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convene PCMA ® PUBLISHER Deborah Sexton,(312) 423-7210


CHIEF OPERATING OFFICER Sherrif Karamat,CAE,(312) 423-7247


CONVENE EDITORIAL STAFF EDITOR IN CHIEF Michelle Russell,mrussell@pcma.org EXECUTIVE EDITOR Christopher Durso,cdurso@pcma.org SENIOR EDITOR Barbara Palmer,bpalmer@pcma.org SENIOR EDITOR Hunter R. Slaton,hslaton@pcma.org ART DIRECTION Mitch Shostak,Roger Greiner Shostak Studios Inc., (212) 979-7981 CONTRIBUTING EDITORSCarol Bialkowski; Jennifer N. Dienst


CONVENE ADVERTISING


DIRECTOR, PARTNER RELATIONS & ADVERTISING Mona Simon,(312) 423-7244, msimon@pcma.org


ACCOUNT EXECUTIVES Wendy Krizmanic (AK, CT, DC, DE, ID, MA, MD, ME, NH, NJ, NY, NV, OR, PA, RI, VT,WA) (312) 636-9254; wkrizmanic@pcma.org


Mary Lynn Novelli, CMP (AL, AR, CO, FL, GA, KY, LA, MS, NC, OH, SC, TN, VA,WV, Mexico, Puerto Rico, Central and South America, Carribbean) Dallas,TX; (312) 423-7212; fax: (469) 574-5590; mnovelli@pcma.org


Albert Pereira (AZ, CA, HI, NM, OK, TX, UT, Canada) 345 Kingston Road,Suite 203,Pickering, Ontario, Canada L1V 1A1; (312) 423-7277; fax: (905) 509-6810; apereira@pcma.org


Mary Lou Sarmiento (IA, IL, IN, KS, MI, MN, MO,MT, ND, NE, SD, WI,WY, Africa, Asia, Australia, Europe, New Zealand) 1033W. Taylor Street, Suite 1E, Chicago,IL 60607; (312) 636-0636; fax: (312) 896-7397;msarmiento@pcma.org


Ken Torres (Mexico, Puerto Rico, Central and South America, Caribbean) P.O. Box 9128, Miramar Beach,FL 32550; (850) 837-5177; fax: (850) 837-5277; ktorres@pcma.org MANAGER, PRODUCTION & CIRCULATION Keisha Reed,(312) 423-7246 PRODUCTION COORDINATOR Kathleen Mulvihill,(312) 423-7236


PCMA OFFICERS


CHAIRMAN OF THE BOARD Kent E. Allaway, CEM,CMP, Produce Marketing Association


CHAIR-ELECT Johnnie C. White,CMP, Cardiovascular Research Foundation


SECRETARY-TREASURER Christopher J.Wehking,CMP, American Society of Anesthesiologists


IMMEDIATE PAST CHAIR Susan R. Katz, True Value Company


PCMA DIRECTORS Willie L. Benjamin II, International Reading Association Laurie Fitzgerald,CMP, Allstate Insurance Company Ben Goedegebuure, Scottish Exhibition + Conference Centre Richard B. Green, Marriott International Mary PatHeftman, National Restaurant Association Wanda M. Johnson,CMP,CAE, The Endocrine Society Christine Klein,CMP,meetings and business development consultant Raymond J. Kopcinski,CMP, Million Dollar Round Table


Roberta A. Kravitz, International Society for Magnetic Resonance in Medicine Gregory A. O’Dell, EventsDC Carrie Freeman Parsons, Freeman WilliamF. Reed,CMP, Experient Inc. James E. Rooney, Massachusetts Convention Center Authority Amanda S. Rushing,CMP, American Society of Civil Engineers Barry L. Smith, Metro Toronto Convention Centre


The opinions expressed herein are those of the authors and do not necessarily reflect the opinions or policies of PCMA.


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PCMA@LinkedIn: Survey Responses


SERENALEUNGBAKER,CMP, conferences and events manager for Staffing Industry Analysts, recently posted this question toPCMA’s LinkedIn group: “Iamlooking for ways to improve our response rates for conference evaluations. Anyone have new tools, ideas, or sample forms to share?” Here aresomeof the responses


that she received:


OURON-SITEAVCOMPANY suggested sending surveys to email addresses while in the meeting room. These were anonymous email addresses on iPads used only for the conference. These iPads had all the presentations,speeches,and back- ground statistics pre-loaded,and were only handed out for the dura- tion of the conference. In this way it was part of the conference and you could get immediate feedback. UweWalter Director of Group Sales TheFairmont Banff Springs


THEREARESOMANYOPTIONS and no wrong way. Any time a response comes in,we are more ahead of where we were in the col- lection of valuable data. Determin- ing what the best tool is will depend on what type of survey/feedback you are looking to get/gather,deter- mining what you plan on doing with the data,what the event environ- ment is like,whether technology is an option, etc. The answers to those questions will help you select the most appropriate tool(s) for your situation. The success factors tend to be: the length of the survey,type of questions, response types (multiple choice,free text,etc.),the timing of the survey (when it is issued/collect- ed,what triggers a survey, etc.),and it never hurts to encourage survey responses with drawings and prizes. Michele Zappulla,CMP Director of Sales, East Region Spotme


www.pcma.org


WHATWEFIND REALLYHELPS is to email the attendees the survey link the day after the conference ends,first thing in the morning. They’re still in conference mode and are more open to helping improve it for the following year.We then add incentive by offering a free hotel night or registration for next year. After that initial email,we’ll do two reminder ones,five and 10 days out. In a good year we can get about a 12- to 15-percent response rate on the end-of-event survey. As for indi- vidual session evaluations,we’ve always done paper in the room and made sure presenters ask attendees to fill them out; the presenters like to see the results,too. JennyWanger Conference Coordinator National Alliancefor Public Charter Schools


THEKEYTOGETTINGTHE greatest number of responses is to provide attendees the ability to easi- ly and quickly respond to your questions.Take a look at the length of your survey. If it is too long, attendees will shy away from it. Pro- viding interactive technology tools, such as tablets or ARS [audience response system] technology,can greatly increase participation. What- ever you do, don’t wait until the next day or week after the confer- ence is over. I attended one confer- ence when they emailed the survey 10 days after the conference! I can’t remember what I did yesterday, let alone 10 days ago. De-de Mulligan,CMP,CMM President Mulligan Management Group


DOIT INREALTIME,RIGHT after a sessionand as the conference concludes. Focus on one or two top- ics,and keep it short and collectible as folks leave the session. For the overall survey,have some kindof reward or drawing for your next event. Bob Becker President Meeting Planners


pcmaconvene February 2012 5


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