As harsh as the headline sounds, it has become quite hard for some clubs and associations. Time and again, we hear or read about some of them converting their physical general meeting into an online event at short notice. Why is that? Too little response to the invitations. But why is this the case and how can you solve it?
1. virtual general meetings are convenient
How full is your desk, your calendar or your to-do list? If you're like many people, then it's probably pretty full. Your members feel the same way. For many of them, the invitation to your general meeting is just another to-do. Another calendar entry, and if it takes place in person, it often involves travelling and time. That used to be the case! Yes, indeed it was. But "back in the day", by which many of us mean the times before the pandemic, there were hardly any virtual general meetings, digital events or online training courses. Today, this is standard practice and many participants expect your meeting to be virtual - even if they value networking on site.
It is therefore best to offer a virtual participation option for your general meeting. You can implement a hybrid meeting with TEDME at a very favourable price and the myth of exploding costs for a hybrid event has not proven to be true for our customers.
2. general meetings in presence often take place at short notice
Well, some organisers invite people really early and have a fixed date in their calendar and therefore also in that of their members. Others, on the other hand, invite at relatively short notice. Even if they adhere to the legal deadlines, the invitation still comes too late for many members with a packed diary. After all, your meeting is not the only appointment: Other professional trips to trade fairs, congresses, events, training seminars, company outings as well as private plans such as holidays, concerts, family celebrations and much more also vie for the interest of your participants. What's more, many of the events just mentioned are now concentrated in the warmer months, making the competition for dates even greater. On top of this, there are other, free, exciting events on the Internet that further limit the availability of your members for your meeting.
Therefore, invite as early as possible - in any case much earlier than you have to.
3. "What's in for me?" - What is the real added value?
In times of scarce resources, rising prices for travel and accommodation, travel restrictions on the part of money-saving companies and work that has to be done by fewer and fewer staff, every appointment is being scrutinised even more critically. Either by companies or by private individuals. If your general meeting only offers the aspects that are absolutely necessary - agenda items relating to the association or club as well as votes or elections - there is little added value for the individual.
Now you might ask, why else are you a member of an organisation if you are not interested in these issues? Perhaps the other aspects that your association or club offers are convincing arguments in favour of membership. For example, your seminars or the knowledge you offer on your own website.
It is therefore essential that you also offer something for the personal benefit of your members at your general meetings: valuable new knowledge and networking.
4. the event was good, but the coffee breaks were too short
If this is the conclusion of your meeting, you have done one thing right: you have attracted the right people to one place. But unfortunately, you didn't offer enough time for networking. After all, networking is THE reason to attend an event. However, many organisers neglect this most urgent wish of participants and string together one presentation or agenda item after the next. Resist this temptation. There are now very good online formats for this.
Pack everything additional into a webinar or a video call in a small group that enables dialogue or coordination. This will free up time at your face-to-face event for longer breaks and interactive event formats.
5. the journey takes too long
Do your members only have short distances to your meetings? Congratulations! Then you've done everything right. But what if your members are spread over a larger region, e.g. across Germany? Then you need a venue that is quick and easy to reach. So take a good look beforehand at how long it would take to get to your venue from different locations. Think about both car and rail travellers. In times when sustainability is becoming increasingly important, it is important that you consider and communicate both alternatives.
Tip: On the website chronotrains you can see how large the catchment area is for a one- to five-hour train journey to your destination.
Conclusion
There are many good reasons why members decide against an in-person event. It is therefore essential that you also offer a virtual version or enquire about the preferences of your potential participants in advance - you can do both with TEDME.
