaged and informed while fostering outside-the-box thinking and valuable relationships.”
Learn about a fix for a specific problem Since they are filled with industry leaders and experts, conventions are terrific places to get valuable advice on a variety of topics. Chat with an exhibitor about that stubborn problem plaguing the association. Raise an on-topic question during an educational session on taxes, for example, and drill down to how to ask about applying for tax-exempt status from the IRS. Or, for a more relaxed conversation, ask for suggestions from a speaker at a post-session cocktail hour or event dinner. People love to share their expertise and experiences, especially when they think they are truly being helpful. So, chat them up.
opportunities to connect and to learn. Foil and Specialty Effects Association Executive Director Jeff Peterson affirmed: “There is no substitute for the ability to network with your peers and suppliers at an industry conference. Being able to ask questions and find answers from others involved with your type of business is something you simply can’t do through email or a webinar. “Although you may have some costs and you must spend the two or three days away from the office, the ability to talk to an entire group in one place can actually save an enormous amount of time vs. individual conversations on the phone or email. It only takes one great idea that someone receives from other attendees to pay for the time and cost of a conference.” In summary, don’t let business stagnate. Take advantage of tradeshows and conventions to learn, connect and grow. F
The wrap-up Conventions, tradeshows and conferences are full of
KSAE Magazine • Spring 2020 |
CREATIVE WAYS ASSOCIATIONS AND NONPROFITS CAN USE VOLUNTEER MANAGEMENT TOOLS
By Elizabeth Bell, writer, Higher Logic
ssociations and nonprofits are always trying to make more of an impact with less – less money, less staff, less resources. It’s made them some of the more creative and efficient organizations ever seen. But there’s still one piece of software they may not be using at full capacity: their volunteer management platform. Volunteer tools are standard for associations and nonprofits, and they can be used for much more than just standard volunteer tasks.
Applications – Decide whether the opportunities automatically accept interested members or if they need to submit an application and be approved by a staff member. Profiles – Volunteers can create profiles with their skills, experience, interests and location to help match them with the right opportunities. Tracking and rewards – The software should track volunteer hours and help reward top participants.
To help cut down the tech budget and get more done, the following is a list of the features most volunteer software has and creative ways to use those tools to fulfill other, less traditional volunteer needs.
Analytics – Tracking tools should lead to dashboards and reports showing the variety of opportunities to be had, how well they’re performing and the real-dollar return on investment of the programs.
Common volunteer management tools The best volunteer management software has five key features:
Depending on the software, these tools may be known by different names, but they should be included in most volunteer platforms. The best part of these tools is they’re multipurpose, meaning they can be used in different ways,
Opportunities – Post volunteer tasks with a description, start and end date for the role and the time commitment required.
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including for applications outside of traditional volunteering. Better yet, the software will track activities and provide analytics no matter how the tools are used, so users don’t need to worry about finding new measurement tools. The following are three ways to use volunteer tools in nontraditional ways.
Award submissions If the organization gives out awards for top members or the most involved advocates, it can easily use its volunteer software to accept nominees. To do this, post an opportunity with a title such as “Submit a Nomination” or “Nominate a Colleague for Our Annual Awards.” Different opportunities can even be created for each award category. Once the applications have been gone through, announce the winners at the annual conference, on the website or via email. Expert tip: Use this same principle to run contests with volunteer tools. Post the contest as an opportunity and let members submit themselves or their peers as potential winners. Then, find creative ways to recognize contest winners through the member newsletter, via the community homepage or by publishing a congratulatory blog post.
Advocacy programs Volunteer management software is often versatile enough that users can completely repurpose it to run their advocacy program. Instead of posting volunteer opportunities, post advocacy opportunities such as referring a new member, posting a review or promoting the organization on social media to increase buzz. Members can apply for opportunities before they perform it, or the application process can be reframed to help see what members have done. For example, when members “apply” for an opportunity to leave an online review, have them send a screenshot of their review to show they completed the task. Once members have finished their task, points can be awarded and rewards provided to encourage continued advocacy. Expert tip: Build a gamification program to encourage members to become champions. Think about how to move
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Think about what the organization needs to accomplish – and the functionality needed to be successful. people up the engagement and advocacy ladders, such as accumulating a certain number of points or completing a certain amount of opportunities. Then promote the program via email marketing to increase participation.
Event planning and hosting The software probably is being used already to find volunteers for the annual conference, but consider using it to find speakers and supplement event management at a local level as well. To start, use volunteer tools to accept speaker submissions for the conference or small, local events. Just post the speaker opportunity and start accepting applications. Make the opportunity as general or specific as needed – create one opportunity for the entire conference or post opportunities for each session track. The more specific the opportunities are, the less work that will have to be done to organize speakers and their topics. And, if the volunteer tools allow, make sure to set experience levels for these speaking opportunities to make sure to get the most qualified applicants. It is also possible to view applicant profiles to see how much experience potential speakers have. On a more local level, post opportunities to host or organize a local chapter event or meetup. This helps get more members involved and connecting in person while giving chapter leaders a break. Plus, it helps identify new members who are interested in the organization at a local level. Bonus: Community management and microvolunteering Community managers often wear multiple hats, so give them a little extra help by outsourcing small community management tasks and engagement activities to members. Often considered microvolunteering, these tasks can be anything from responding to unanswered posts, filling www.ksaenet.org
out member profiles or welcoming new members to the community on a monthly basis. Use volunteer tools to set time frames and different ways of filling these microvolunteering tasks depending on each opportunity. For unanswered questions, curate a list and post each question as a separate opportunity. Accept between one and three volunteers for each question, and auto-approve applicants to cut down on manual work. For welcoming new members, post a term-based opportunity. A member could volunteer to welcome new members when they post in a welcome thread or send a personal welcome email to all new members for a month. After that month, reopen the opportunity and find another volunteer. Make the most of the tools already available Be creative with the software and how it is used. There are workarounds and new ways to use even the most basic tools that will ultimately make the job easier and save the organization some much-needed dollars.
Think about what the organization needs to accomplish – and the functionality needed to be successful. What are some pain points for each department and what are the goals? Do volunteer tools have the functionality to meet those needs? Chances are that many more ways will be found to use volunteer tools and other software to solve current problems without spending extra time and money. F This article was reprinted with permission from Higher Logic. Higher Logic is an industry leader in cloudbased engagement platforms. Its data-driven approach gives organizations an expanded suite of engagement capabilities, including online communities and marketing automation. From the initial web visit to renewal and ongoing engagement, Higher Logic helps track and manage interactions along each stage of the digital customer experience. For more information, visit www.higherlogic.com.
Don’t miss out – subscribe now! KSAE Association & Meetings is the official magazine of the Kansas Society of Association Executives. The magazine – which is available in print and as a digital edition – includes intriguing articles and news on conferences, meetings and association management that affect Kansas-based associations and other nonprofit organizations in the region. petersonpublications.com/KSAE
KSAE Magazine • Spring 2020 |
DIVERSITY OF LEADERSHIP By Bob Harris, CAE, nonprofitcenter.com
xecutives frequently ask: “How do we add diversity to a board that likes being who they are?”
Diversity means different things to different people. It can be a difficult issue to discuss. Often a board member states, “We tried once, and it was unproductive.” The dictionary describes diversity as the condition of having or being composed of differing elements, especially the inclusion of different types of people (such as people of different races or cultures) in a group or organization. One of the worst labels a board can acquire is, “Good old boys.” Often the board is oblivious to its own characterization. Seldom do boards look inward to discuss their image from the outside.
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Diversity in an association could be represented by age, generations, business models, geographic locale, practice setting, ethnicity, religion, preferences and more. When the conversation is difficult, there are professionals who can guide the board to appropriate action. Dresden Farrand, MPA, MPP, CAE, vice president of chapter development at the Independent Electrical Contractors, Inc. (IEC) offered: “Associations should reflect the society in which they operate. For a board to truly adopt diversity it must appreciate its governance articles. The opportunity to evolve from understanding to continued on page 38 www.ksaenet.org
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practicing the principles is key. Without a board-driven directive, the initiatives will not be sustained.” If an association does not respect diversity, it may unknowingly create an opening for the development of a competing group. It might start as an informal social media page and evolve into a new association embracing the under-represented membership. Practices for embracing diversity Core beliefs – Examine the values that guide the organization, they frame decisions by the leadership. Core beliefs might include diversity, respect, transparency, integrity and accountability. Discuss their importance and understanding with the leadership. Demographics – Study the composition of the membership and the community, including prospective members. Analyze the demographics to identify populations that can be better engaged and served. Programs and services – Different populations have different needs. Are events, programs and services perceived as inclusive or exclusive? Do barriers exist, such as language, access or understanding? Conduct marketing with consideration of diversity. Forums – Consider a forum, roundtable or program that embraces diversity within the community. For example, the American Society of Association Executives offers the Diversity Executive Leadership Program (DELP). It connects individuals from underrepresented areas. Many organizations involve younger members with an emerging professionals’ network. Board buddies – Ask directors to escort a prospective leader to an event or board meeting. Reach out to persons desired for inclusion but absent in the association. Opportunity – Create opportunities to include new persons. Rotate board meetings to varied settings and invite or visit members. Ask potential leaders to observe the board in action and to share their perspectives.
If an association does not respect diversity, it may unknowingly create an opening for the development of a competing group. time to advance the mission and goals so others may step up. Committees – Just as the board should reflect diversity, so too should committees. Appoint persons representing all segments of the association to volunteer workgroups. Mentor – Sometimes all it takes to draw out a new leader is to ask, “Have you considered a leadership role?” Encourage seasoned directors to guide new leaders through mentoring, especially from under-represented sectors. Designated seats – Some organizations ensure diversity by designating one or more board seats to a desired category of the membership. While this guarantees diversity in composition, be cautious about adding persons who think they serve only to represent a certain perspective and think twice before enlarging the board. Nominations – Ensure that the nominating committee represents and respects diversity in recommending leaders. Changing the image of a non-diverse, well-entrenched board might take some open and frank discussions. The outcome will support a healthy association. Be sure to enlist the aid of professionals in this topic. F Bob Harris has more than 30 years of experience with associations, chambers and other nonprofits. He is known around the world for sharing best practices and promoting sustainability of associations and chambers. His specialties include Harris strategic planning, board roles and responsibilities and staff training. For more information, visit www.nonprofitcenter.com.
Term limits – Most associations prescribe two terms before a director must step aside. Agree that two terms is sufficient
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PRACTICAL APPROACHES TO FUNDRAISING FOR NONPROFITS Compiled by Brittany Willes, managing editor, KSAE Magazine
or many associations and nonprofits, fundraising is vital. The titles included in this list are designed to help nonprofits determine how to best fundraise according to their needs along with additional resources to encourage future learning, growth and success. The Essential Fundraising Handbook for Small Nonprofits Author: Kirsten Bullock, Betsy Baker, Gayle L. Gifford, Pamela Grow, Lori L. Jacobwith, Marc A. Pitman, Sherry Truhlar and Sandy Rees Released: Sept. 18, 2013 Small nonprofits have a unique set of challenges and require a special kind of creativity when fundraising. Written by a panel of consultants and experts with over 112 combined years of experience, this book walks nonprofit leaders and staff through the techniques and strategies that have guided some of the most successful nonprofits (large and small). Using these principles, readers will get detailed case studies, worksheets and strategies for almost every type of fundraising activity including: Grant writing, board development, donor engagement, communications, auctions, major gifts and much more. Responsive Fundraising: The Donor-Centric Framework Helping Today’s Leading Nonprofits Grow Giving Author: Gabe Cooper and Mckenna Bailey Released: March 24, 2020 The number of donors-to-nonprofits is falling year after year. Institutional trust is at an all-time low. And burnout from fundraisers continues to climb. If nonprofits don’t make a fundamental shift right now, they risk their own future, plus the future of their beneficiaries. Responsive Fundraising outlines the simple solution for nonprofit
fundraisers everywhere. Using real-world examples from leading nonprofits, Responsive Fundraising explains how to take the personalized, donor-centric, connectionbuilding practices most fundraisers reserve for major donors and scale them to work for all donors using The Responsive Framework. Nonprofit Fundraising 101: A Complete and Practical Guide for Leaders and Professionals Author: Darian Rodriguez Heyman Released: Jan. 19, 2016 Built upon the success of Nonprofit Management 101, this easy to digest book provides practical, comprehensive guidance for nonprofit fundraising around the globe. With tips and tools, expert advice and real-world insights from industry leaders, this robust resource addresses the entire spectrum of fundraising for nonprofits. The Little Book of Gold: Fundraising for Small (and Very Small) Nonprofits Author: Erik Hanberg Released: June 26, 2011 The Little Book of Gold is dedicated to helping small (and very small) non-profits unlock their fundraising potential. Avoid common pitfalls and get tips on proven methods that work. This short guide helps new executive directors, active board chairs and other key staff in charge of fundraising to learn the basics of professional and sustainable fundraising. Geared specifically for nonprofits with small and very small budgets (a few hundred thousand dollars a year down to the smallest budgets). F
KSAE Magazine • Spring 2020 |
ONE-ON-ONE MEETINGS MATTER MORE THAN YOU KNOW
By Kate Zabriskie, Business Training Works, Inc. here are only two of us in my department. Why should I bother with a formal meeting? We sit right across from each other.
I tried meeting individually with my direct reports, but they had nothing to talk about. Besides, we’re all adults. We know what we’re supposed to be doing at work. I see my direct report about once a month, and that’s usually at a larger meeting or when we’re passing each other in the hallway. I have no idea what he does. At review time, I rely on other people to tell me. Without trying too hard, it’s easy for many managers to compile a long list of reasons not to meet with the people they supervise. But, guess what? The volume of reasons does not outweigh the value and importance of a regularly scheduled talk with a direct report.
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Benefits of regular one-on-one meetings If used correctly, managers and employees can enjoy many benefits by meeting one on one. • Visible appreciation: Time is currency. If managers carve out time for their people and are prepared when they meet, they show they value their direct reports. • Better thinking: Regular one-on-one meetings give managers and employees space to step away from the urgent and immediate and to think more holistically and strategically about work, goals and development opportunities. • Stronger results: Accountability tends to improve when people have an opportunity or a requirement to report on their progress. The perfect one-on-one Once a manager has bought into the value of one-on-one meetings, the next step is to execute them in a way that www.ksaenet.org
works for the manager and the employee. Good one-onone meetings are not one-size-fits-all activities. That said, there are a few guidelines that can make these meetings successful. • Pick a schedule and stick to it. One-on-ones shouldn’t disappear from the calendar simply because something else suddenly comes up. • Choose a frequency that makes sense. For some people, meeting once a month may be enough. For others, meeting weekly may be more appropriate. Every relationship is different. Furthermore, circumstances evolve. Depending on what’s happening inside and outside of the organization, an employee’s needs could change drastically. Meeting frequency should be evaluated at least annually. • Follow a written agenda. Well-run meetings are not free-for-all conversations. They follow an agenda, just as any other good meeting does. A one-on-one meeting agenda might include such topics as current projects, progress on yearly development goals, workday challenges and so forth. • Put employees in the driver’s seat by having them manage and document the agenda. As a manager, you may create the initial agenda format. But, once you do, your employees should take ownership of the documents associated with the scheduled meetings. Troubleshooting One-on-one meetings rarely go from nonexistent or dysfunctional to perfect overnight. For that reason, managers should prepare to overcome a variety of obstacles. Obstacle 1: Employees question the new meeting. Solution: Reduce the surprise factor. If a manager has never held one-on-one meetings, they might come as an unpleasant surprise to employees. To avoid feelings of uncertainty, confusion or worse, socialize the idea before loading the calendar with dates. “This year, I would like to focus more on individual development. Within the next week or two, please expect to see a meeting request from me on your calendar. I believe we will all benefit if I spend time with each of you individually at regularly scheduled intervals. How often we will meet will depend on each of your needs and what we decide together.”
A good agenda can go a long way toward making the conversation flow. Although employees should have ultimate responsibility for keeping the agenda, this may take time. In the beginning, managers may have to model what they want to see. “For our first few meetings, I’ll prepare the agenda. Once we’ve found our groove, my plan is to turn it over to you to own. This means you’ll add to it between meetings and bring a copy for you and me when we meet.” Obstacle 3: An employee gives short or general answers. Solution: Get specific. The more focused a manager’s questions, the better the conversation tends to be. For example, instead of asking “what are you working on,” a manager might say, “tell me about the project that is going best right now and why that is.” Obstacle 4: An employee seems unresponsive. Solution: Leverage silence. When managers don’t get immediate feedback, they sometimes mistake silence for non-responsiveness. It’s important for managers to remember they already know the questions. The employee is hearing them for the first time and may need some time to digest and think about what’s being asked. Instead of rephrasing questions that don’t produce an immediate answer, managers need to get comfortable with letting silence sit in the room. Re-evaluate Like anything, one-on-one meetings can get stale. It’s important to look at the format and frequency from time to time and to solicit feedback regarding what’s working and what isn’t. If the organization has fallen out of the habit of holding regular one-on-one meetings or if employees are not getting all they could from them, now is the time to take another look. F Kate Zabriskie is the president of Business Training Works, Inc., a Maryland-based talent development firm. She and her team help businesses establish customer service strategies and train their people to live up to what’s promised. For more information, visit www.businesstrainingworks.com.
Obstacle 2: An employee doesn’t take charge of the meeting. Solution: Show them how. www.ksaenet.org
KSAE Magazine • Spring 2020 |
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Automated Social Media Marketing
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Revenue Diversification for Associations
ADVERTISERS INDEX Allen Press.............................................................................. allenpress.com............................................................................................24 Drury Plaza Hotel................................................................ druryhotels.com.........................................................................................25 Eagles Landing at Lake Olathe.................................... olatheks.org/venuesat061.....................................inside back cover Emporia CVB......................................................................... visitemporia.com/meet..........................................................................33 Evergy Plaza.......................................................................... evergy.com....................................................................................................31 Flint Hills Discovery Center............................................ flinthillsdiscovery.org...............................................inside back cover Geary County Convention Center............................... marriott.com/mhkcy.................................................................................17 Glass Decorators................................................................. glassdecorators.com................................................................................23 Great Overland Station.................................................... greatoverlandstation.com.....................................inside back cover Great Wolf Lodge............................................................... createyourowngreat.com......................................................................22 Hilton Garden Inn Topeka................................................ hgitopeka.hgi.com......................................................................................19 Hilton Garden Inn Wichita Downtown...................... wichitadowntown.hgi.com.....................................................................19 Holiday Inn Express-Parsons.................................................................................................................................................................... 20 Hyatt Place Kansas City/Lenexa City Center........ hyatt.com.......................................................................................................27 J.O. Sundstrom Conference Center............................ sundstromevents.com.............................................................................23 Kansas Star Casino & Event Center........................... kansasstarcasino.com..............................................inside front cover
KSAE Association & Meetings...................................... petersonpublications.com/KSAE......................................................35 Leavenworth CVB............................................................... visitleavenworthks.com...........................................................................15 Lenexa Public Market........................................................ lenexapublicmarket.com........................................................................27 Manhattan CVB.................................................................... visitmanhattanks.org.............................................................back cover Milford Lake Conference Center.................................. acornsresortkansas.com.........................................................................17 Olathe CVB............................................................................ visitolathe.org...............................................................................................18 Prairie Band Casino & Resort........................................ prairieband.com........................................................................................... 9 Riverfront Community Center...................................... visitleavenworthks.com..........................................inside back cover Salina CVB.............................................................................. visitsalinaks.org............................................................................................ 11 The Jayhawk Club............................................................... thejayhawkclub.com................................................inside back cover Visit Kansas City Kansas.................................................. visitkansascityks.com..............................................................................37 Visit Topeka............................................................................ visittopeka.com...........................................................................................13 Wichita Marriott................................................................... marriott.com/ictwe.................................................................................... 5
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Association & Meetings
five top picks in northeast kansas riverfront community center
Flint hills discovery center
123 S. Esplanade St. in Leavenworth, 913.758.2948 visitleavenworthks.com The Riverfront Community Center is a beautiful, historic Union Depot Train Station built in 1888 and lovingly restored in 1988 as a multifunctional facility. No matter what type of event you are planning, from receptions to reunions, meetings to promotion parties, we can help you arrange the perfect day! The Community Center is only a 30-minute drive from most areas of Kansas City.
315 S. 3rd St. in Manhattan, 785.587.2726 flinthillsdiscovery.org Situated in the heart of the Flint Hills, the Center offers an unforgettable venue to host your next event. From elegant weddings to casual gatherings, staff are there to make your vision a reality. Reserve an intimate space for daytime meetings, luncheons and celebrations. After hours, host the ultimate, exclusive event: a private evening in the exhibits and galleries.
eagles landing at lake olathe 475 S. Ward Cliff Drive in Olathe, 913.971.5501 olatheks.org/venuesat061 Eagles Landing at Lake Olathe is the newest addition to Venues at 061. The event space accommodates up to 192 guests banquet-style and offers a large deck overlooking the lake, two dressing rooms and a catering kitchen. It is also equipped with a screen, projector, Bluetooth speakers and customizable colored LED lighting.
GReat overland station the jayhawk club 1809 Birdie Way in Lawrence, 785.842.2929 thejayhawkclub.com The Jayhawk Club is a family-friendly community with amenities that feature a newly designed 18-hole championship golf course, six beautiful event venues and a resort-style pool. Accommodating groups of eight to 300, The Jayhawk Club is the perfect venue for your next meeting, retreat or social event. Our experienced team will provide you with an unforgettable experience. Contact us today!
701 N. Kansas Ave., 785.232.5533 greatoverlandstation.com Built in 1927 and restored to its original grandeur, this former Union Pacific railroad station offers several event spaces: the Main Waiting Room and Mezzanine (up to 200 people), and the East Gallery (up to 100 people), which together, can hold up to 300 people. A conference room, suitable for small business meetings of up to 12 people, is also available.
Diverse meeting venues and dining options in a town
that understands hospitality.
800-759-0134 | VISITMANHATTANKS.ORG
Official Magazine of the Kansas Society of Association Executives