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ABC NC Branch Local Networking Group Policy
How to Get Your LNG Going
· Log on as a member to www.bridalassn.com, search NC members and develop a list within your LNG radius. This is more art than science. Most members won’t travel over an hour for meetings. · Develop a mailing list and/or e-mail list for LNG invitations and activities. Given a week or two notices, ABC will create mailing labels for you based on zip codes. You’ll find some members do not have e-mail, so you’ll have to decide if it’s best to use snail mail, phone or fax or a mixture to contact them. · Inform and/or Invite the state coordinator to all LNG meetings. Members from outside your LNG area might want to come, and if you plan well enough in advance, it can be published on the website and in the quarterly newsletter.
Where to Host a Meeting
· First choice is to use a member’s property. Next choice – potential members, or locations which may be new or exciting for members to check out to increase the meeting attendance, and to keep meetings interesting with new venues/new potential members.
· Locations that do not charge a room rental fee should be used. If a fee is mentioned, discuss the benefit of “showing off” to wedding professionals in the area. Call the office for other options.
· Consider using a restaurant instead of a meeting room, especially if the meeting is small. Each participant can then cover their own charges.
· If a fee is unavoidable, check with the Association office before committing to it, make certain a cancellation clause is included.
· Set a fee for meeting attendees and require it in advance. You should charge more for non-members to attend.
· Non-members are encouraged to attend; they can attend two separate meetings, and then are asked to join before attending another. Call the office and we can fax you a current list in case there are any questions or check the www.bridalassn.com members’ only section for your state for current members. Ex-members can no longer attend ABC meetings. If they show up explain this to them and let them attend that meeting for the non-member price and have them re-join. Response card should read: $40 Member $50 Non-Member* and $60 at the door. If you have already attended one ABC meeting you must join or renew by (DATE) to attend this meeting. Nonmember meeting fee should be high than member fee. Fees should not create a profit. They should be as reasonable as possible and only cover expenses. Small excess can me used for the next mailing. Each Local Networking Group is self-supporting.
· If a member has an employee who wishes to attend a meeting, that employee is charged the nonmember price and needs to join if he/she wishes to attend more meetings. A membership is for one individual, not a company. Each person who wants to attend must become a member.
· If ABC staff attends, we need an attendee list, preferably before we leave.
· Seek donations from members and suppliers, flowers, cakes, linens, chairs, music, etc. It is an excellent opportunity for them to showcase their product/service.
· The emphasis of all LNG meetings should be the Association. Be sure to make announcements at each meeting regarding ABC activities such as upcoming Association seminars, Annual Conference, etc. You should have a supply of membership brochures on hand at all meetings, and guests should be invited to join. Be sure to enforce with “Nonmembers are welcome to attend one meeting prior to joining”. Any co-director can write his or her name on the application and get ABCash for members when they join.
· If a program is a part of the meeting, the first preference is to use members as presenters. If you are doing any kind of display table(s), they are only available to members as a benefit of membership.
· Whenever possible discuss date of planned meetings with the office to see if ABC Staff can coordinate their travel plans so they can attend.
· Be aware of the different needs of different needs of novices, consultants, vendors, corporate, and long term members. Perhaps a meeting an hour in advance of the regular time with either group will help. Remember that you are required by contract to provide one special meeting for novice members. If you do training, please separate it from the quarterly meetings you are required to do.
· LNG meetings should have an educational presentation about 30 minutes in length. So if a person attended 12 LNG meetings in a year, each with a half-hour presentation that would make the 6 hours of continuing education that is required for renewal. If meetings are bi-monthly then the member has 3 hours and would attend a state meeting to get three more educational hours.
When to Hold a Meeting
· First ask those members that you will be inviting when the best time for them (and you) is. Based on the responses pick the most popular time and go from there.
How to Hold a Meeting
· Identify a speaker/topic. ABC requires an educational component to meetings. Again, check for senior members in the area, or brainstorm a topic that has interest for most, if not all, wedding professionals. If you can include an honorarium for the speaker in your budget, or if your LNG builds up a little cash to pay for a speaker – great! Use your networking power; call other LNG coordinators to see what’s worked for them, and what didn’t work so well. · Establish who will be contacted for RSVP’s and payments. · Publicize by e-mail, phone calls, or faxes first (minimal overhead, and snail mail as necessary. I’ve used post cards either self made or from vistaprint.com. · Negotiate a simple contract for meeting room, hors d’ouevres, luncheon, beverages. Basically, get a date and a place. Costs are discussed below, but ensure that you can cover all costs (such as copying, postage, and a bartender for cash bar if in the evening).
How Much to Charge
· For LNG meetings we should try to keep the member costs at about $20 or less, so food/beverage costs should be about $15-$16 with tax and gratuity included. Non-members attending should be charged $25 or more as well as walk-ins, members or not. · One technique that worked in Orlando is that the member gets $5 off their meeting for each paying guest they bring. If a member brings 4 guests their meeting is free. This encourages attendance by both members and their vendors/guests (potential members), in addition to evening out income to cover costs. · Explore and determine payment options. You can also accept payments via the web at www.eventbrite.com or www.mollyguard.com. Otherwise they will have to send check or money order or you will have to accept payments at the door. Remember if someone RSVP’s they still must pay the fee, unless you have a cancellation policy for your meetings. · Calculate office supplies, name tags, copying, and postage into your budget as not all members have e-mail. · You must give each attendee a receipt or certificate of attendance, if you need samples please e-mail your state coordinator. The certificates must have the ABC logo, and branch name and LNG name, name of the attendee, date, amount paid, location, and how many education hours, this will not usually be more or less than 30 minutes to 1.5 hours.
Last But Not Least
· By professional standards, non-members should only attend two meetings before joining. Have membership applications at every meeting, and you can waive the processing fee if new members join at the meetings. · After each meeting send a brief report to the state coordinator. Your report should include: Date, time/length, and place of meeting · Number of attendees – and sign in or RSVP sheet with names, addresses, phone numbers and e-mails, topic and speaker, monies collected and expended, total balance held for LNG. This is required in case there is an audit, also after each LNG is holding over $200 this money is going to be donated to the Miss Dorothy Scholarship Fund with the ABC, Brides for Breast Cancer or our own state scholarship to help pay the registration fee to annual conference for a first time attendee. Below is a sample of the LNG report that should be submitted to the state coordinator.
Month - Jan
The ABC NC Charlotte LNG January luncheon was held (location) with 29 attendees, XX members and XX non-members. Preston Bailey presented and let a discussion on floral design.
Month - Feb
The ABC NC Charlotte LNG January luncheon was held (location) with 29 attendees, XX members and XX non-members. David Tutera presented and let a discussion on Disney weddings.
And so on…
Secrets/Tips
· Call or e-mail your state coordinator to always have membership pamphlets on hand for non-members. · Anticipate procrastination. Planning professionals will all RSVP shortly before or just after the RSVP deadline. · If you can get a donation or have a few $$ in the kitty, consider a door prize. Vendors might donate something as marketing/advertising. · Get creative with your invitations!! Do them yourself, or use your discounts from Carlson Craft and Jean M!!
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