Accumulated association meeting wisdom

Ben points out a piece of good advice for association staffers working the convention/annual meeting/trade show -- don't run:

I remember learning on one of my first days the quintessential rule of how to conduct yourself at an association convention or meeting: DO NOT RUN. We were strictly forbidden from running at any time while working the convention. Emergency with the keynote speaker on the mezzanine level? Don't run. Chair of the board nowhere in sight for her big speech that starts in under a minute? Don't run. Fire alarm going off? Don't run.

Good advice, and it brings to mind a few of my favorite tips for association staffers:

• Whatever you do, don't wear new shoes. If you do, bring moleskin. When you have to stand for hours at a time, don't lock out your knees -- keep them flexed.
• Don't trust everything to electronic media. Carry a backup on a flash drive and print out two copies of everything, especially speech scripts. Assume any copies you distributed previously will be lost or forgotten.
• Do your own walk-through of all general sessions. Don't count on anyone to backstop you. Check and double-check everything.
• Get your elected leader speakers to do a quick rehearsal. They won't become better public speakers thanks to 10 minutes' practice, but at least they'll be more comfortable on stage.
• When you get to the meeting site, immediately find out the location of every restroom. Inevitably, you're going to be asked by an attendee, and you'll want to know the answer to that question. (Likewise, know the location and hours of the business center.)
• Walkie-talkies: Avoid non-stop radio chatter. Speak clearly and distinctly on the air. Key the mic, wait half a second, then speak -- and the first word should be the name of the person you're trying to reach.
• Oh, yeah -- no matter how hungry you might be, don't let attendees see you filling up at the buffet table, or worse yet, the open bar.

I'm sure I'll think up some more...

Tagged: Associations, Meetings, Conventions, Trade Shows.