It Takes a Team
Our state association, PA-AHDI, is holding its annual meeting in less than two weeks. This is the first year I have been actively involved in the planning. I had NO idea how much is involved for many months ahead of time! It takes a team to run a successful meeting and PA-AHDI has that team.
Did you know that booking a hotel may entail on-site touring, meetings, and phone conferencing before the property is chosen and a contract is signed? Did you know this is often done over a year in advance? Did you know you are guaranteeing the hotel your group will book a certain amount of rooms at the negotiated price? Did you know that other features such as parking and special requests are included in this contract? Did you know that there are dozens of food choices? Did you know that at our meeting 100% of your registration fee actually pays for food? Did you know that the fundraisers at the meeting help your association put on a great meeting and still have operating funds for initiatives and business throughout the year?
How about the exhibitors? Did you know they don't just magically appear or even request to come to the meeting? They have to be asked and get approval from their management, sometimes difficult in light of the economy. Did you know there are contracts to be signed, technology needs to be met, and logistics to coordinate? Did you know the speakers are often booked many months in advance and also have technology needs? Did you know that sometimes a speaker has to cancel at the last minute so you need to have a Plan B ready to go?
Did you know that 100% of your association is run by volunteers? Like you, they have jobs and families and other commitments besides PA-AHDI! That's why it takes a team to put on the annual meeting. With this team not only is the work spread out, but the creativity is multiplied by the number of volunteers. Everyone brings different connections, different experience, different energy, and different talents to the team. How great is that? This diversity supplies the drive and creativity to put together a great meeting, within a sparse budget, for a combination of meaningful continuing education, networking, and exhibitors, plus plenty of food and breaks and even a social activity at night Whew! The team has been busy!
Did you know your board promotes this meeting throughout the year at PHIMA meetings, chapter meetings, AHDI ACE, neighboring states' newsletters and meetings, Facebook, educational institutions, hospitals, healthcare facilities, military bases, and conferences? Did you know that for every postcard, email, snail mail, and Facebook posting you see there may have been several, or many, people involved in its content? PA-AHDI volunteers, hotel staff, meeting planner, and printing companies all may have input to its content and appearance.
The PA-AHDI volunteers have put together a fabulous meeting for the 100 attendees registered thus far. Quality speakers and exhibitors, great food and raffles, as well as priceless networking opportunities are in place for another great meeting. There are even a few financial rewards this year such as special drawings for hotel attendees, cash back to those bringing new people, student pricing, and a contest for the facility sending the most people. We have the ever-popular used book sale, this year with a record number of books, a Chinese auction with fabulous prizes, popular returning vendors as well as new ones. Finishing touches are being coordinated as I write this piece, including an order of shoo-fly pies!
You see it takes a team to plan a successful meeting and PA-AHDI has that team! If you would like to join us please see our website at http://www.pa-ahdi.org/ or our Facebook group for information - and for the rest of this week you can enjoy early-bird pricing...tell them Judy from MT Connections sent you!