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Effective PTA leaders have many duties. They have endless parenting obligations, and must commit to becoming a resource to other parents in the community. PTA leaders focus on fundraising because they firmly believe their altruism will help not just their children, but all the children of that school community. As a PTA leader, you might find it challenging to balance these responsibilities. Take the time to understand the online tools at your disposal, and your local PTA will reap many exciting and lucrative benefits.
Social media reaches more people
The number of social media users is growing exponentially. According to Hootsuite and We Are Social, more than 4 billion people around the world use social media each month since October 2020, which was an increase of more than 12 percent in the prior year.
More than 4 billion people around the world use social media each month.
It makes perfect sense for PTA leaders to consider how using social media can boost fundraising by targeting specific audiences. For example, The Balance Small Business claims that millennials (the first generation who grew up plugged into the internet) prefer online and social giving. Take a look at how connected to technology your PTA members are. Using smartphones have become a way of life for most. Utilize and mobilize your social media presence to spread the word about fundraising events.
Mobile and online payments simplify the process
Offering online and/or mobile payment and donation options do more than just help you broaden your reach. They remove the need for donors to have cash and checks on hand. Accepting online payments leverages today’s tech with potential donors - it’s only a few clicks from decision to completion of payment. That’s why online donation campaigns see more overall dollars collected. It’s not just easy, it’s a familiar process that donors feel innately comfortable with. According to a Cone Communications study, 48 percent of American adults are likely to use an app to make a donation. What are you waiting for? You can broaden your reach (and increase your donations) by using mobile and online payment methods.
Effective imagery and videos improve engagement
Whether you are looking to grab the attention of potential donors, spread the word about a cause, or inspire volunteerism, utilizing images and videos are powerful storytelling tools. Use imagery that appeals to your donors' emotions, and shows the needs for funds and benefits of giving - it beats text-heavy messages.
According to The Guardian, people are more likely to donate to a cause when it means something to them. This is also why crowdfunding and peer-to-peer fundraising are so effective. Use effective imagery and video to help tell your story, and let them feel connected to the cause you want them to support.
Email drives donations
Email is a powerful tool for driving PTA social media presence and donations. Just ask the people behind the M&R Benchmarks Study who found that for every 1,000 fundraising emails delivered, a nonprofit organization raises $45 on average. When you make emails engaging and fun, you might even pick up some email subscribers.
Keeping your email contacts organized in an online platform makes it seamless to communicate with your whole audience and track their responses. You can test and target your messages to specific recipients, and optimize your fundraising efforts to meet your goals every time. Beyond emails, organizing your contacts on the platform into customized distribution lists drives engagement in a specific way most suited to your needs. Set them up to send thank-you messages anytime someone donates, or send donation campaign details to any new contacts. Your options aren’t limitless, they’re better: They’re specifics built exactly for you and your local PTA. By making the most of online tools such as social media, electronic payment options, photo sharing, and email, you can be more successful in your fundraising efforts. memberplanet's integrated platform makes it easy to use these tools, and offers local PTAs an edge that will make managing fundraising events more effective and engaging.
Learn more about fundraising on the memberplanet blog.
PTA Simplified is a series of tips for PTA and PTO leaders to get the most out of a powerful association management system – to manage, engage, and grow their membership all year long.
Updated since original publication on 9/22/2017.
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When a new school year approaches, back-to-school time is without a doubt one of the busiest times for a PTA. There's the stress of adjusting to early mornings, new routines since the COVID-19 pandemic, and the withdrawals of summer. On the flip side, it's rewarding to see PTA efforts in full swing, and it can be a ton of fun when they're effectively orchestrated. To help you get a head start, we’ve put together the three best ways to organize your fall fundraiser, the first major event for many PTAs. Learning your 1, 2, 3’s has never been so easy.
1. PTA member with a plan: plan ahead
Organization is your golden ticket to running a virtual event smoothly, and you not pulling your hair out. Create a checklist with basic items (budget, timeline, materials, etc.). Your fellow PTA members will look to your leadership to steer the planning process and keep them in the loop of what their roles are. Using online surveys to gather feedback, consolidate detailed information that’s pertinent to your event, and ask for volunteer signups can help cut down time on the back-and-forth correspondence between you and your members.
2. Keep it inviting: Send event invites
The sooner you get the word out about your event the more likely it is you’ll see a high turnout. We suggest sending invitations six to eight weeks before the event (or right at the beginning of the school year) so attendees can add your event to their calendars. It's also a best practice to send a second round of invitations a couple weeks later to those who have not RSVP'd yet. Our event module allows you to create an event site and send invitations. (You can even add your own PTA logos and images!) We recommend using our Smart List feature to target people on your guest list. Smart Lists let you generate email lists for a specific set of people based on platform data. For example, if you sent out an invite to get RSVPs, your next email can target those who replied “Maybe” or those who didn't reply yet. As your event date draws near, you can use the event site to post updates and answer any questions guests have. Increasing your engagement efforts beforehand is a great way to build anticipation so everyone is as excited about the online event as you are!
3. Sharing is caring
Social media is one of the best marketing tools around, and best of all, it's free! After you've created your event page, use the social sharing icons available to share your event directly from the platform. Ask your PTA members to share on their social pages as well. Each member has a personal and varied network that will increase awareness of the event, and likely boost attendance. The more people share, the more free publicity you get for your event and your PTA efforts. Along with social media, make sure to ramp up your marketing efforts and spread the word via email flyers, text messages (when appropriate), and announcements on your school or group's website.
Remember to make a plan, send your invites, and spread the word. Most importantly, have fun. The hallmark of a successful event is being able to enjoy yourself alongside your guests.
Our event functionality, donation and email campaign features, and online payment options make it easy to plan for your entire year. So, what are you waiting for? Happy planning!
PTA Simplified is a series of tips for PTA and PTO leaders to get the most out of a powerful association management system – to manage, engage, and grow their membership all year long.
Updated since original publication on 10/12/17.
Engagement. While the term means different things to different organizations (we have our own definition, too), you’re probably reading this because you understand how essential it is, especially during an economic crisis. Broadly defined, engagement is activity, and for your association, the activity between your organization and the member, as well as the member-to-member interaction your association provides that drives membership value.
When it’s time for a member to renew, engagement can mean the difference between leaving and staying. An engaged member is an active member, and the effort to keep members active is ongoing and ever evolving. Every organization is unique, so we’ve put together six different tactics any organization can try to ensure members don’t become stagnant, even in the midst of a pandemic. 
Engage their brains
Discovering ways to engage your members in the electrical synapses of their brains isn’t as challenging as you might think. Members are already interested in going beyond their day-to-day activities since they’ve been moved to join your association. 1. Host an online video chat An “online video chat” can be interpreted in different ways, and you have a lot of flexibility to do what works for your organization. This type of activity is great for sparking inspiration and thought-provoking ideas among your members. It can mean hosting a virtual Ted Talk-like event, or an informal video chat, or something in between. Whatever you choose to do, keep these pointers in mind:
2. Partner up for an online campaign Another way to engage your members’ brains is to host an online campaign where your association and a partner or like-minded organization combine efforts. This can be a way to spread awareness for a variety of issues, celebrate an anniversary, promote a recent launch, or fundraise for a cause. Here are a few ideas:
Engage their hearts
Speaking to the core values of your members is a tactic for engagement that can work wonders. 3. Organize philanthropic activities Volunteer opportunities can increase member interaction on several levels, even with safe social/physical distancing measures in place. Make sure to follow county guidelines for any gatherings and ensure members have the proper protective gear. Association leaders can utilize heavily involved volunteers with the opportunity to organize an event. Taking on a leadership role deepens their connection to the association. Organizing shifts for a trash cleanup at a park or a care package drive for those in need are excellent examples of philanthropy that bring members together for a cause larger than any single person. 4. Let members host a social media takeover On a more direct level, each of your members has a personal journey and perhaps a strong reason for connecting with and joining your association. Increasing interaction by allowing them to share and promote those personal stories through a social media takeover for a day. This provides them with a way to feel the impact of their role within the association, as well as simply having fun controlling the messaging. Human interest stories are the most compelling, and there may be members who are unaware of each other’s story. Creating more natural bonds within your membership provides value in letting members connect with each other. 
Engage their fun side
Everyone wants time to kick back and relax. That may mean something different for each of your members, but there’s almost always fun angle. Create some icebreaker activities that make it easy for members to interact in a group setting and let the good times roll. 5. Host a book club or virtual game night Book clubs are often successful among members because they create a goal and a deadline while building itself into the routine of the participants. They also offer the added benefit of creating an online discussion. Members can interact via a forum or discussion board about each book. You can facilitate book selection using online polls. It’s an activity with multiple opportunities for engaging members. If books aren’t a good fit and you’re dealing with a more tech savvy audience, try a virtual game night (or day). Members can vote on a game – the selection can range from Animal Crossing to pictionary via Zoom (we’ve tried it and made a few tweaks to make it work)! Check out games on Jackboxgames.com for more ideas. Note: If you plan on doing a game night using webinar software, we recommend doing a practice run with a small group and picking a game that doesn’t require a lot of rules-learning time. 6. Offer members-only giveaways or awards Spice up those virtual game nights or any other event by including members-only giveaways and contests. Association leaders can gamify initiatives with awards and friendly competition. For example, a member is awarded for being the first to reach a goal for volunteer hours. If you really want to do something special, host a virtual awards show with customized award names to speak to your membership. You can choose to announce awards for all membership activities during an annual or quarterly meeting to highlight the period. We know there are many more tactics that lead to improved member engagement. Read more: Tips to Engage Members in Uncertain Times.
Updated since original publication on 10/7/19.
We’re all still adjusting to the new normal amidst the COVID-19 pandemic, and now that many people across the United States are hunkered down, sheltering in place, you’ve probably done some thinking about what to do about your upcoming association event later this year. There are still a lot of unknowns about the new coronavirus, including how long this pandemic will last. If you’re considering canceling/postponing your event or going virtual, we summed up a few of the best resources widely shared among event organizers for you. (You can peruse them as you enjoy your beans.)
Postpone or cancel your event
Bevy’s CMX Hub comprehensive list: This 9-minute read packs plenty of links to resources and advice from reputable sources. We love how this list includes force majeure language and real examples of communication sent to communities regarding COVID-19. World Health Organization’s (WHO) recommendations: This is helpful as a follow-up after a COVID-19 outbreak has ended in your community, and the downloadable document lists must-do tasks: Designate a liaison to establish communication with local and national public health authorities, conduct risk assessment, and more. Centers for Disease Control and Prevention: General guidelines and resources can be found here, including recommendations for businesses, schools, and institutes of higher learning. As the situation develops, we expect more info to be posted regarding large events and mass gatherings. Go virtual Associations Now tips: The article recounts how a major organization canceled its international annual summit, then offered its members a two-day virtual event that addressed business continuity topics in the wake of the coronavirus crisis. Associations Now also offers tips on how to get meeting participants more comfortable with virtual events. Virtual’s key considerations, part 2 of 3: The association management company’s three-part articles detail the decision process in deciding whether to go online, how to create an engaging experience, and how their staff transformed their annual meeting into a virtual event. Hootsuite’s virtual events how-to: The guide takes you through multiple social media tools to help boost interaction and engagement on social, and also lists different webinar, livestream, and conference platforms with descriptions. Key takeaways Overcommunicate – some people may get annoyed with an influx of COVID-19 emails, but if they paid for a ticket to your event, this is not the time to be skimping out on details. If you haven’t decided whether to postpone or cancel, at the very least, let them know through multiple channels (mass email, your website, etc.) that you’re still deciding as the situation continues to develop. Promote with caution – If your event is farther out than the Olympics and you’re confident you’ll be able to host your event as planned, survey the situation so your promotion efforts remain tactful. With technology (much of it free) at our fingertips, event organizers find that going virtual is one of the easiest ways to stay connected and still host their event during these uncertain times.
In business, the repeat or returning customer is crucial to the overall health and growth of the business. Annual alumni events are an element of your “business”; your alumni chapter leaders should approach them with the same focus. There are a vast number of event-related factors that determine the success of your annual event. Not all factors are out of your control. This means that those details that are within your power to control – absolutely should be included in your event planning. The following key factors are essential to a successful event that contributes to the growth of your alumni chapter, year after year.
Select a suitable venue
Location, location, location. It’s everything. Not because it literally frames your event, but because without a locked-in venue, very little else can be done in terms of preparation and promotion. Try to select and book your location as early as you can, sometimes even six months or more out, if that’s what it takes to ensure you get just the right space. Try to find something with a memorable feature such as a city view or a ballroom with ambiance, anything that helps create unique memories for your guests. Set up an actionable timeline Six months in advance is an ideal timeframe to begin planning everything you’ll need to do prior to the big day. Develop your promotion plan: Initial invites, follow-ups, and RSVP checks should all have set dates on your timeline to maximize your guest attendance. Including planned publicity and promotion, like social media blasts and flyer handout sessions, are great ways to ensure that your event promotion stays on track. 
Identify and utilize volunteers
Take time to find volunteers within your alumni chapter, and not just those who check a box, but also those who are committed to the chapter and will help do more as a willing advocate. These are the people who will actively look to notify people from their era or age range and help them attend the event. They will enthusiastically share your message without being tasked to. For example, if your event is focused on the ’80s find someone within your target audience who will help champion your event effectively. Since people almost always bring a plus-one to events, it helps if your volunteers are well known and have clout within their social circles. Build a rock-solid communication strategy There may be more to event promotion than flyers and word of mouth nowadays, but don’t let the classics fall to the wayside when defining your communication strategy. Take advantage of a multi-channel approach. This includes using social media, both your alumni chapter’s and your members’ social media. Text messages are great for reminders and event updates because of their fast delivery and high open rates. Flyers and mailers may be considered traditional promotion materials, but they remain effective among older demographics. They can broaden your reach with some members who rarely check their email or may have moved off of social media. Be sure your alumni chapter leaders are engaging in a multi-channel communication plan because there is no such thing as too much awareness for your event. Use online event registration Allow attendees to register online for the event; in addition to offering offline registration, this will help ensure everyone who wants to attend can conveniently register on any mobile device. Whenever a potential attendee hears or reads about the event (through your website, social media post, email, etc.), they can immediately access the online registration link and complete the form. Limiting the chances for people to forget to register, or forget about the event overall, is much simpler now that the registration process is a few clicks away. Online registration also helps alumni chapter leaders and event organizers because it gives them a clearer picture of actual attendance. Having a number of expected attendees can help save money on food, beverages, and other related controllable costs; alumni chapter leaders can also monitor member attendance and nudge those who haven’t yet registered. 
Keep attendees engaged with other day-of activities
Encourage event guests to arrive early and keep them engaged during other lulls in the event by planning smaller activities around the main event. You can create social media challenges, happy hour specials, raffles, or party-type games like a golf putting contest. This helps build a well-rounded event that keeps guests constantly entertained. Fun equals repeat attendance, and it helps create more pertinent memories for the event, leading attendees to create buzz that increases turnout for the following year. (Need event ideas? Check out 10 Customizable Event Ideas for Alumni Chapters.) Take advantage of the fundraising opportunity Your event is the time to take advantage of face-to-face interactions you’ll have with attendees. This is a wonderful opportunity to promote a worthy cause and strengthen relationships while encouraging members and guests to donate. Make sure to identify a strong purpose to donate and communicate that to attendees. There are big financial benefits if alumni leaders have the capability to collect funds on location. Collecting funds right away whether via cash or credit card payments, allows alumni leaders to not only send customized, automated thank-you emails, but also acknowledge donors for their contribution during the event. Consistency is a foundational element to a successful annual event. Set a consistent bar of professionalism, preparedness, and focus in the months leading up to the event and you’ll see results year after year. Trust in the rewards of the work you put in. Implementing a chapter management solution for your organization can cut down on time spent on manual tasks, especially for event planning. The memberplanet platform helps alumni officers grow event success year over year with multi-channel communication tools, online event registration, and reporting to track event and transaction data. Set up a chat with the memberplanet team to learn more. About Matt ArnoldAs our Vice President of Business Development, Matt is dedicated to serving member-based organizations and small to mid-sized associations. With over 10 years of experience wearing various leadership hats as an Alpha Tau Omega alumnus, Matt specializes in all fraternal organization matters. Whether a group is challenged with growing membership or struggling to engage members, he's got a solution. 
The networks created within higher education last longer than the standard four years it takes to earn a degree. People can recognize a fellow alum anywhere in the world through Greek life apparel. A perfect stranger becomes an instant colleague because of the shared experience at a university.
Alumni chapter leaders should develop events that elevate and deepen this network, concurrently inspiring alumni to donate and support the mission of their fraternal organizations. If you’re struggling to come up with fresh ideas to fill your calendar, we’ve got your back. Here are 10 popular and easily customizable event ideas for alumni chapter leaders to better engage their alumni community. 
1. Sporting events
It’s a crisp fall day, and thousands of people in matching jerseys and sweaters enter a stadium. They all know the same songs and cheers for their team. Alumni chapter leaders can easily tap into sports fandom. Find events that your members would already attend and promote your own event or get-together while they’re there. For example, a lot of organizations have events at Wrigley Field, and the Chicago Cubs hosted HBCU Day there in Sept. 2019. It would be easy to find out what events the university is hosting there and piggyback on it to have your own alumni event included. 2. Golf scrambles Break out those plaid sweaters and trusty clubs! If golf is a shared interest among alumni chapter members, you can host a golf scramble to 1. get friends together, and 2. raise money for a cause. In a traditional scramble, attendees group together in teams of four. Each team member has a chance to tee off, but everyone plays from the spot of the best shot. This format takes the pressure off the individual score and allows forgiveness for frustrating shots into the sand trap. It all ends up being a lot of fun and enables your members to give back at the same time. 3. Happy hours What could be easier than organizing an alumni happy hour? This low-maintenance activity is perfect if you’re looking to get your first event set up for your alumni chapter. If your members live in different cities around the world, pick a location that’s in proximity for the majority. To boost attendance, identify people from different eras or generations to act as event sponsors and encourage more people to come. Maybe ask the bartender to provide a signature drink in honor of your alma mater and promote the gathering on social networks to broaden your reach. 
4. Homecoming
Homecoming weekend can be much more than one event. With current and former students returning to campus, alumni leaders can capitalize on a large membership base all in the same place at the same time. Work with the university ahead of time and coordinate your alumni chapter event with theirs — you’ll get a lot of freebies in terms of promotion, such as inclusion in the university’s alumni magazine, event calendar, email newsletter, and any other items they send out. Another idea is to find out what’s happening at the chapter house (if you have one) and piggyback on that event. Make sure that, among the football games and parades, alumni chapters have their own smaller events for members to relive memories with friends from their era. 5. Chapter events Most Greek communities and honor societies have longstanding events and ceremonies in which current and former members can share. Whether they’re initiations, galas, or graduations, it’s important to remind and invite alumni to return and participate in the customs and rituals of their communities. In the busy day-to-day of post-collegiate life, alumni chapter leaders can help increase member attendance by providing early notice and an annual calendar of major events. 6. Founders Day and anniversary celebrations Founders Day is always a big deal whether it’s the 150th or 25th anniversary. Plan a special gathering to honor founders’ ideals and celebrate the continued commitment of membership. You can also tie in a fundraising campaign to benefit the undergrad chapter. Whatever you plan to do, make sure to invite headquarters and have someone attend and do a short presentation as a representative of the international organization. Kick event promotion up a notch by getting a steering committee together to get the word out through social media, emails, and calls. Anniversary celebrations for special dates should be hosted on location; reunion weekends can incite older members to return to campus and see how their legacy thrives. Small events can really decorate an anniversary celebration — i.e., a silent auction with campus memorabilia or a meet and greet with undergrad members. 
7. Social media contests and holiday events
Holidays are great opportunities for alumni chapter leaders. The theme and décor allow for eye-catching festivities! If holiday decorating is popular among members, plan a photo submission contest – members can submit entries through the chapter’s social network. Featured finalists can be posted on your alumni website and everyone can vote on a winner. This also gives you the opportunity to boost social engagement and followers. Make sure you have an awesome incentive, and if you do decide to host an elaborate contest, post official rules beforehand. Planning for colder weather? In-person events can include ski weekends, religious services, or maybe a polar plunge. 8. Super Bowl/March Madness Beyond campus sporting events, national teams garner strong ties and enthusiasm. Would a friendly March Madness pool or Super Bowl bet be of high interest among your members? These are typically free to organize and need little effort to manage. Alumni chapter leaders can easily promote engagement among members without needing to host an event. A pool could act as an online fundraiser as well. If your members would like to meet up, coordinating watch parties for the big games is also fun and highly engaging. 9. Fantasy leagues Continuing along the vein of sports-related activities, alumni chapters can participate in their own fantasy leagues. These are simple to set up and have built-in leaderboards and discussion boards for some friendly squabbling. Moreover, members can participate no matter where they live. Even those with busy schedules can usually take advantage of auto-draft functionality and mobile apps. 
10. Feature alumni speakers and artists
It’s essential to celebrate the successes of alumni chapter members. Inviting them to speak or present can be a great way to honor them, inspire current members, and get more of their communities involved. Whether this is part of a larger event like Homecoming weekend or a standalone event, alumni have a chance to gather to celebrate and learn from one of their own. Encourage speakers to highlight how their experiences on campus and as alumni have augmented their achievements. Artists can showcase at a gallery-like event with cocktails and hors d’oeuvres. After the event, consider posting a recording or pictures of highlights from the get-together on your website and social networks – leverage past events to garner buzz for the next ones. Planning engaging events for your members helps keep them active and entices others to join your alumni group. All of the aforementioned events can be tied to your organization’s mission, fundraising goals, networking initiatives, or celebration of member accomplishments. Try out these events or use them as a springboard for more ideas for your alumni chapter. About Matt ArnoldAs our Vice President of Business Development, Matt is dedicated to serving member-based organizations and small to mid-sized associations. With over 10 years of experience wearing various leadership hats as an Alpha Tau Omega alumnus, Matt specializes in all fraternal organization matters. Whether a group is challenged with growing membership or struggling to engage members, he's got a solution.
Organizing a successful event is never without its challenges. Lucky for you, part of being a group leader means pulling it off without breaking a sweat. Whether you’re creating more membership value, recruiting new members, or hosting a meeting to communicate your agenda, use an event as a time to showcase your organization at its best. Event planning doesn’t have to be stressful. Following a few key steps (and taking a few deep breaths) can make the whole process more enjoyable.
1. Commit to a committee
Planning an event is much easier if you have a team to support you. If your group doesn’t already have an event committee, consider asking at least one or two people to volunteer. It will allow you to delegate tasks and benefit from the input and expertise of others. Establish a committee in the early stages of planning your event. This way, everyone can be on the same page from day one.
2. Plan ahead
Depending on the type of event you’re hosting, start planning at least four to six months in advance. If you already know you’ll be doing an annual event, put it on your event committee’s calendar. This will give you time to lock down a venue, a caterer, a keynote speaker, or any details that are critical for your event. Give yourself an adequate buffer between planning and execution. Don’t be afraid to multitask, but anticipate event overlap, so separate committees can work in tandem.
4. Make a checklist
Once you know why you’re hosting an event, you can start planning everything else. Organization is crucial to making sure the event runs smoothly, so create a checklist before carrying out your plan, and make sure you stick with it. A discussion board can be a valuable tool because it will keep your event committee on track and informed of how plans are progressing. Here are some basic items to help you start your list:
Creating an event page allows you to post updates and pictures as well as answer questions that guests may have. Increasing communication and member interaction is a great way to build anticipation and boost attendance.
6. Stay organized
This is the most important thing you can do to avoid mistakes and limit the stress of event planning. Keeping track of RSVPs, their plus-ones, meal selections, food allergies, and add-ons like raffle tickets and more can be a daunting task. Member management software streamlines this by allowing guests to RSVP and purchase tickets online. Event organizers benefit by having all of the necessary information in one location that they can access from virtually anywhere. A month before your event, plan a weekly check-in with your event committee. Increase it to daily check-ins the week before the event to ensure that everyone is on the same page.
7. Have fun!
You’ve worked hard to create the perfect event, and now it’s time to profit from a job well done. Remember to make a plan, set a goal, and stay organized. Most importantly, have fun! The hallmark of a successful event is being able to enjoy yourself alongside your guests. Our event functionality, donation and email campaign features, discussion boards, and online payment forms make it easy to plan for your entire year. Ready to get going?
Updated since original publication on 5/05/2017.
Contrary to popular belief, you really don’t need a big budget or a celebrity cameo to successfully market your event. Save the big bucks for other areas of your event planning and hosting – you can still effectively get the word out with an impeccable, multi-channel marketing strategy. Read on for suggestions on how to ensure your next big event is well promoted and attended.
Socialize Reach out to your social networks on LinkedIn, Facebook, Twitter, and Instagram with engaging content. Create posts that will create an emotional connection with your audience. Now’s the time to be bold, exciting, and buzzworthy. This is where quotes from your speaker interviews and videos can be repurposed. If you don’t have a graphic designer, Canva is an easy and free tool to use to put together digital posters and flyers. A social media scheduler like Buffer can also help you plan posts in advance. Another way to elicit engagement is to post polls and surveys pre- and post-event. You can get feedback on venue suggestions, what type of upcoming events your followers are looking forward to, and awards-related topics – nominations, recognition, and prizes. 
Additional tip: When you publish your posts, don’t forget to use appropriate hashtags and actively like, comment, and share others’ posts. Doing this helps boost your own posts’ visibility!
Advertise Take advantage of paid promotion on social media. Running a pay-per-click ad on Facebook or LinkedIn is an affordable way to reach your target audience, and you only pay when users take action. Before doing this, set up an event landing page where visitors can find out all about your event and purchase tickets. Aside from social media, don’t disregard creating paper flyers to distribute in your community as well as traditional advertising with your local radio, TV stations, and newspapers. If buying an ad isn’t an option, send a press release with details on how your event can be covered with a free press pass or two to your event. Email and Text Email marketing is still one of the most efficient and cost-effective channels to reach a target audience. If you have an email newsletter, give your upcoming event prime placement. Or, set up a separate email campaign solely dedicated to sending event invites. Craft attention-grabbing subject lines, and keep an eye on email stats such as opens and clicks so you can further optimize each email. Most email marketing systems provide these standard metrics so you can track what’s working and what isn’t. Pro Tip: Email event reminders and invites three times (on different days of course). The average office worker receives 121 emails every day. Because emails are so disposable and we’re all easily distracted due to multitasking, everyone needs multiple reminders. Sending text messages is by far the most effective means of communication. According to Forbes, 95 percent of all texts are read within three minutes. If you want to make sure your members are aware of your event, text them. Keep in mind that SMS marketing is heavily regulated to protect consumers and marketers alike (users can opt out). Use common sense, send messages when appropriate, and don’t sound spammy. 
Marketing is just one component of orchestrating a successful event. The right tools can help you effortlessly plan, promote, and manage an event for your association. Our online membership platform is fully integrated with event management, communication, and social media tools and features, so tracking member activity, participation, and financials can be done in one place. Streamline online event management and let your staff and volunteers spend more time on your mission – contact memberplanet to learn more about how we can help you manage, engage, and grow.
Updated since original publication on 1/19/18.
Coordinating a large event, such as a conference or annual meeting, where you’ve got multiple vendors, speakers, and a lot of eager attendees is plenty to deal with. While you might get a kick out of running the show, making sure everything goes smoothly (at least from the member perspective), and crossing off items on your to-do list, accurately tracking attendance is not something you need to stress over. Our recent tech update simplifies RSVP sharing and events check-in. Enable RSVPs and let members share their event invites Enabling RSVPs has awesome benefits – you can get a headcount ahead of time, generate event buzz by letting guests see who else has RSVP’d, and send tailored messages targeting people on your guest list based on their RSVP response. It’s a great way to promote online event registration and increase operational visibility on the days leading up to your event. Previously, some guests would forward their personalized invite to a friend. When their friend RSVP’d using the link from the invite, it registered as an RSVP from the initial email recipient. You can imagine how that would create a lot of confusion on the reporting side. Our recent fix added an option to verify whether the person’s name matches the name on the invite. If it doesn’t, they can log in with their own credentials and continue to RSVP. Here’s what your members will see when accessing an event invite:  When clicking the RSVP Now button from the email, the name on the invite will appear on the next screen. If it’s not their name, they can click the link to RSVP for someone else  Members who click the link will be directed to the RSVP page where they can enter their basic information and click Continue to complete their RSVP.  Record accurate attendance at your event by enabling check-in While RSVPing lets you track attendance before your event, the new check-in feature gives you the ability to accurately track and record attendance on the actual day of your event. On a smaller scale, this is also critical if your organization requires members to be physically present for an activity, such as a community outreach, weekly membership meeting, or a study session. Event check-in lets you:
Admins can record a check-in by requiring members to use a system-generated passcode or manually checking in attendees. Admins can also customize the start and end times of the check-in window and edit the check-in status of a member. Follow these steps to enable check-in:
 2. Click on an upcoming event you want to edit 3. On the top right of the event dashboard, click the Edit button  4. Scroll to the area below your event description, then click Yes to enable check-in  5. Select whether you want to use a passcode or manually check in attendees from the dropdown 6. Customize check-in start and end times if needed 7. Save your changes and continue editing your event details by clicking the Save and Customize button Add a participation tracker to your event If you are on an Enterprise plan, or belong to a chapter or club whose national or headquarters level has a partnership with memberplanet, you can automatically award and record credits for members when they check in. Admins can do this by linking an event check-in with a participation tracker.
2. Select Yes to add a tracker
 3. Select the tracker you wish to add 4. Type in a Participation Label, which will appear in your records 5. Type in the value of points (or credits, hours or any other unit) you wish to award for check in  6. Click the Save & Customize button to save your changes and continue editing your event Learn more about the Participation Tracker feature, or click to view the full support documentation for enabling events check-in. If you would like to take advantage of this feature on our Enterprise plan, please schedule a chat with me.
The Ultimate Event Planning Guide: These 9 Milestones Will Keep Your Event on the Road to Success11/7/2018 When you’re planning an event, are you the kind who likes to roll up your sleeves, set wheels in motion, and plunge headlong into details (logistics)? Or are you more of a visionary, a big-picture thinker who likes to paint with broad strokes (strategic)?  Whether you prefer event planning logistics or strategies, or dabbling in a bit of both, these nine milestones and list of pro tips that go along with them are not to be overlooked. We’ve categorized the to do’s as logistic and strategic items, so you can delegate them out to your team members according to their strengths. Note that the milestones may vary for the type of event you’re hosting, but the general rule of thumb is, the earlier you can do them, the better. 12 months out Logistic:
Strategic:
6 months Logistic:
Some organizations create separate event pages dedicated to planning for their upcoming fundraisers. For Delta Gamma Phoenix Alumnae Chapter, this lets administers get a head start for their “Tables that Bloom” annual fundraiser that benefits the Delta Gamma Foundation and its philanthropic endeavors.  Tony Marmo, president of the Ulster County Italian-American Foundation, dedicated to advancing and preserving Italian heritage in the Kingston, NY, area, hosts 130-plate dinners each month to raise money for scholarships, cancer treatments, and charities. Each dinner raises as much as $5,000. “You have to create buzz,” Marmo said. “You need an interesting topic or speaker – something to draw a crowd.”
Six months out from your event date might seem like a long time, but remember, you can’t move forward in other areas until after you’ve made many of your creative decisions. 4 months Logistic:
2) Invitation (include a calendar attachment and set a reminder/alert). 3) Reminder message. On your calendar invitation, don’t forget to set an event reminder. Include directions and link to a map if that’s not already on your dedicated event site. On memberplanet, you have a ton of email features at your fingertips, from templates, to targeted distribution lists, to tracking reports. Use them to optimize every email send. In publicity, reminders are essential. Digital Marketing Ramblings reports the average office worker receives 121 emails every day. Because emails are so disposable and we’re all easily distracted due to multitasking, everyone needs multiple reminders. Marmo agreed: “One email sent one time just isn’t going to do it. You’ve got to promote the event and sometimes do it in more than one way.”  3 months Logistic:
Strategic:
2 months Logistic:
1 month Logistic:
2 weeks Logistic:
1 week Logistic:
Follow-up
The logistics of strategy We’ve just taken a look at strategy and logistics tasks in planning your event. By understanding which types of planners you and your team members are, you can up your game in any of the areas that need work. Log in and get started with your next event. Updated and Refreshed since original publication on 12/1/2017
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