Following is a list of what to do, and what not to do, to maximize your chapter meeting experience. The most common reasons chapter members say they don’t attend meetings are cost, travel distance and time away from the job. This article addresses some of these concerns and offers tips to reduce these hurdles, whether you are a field manager, assistant, affiliate member or any other member who wants to attend meetings and make the most of your time, effort and money.
Do: Register early. Your board of directors and chapter executive work very hard to make sure all the details for each meeting are organized and first-class. Knowing how many people are going to attend is always a mystery and makes arranging menus, room setup and tours a challenge. When you see a meeting announcement that you know you want to attend, sign up early. Don’t put that meeting announcement in a pile on your desk or in a folder in your email. If something comes up and you have to cancel your registration, it is no big deal. Just let chapter leaders know as soon as you can.
Don’t: Wait until the last minute to cancel your registration. If something comes up and you have to cancel your registration, let chapter leaders know as soon as you can. A last-minute cancellation can really throw a wrench into best-laid plans. It’s the nature of the industry to have last minute things come up, so sometimes it impossible to avoid; but please be courteous to your chapter leaders who are working hard to make the events run smoothly.
Dos and Don’ts of Chapter Meeting Attendance
- Do: Register early
- Don’t: Wait until the last minute to cancel your registration
- Do: Support your organization
- Do: Bring a guest to a meeting
- Do: Invite a fellow member to a meeting
- Do: Prepare to be gone for the day
- Do: Arrive early
- Don’t: Skip the education and lunch
- Do: Meet new people
- Do: Share with your peers
- Don’t: Only talk about business
- Do: Welcome affiliate members who participate
- Don’t: Hesitate to pat the event host on the back
- Do: Follow up
- Do: Let your supervisor know about the event
Do: Support your organization. Part of your association's commitment to providing great education and member services depends on good meeting attendance. At most venues, the financial liability and risk for securing a meeting site can be significant. Your attendance at events really motivates affiliates to sponsor and support your association. This support allows members to attend field day events for free! The better the attendance, the more easily your association can provide exceptional member services and programs. Many members find a way for at least one person from their operation to attend each event in their area. Chapters benefit greatly when members and companies adopt that goal.
Do: Bring a guest to a meeting. Most chapter meetings have room for members to bring guests. That is an excellent opportunity to demonstrate the professional nature of your group and to show a general manager, employer or supervisor how important it is to attend meetings. Meetings may also be an incentive or reward for assistants or crew members for a job well done. This can be a great way to do some team building in a productive way. Don’t forget non-members - inviting them as guests will show them the benefits of belonging to the association and helping your chapter grow. TXSTMA guests are required to pay a $30 fee for each meeting which also includes their membership. Affiliate members pay $75 for their first member and $35 for any others. This fee covers costs for any other Field Day event during the year.
Do: Invite a fellow member to a meeting. Pick up the phone, send a text or email and invite a fellow member to a meeting. Think what it would mean to a new member to be personally invited to be a part of the group. And it doesn't have to be a newcomer - some members just get out of the habit of attending meetings, and an invitation to attend may be just the nudge needed to get them back in the swing of things. Most members work within a few miles of several other facilities, while some meetings may be more than 100 miles round trip depending on your location. Sharing a ride is a great way to reduce expenses and spend extra time with your local peers. For vendors, inviting customers (or potential customers) to meetings shows your appreciation for their business and helps build relationships. Inviting a member and offering to cover his or her expenses is as good, or better, an investment of your company’s money than taking someone to lunch or the ballgame. And it’s a much more productive and industry-related method.
Do: Prepare to be gone for the day. Anyone can come up with a hundred reasons why they can't be away from the job for even a day. But the truth is that most operations can survive just fine even with the manager gone, provided everyone is prepared. Make sure the right people at your operation know where you are going and exactly what is expected to be accomplished while you are gone. Plan for these days well in advance and things will go smoothly. You will only be a phone call away, and most issues can wait until you return the next day.
Do: Arrive early. Some of the best opportunities to meet people and network come before the actual agenda starts, when the crowd is smaller and people are relaxed. Usually, meetings are packed with activity, and it helps when everyone arrives a little early to get registered and so that the event can start on time. Make sure you have clear directions, especially in an unfamiliar area. And if you haven't noticed, traffic is more unpredictable than Mother Nature, so plan ahead.
Don’t: Skip the education and lunch. Most chapters offer members the option to participate in only the education and meeting portion. It is a great option if it is not possible to be away all day or other commitments prevent you from being gone all day. However, if you skip the education and only make the tours, you are definitely missing the best opportunity to gain important knowledge from the program. If the education doesn't pertain to your current situation, it is very likely that it may someday.
Do: Meet new people. Just look around and you are sure to find someone new to introduce yourself to at a meeting. Most people gravitate to those they already know, but everyone benefits from meeting new members in this setting. Set a goal for each meeting to shake three to five new hands. It is always amusing to hear longtime members say they don't recognize all the new people. Well, there is an easy remedy for that.
Do: Share with your peers. Please come to the meetings ready to share your troubles, your successes and even your failures. Chapter members have always been supportive of each other, are always ready to share information and extend a helping hand. Nine times out of 10 you will find someone who has faced the same issues and is willing to share their experience. Participate in meetings by asking questions or providing insight. Chapters have a massive amount of information that is very useful if everyone is willing to participate by contributing.
Don’t: Only talk about business. Believe it or not, there is more to life than the weather, and employees who are driving you crazy. Get to know some of your fellow members on a different level by talking about their families, hobbies, sports or anything other than growing grass. You'll find out that they are a pretty interesting bunch, and it helps to find common ground with your peers.
Do: Welcome affiliate members who participate. Affiliate members make up a significant portion of your chapters’ total membership and contribute very generously with their membership, participation at meetings and sponsorships. Affiliates are a very valuable component to the success of chapters and deserve the right to participate. Just like you, they have a job to do, and building relationships with their customers is a very important part of their job. So don't be offended if an affiliate member introduces themselves and leaves you with a business card. Associations recognize the value of all of their members, and all members should share in that spirit.
Don’t: Hesitate to pat the event host on the back. Hosting a meeting is a very stressful endeavor, and field managers should be praised for inviting their peers to inspect their work with a fine tooth comb. A thoughtful comment or compliment to the host can go a long way to relieve that stress. Not everyone works with the same budget or under the same circumstances, so it helps to let the host know that you recognize the job they are doing with the resources they manage.
Do: Follow up. With email and text messaging, it couldn't take a whole minute to write a quick thank you to the host or someone new you met. If you have more time, pick up the phone or leave a message. Those kinds of efforts are really appreciated by the recipient and will help you build that all-important network that will benefit you and your career in the future.
Do: Let your supervisor know about the event. Make a habit of letting your supervisor know what type of education was presented, what you learned from touring the facility, who you met, etc. He or she is probably the person writing the checks to pay for your membership, so you want to make sure they know the facility is getting its money's worth and your attendance at future meetings is a value. It can be as simple as a quick conversation over a cup of coffee or a written report depending on your situation. Keeping your supervisor informed will help justify the costs associated with meeting attendance.
Do: Provide feedback to your chapter. Your chapter leaders are always working to make your meetings enjoyable and productive. In order to accomplish this, feedback from the membership is necessary and important. Take the time to let them know what you enjoyed or appreciated, and also let them know if you have any suggestions or constructive criticism about how the meetings can be made better.
Do: Consider hosting a Field Day event at your venue. As mentioned, hosting an event can be a stressful endeavor. However, there is no better way to step up and support your association than by hosting a Field Day. It’s a guarantee that your fellow members will learn something from your operation and appreciate your hospitality. It also sends a clear message to your staff and your employers that you are proud of your facility. Your chapter leaders will really appreciate your effort.
Hopefully, these suggestions will give you a few things to think about when it comes to chapter meeting attendance. So, make plans today to attend an upcoming event and make the most of your experience.
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