One aspect of the planning process you may overlook is financial management. Since your expertise is likely in member relations, fundraising, and marketing, you may feel you lack the expertise to manage your event’s finances confidently.

No matter your experience level, there are small steps you can take to get your event’s finances in order and ensure your hard work pays off. In this guide, we’ll review five event financial management tips to help make your event profitable and successful.

1. Set Financial Goals for the Event

You likely begin your event planning process by setting goals. Whether you aim to engage a certain number of new members, increase event attendance by a specific percentage, or facilitate networking opportunities, goals provide focus to your event efforts.

The same goes for financial management. Setting financial event goals lets you determine exactly what you’re working towards and measure your success. These goals may include components like:

• Break-even point. If you’re just starting out, perhaps your financial event goal is simply to avoid financial loss by generating enough revenue to cover your expenses.
• Profit margin. Ideally, your event will generate a profit you can reinvest in your association. You may decide on a specific percentage based on your past events’ financial performance.
• Cost per attendee. Consider narrowing your focus to your ideal cost per attendee and work to ensure the revenue you generate from each attendee exceeds this amount.
• Sponsorship revenue. Set a dollar amount you hope to generate from sponsorships to cover event costs.

These financial goals should align with your overarching event and strategic goals. For example, if your organization wants to develop more partnerships with local businesses, setting financial goals around sponsorship revenue would make sense in the context of your strategy.

2. Develop An Event Budget

With your financial event goals in mind, it’s time to create your budget. Like any budget, your event budget will contain two main categories:

• Revenue. Revenue refers to the funds you expect to generate from your event. Revenue streams may include ticket sales, sponsorships, exhibitor fees, and merchandise sales. Project your revenue based on past event revenue or your expected attendees.
• Expenses. Expenses are the costs associated with your event. These include fixed costs, such as venue rental and entertainment, and variable costs, such as catering, that depend on the number of attendees.

Consider allocating a small percentage of your event budget to a contingency fund to cover unexpected expenses. For example, after a chaotic start to the first day of your conference, you may need to bring in additional staff to support the check-in process for day two.

3. Diversify Your Revenue Streams

Imagine you secure a significant sponsorship eight months before your next conference. Since you already know you’ll have enough revenue to cover your expenses, you just focus on selling tickets. However, a month before the event, the sponsor cancels, claiming they just did some restructuring and no longer have the budget to fund your event.

This scenario illustrates the importance of diversifying your revenue streams. The more revenue streams you develop, the more sustainable and resilient your event will be. Take advantage of these event revenue streams and use the following tips to increase profitability for each one:

• Ticket sales. Develop ticket tiers that unlock access to different benefits at your event. For example, you may have general admission tickets that allow attendees to access all the main event sessions and workshops and VIP tickets at a higher price that provide access to exclusive networking opportunities, front-row seating, and VIP lounges. Additionally, you may offer member and non-member pricing through your event registration platform.
• Sponsorships. Create different event sponsorship packages that enable businesses of varying sizes and budgets to support your event. Higher tiers will be more expensive and have more promotional opportunities for the sponsor, such as shout-outs from event speakers or a sponsored welcome video for a virtual event.
• Exhibitor fees. Offer early-bird discounts to encourage exhibitors to sign up for your event as soon as possible. You may also price larger booth sizes or more premium locations at a higher rate and offer add-on services at an additional cost, such as access to attendee lists after the event.
• Merchandise sales. Limited edition merchandise that attendees can only get at your event may entice them to purchase. Or, if you’d like to expand your reach, consider offering an online store that virtual attendees and other supporters can explore.
• Event app advertising. Your event app presents various opportunities to promote your sponsors, speakers, and exhibitors. Allow them to pay for advertising space on banner ads, push notifications, and gamification challenges.

By diversifying your revenue streams, you can be confident in your event’s profitability and quickly bounce back if one source doesn’t generate as much revenue as you initially anticipated.

4. Minimize Event Expenses

As a nonprofit organization, your association could always benefit from strategies that decrease expenses. By actively working to minimize event expenses, you can stay within your event budget and increase profitability as much as possible.

Keep costs low by incorporating these tips into your event’s financial management process:

• Look for nonprofit discounts. Many software providers have affordable options geared toward nonprofits and associations. You may also negotiate with vendors like your venue and catering company to decrease costs.
• Solicit in-kind donations. As YPTC’s in-kind donation guide explains, “In-kind donations allow nonprofits to access goods and services that they may not be able to afford to purchase. As a result, they can free up resources they’d typically spend on those items and reallocate them to other areas of their budget.” In the case of an event, you may solicit physical goods, like supplies or auction items, or professional services, like web design or catering services.
• Use volunteers. Staffing can quickly become one of your largest event expenses. Lower these costs by tapping into your organization’s volunteer base. If you don’t have a dedicated group of volunteers, have your members and sponsors contact their personal networks to find community members willing to help.

Additionally, the time and location of your event can greatly impact your expenses. Investigate which time of year venues have the lowest rates, and try to choose a convenient location for attendees to minimize transportation costs.

5. Review Your Event’s Performance

After your event, reflect on your goals and budget to assess your event’s financial performance. Compare your projected revenue and expenses to your actual revenue and expenses to determine how well you stuck to your budget, any areas for improvement, and any surprises that led to higher revenue or lower costs than expected.

Then, calculate the profitability of your event by subtracting your event expenses from your event revenue and dividing it by your event revenue. The total will be your event’s profit margin. Record this number and any lessons learned so you can refer to this information when planning your next event.

Events are an incredible chance to build community amongst your association members and dive into industry-relevant topics together. Prioritizing smart financial management ensures you provide members with the best experience possible while staying within your organization’s means. If you need additional help with managing and tracking your event’s finances, contact a nonprofit accounting firm for assistance.

The post 5 Financial Management Tips for Association Event Organizers appeared first on EventMobi.

However, without the right event management software for nonprofits, you risk reduced attendee engagement, poor event return on investment (ROI), and insufficient event data for future improvements.

In this article, we’ll explain exactly what nonprofit event management software is, outline considerations for deciding on a platform, and offer examples of the top options available through the following topics:

• What Is Nonprofit Event Management Software?
• What Should I Consider When Purchasing Nonprofit Event Software?
• 10 Reasons EventMobi Would Rock Your Next Nonprofit or Association Event
• Best Event Management Software for Nonprofits
• Best Event Apps for Nonprofits
• Best Event Registration Software for Nonprofits
• Best Free Event Management Software for Nonprofits
• Best Fundraising Event Software

With the event management software market expected to grow at a compound annual growth rate (CAGR) of 12.5% from 2023 to 2030, it’s clear that an increasing number of organizations recognize that the right event tech can reduce the burden on event planners, increase event ROI, and make scaling your programming as easy as pie. After reading this guide, you’ll be ready to adopt your own event management solution and unlock the benefits of this tool.

What Is Event Management Software for Nonprofits?

Nonprofit event management software is a type of technology used to organize nonprofit events. These events may include annual association conferences, workshops, continuing education opportunities, or nonprofit fundraising events.

Types of nonprofit event management software include:

• End-to-end event management software like EventMobi
• Conference apps (we have one of those, too!)
• Event registration software for nonprofits
• Silent auction software
• Fundraising event software
• Donation processing software, whether online or through texting

The right event management tool will cut administrative hours and minimize the event planning workload. You should be able to load your event information in bulk, use drag-and-drop functionality for added convenience, and get the key insights about your attendees that you need to attract sponsors.

What Should I Consider When Purchasing Event Management Software for Nonprofits?

Before spending your valuable funds on a platform you’re uncertain about, consider the following:

1. Features

Many nonprofit event organizers need an event management solution that can help them:

Think about which of these are must-have features for your organization and which are nice-to-haves.

Along with your must-haves, make sure your choice is scalable over time and can be extended with add-ons. Integration with third-party solutions can be a valuable feature, too!

2. Budget

While it would be great to have the world’s best event management software, you likely have an event budget to worry about. If you have financial restrictions, aim for must-have features over nice-to-have ones.

Moreover, make sure that you like the team at the software company that you’ll be working with. Choosing a more affordable software package from a company that doesn’t care about its customers will always be more expensive in the end. After all, you might go through the whole costly experience again in the future!

If you need to free up more dollars, free nonprofit event management software is there in a pinch.  

Whatever your budget is, ask for a demo, and if in doubt, test the trial before buying.

3. Customer onboarding

The best event management software for nonprofits comes with impeccable customer onboarding.

After you sign up for their product, the software vendor should support your transition. Look for a vendor with the enthusiasm and resources that will get you set up for success! They should give you clear, detailed instructions on how to use their platform.

Ideally, your selected vendor will offer several onboarding services, like:

• Customer support for pressing issues
• Customer success for ensuring event success
• Account executives who’ll check in and make sure you have what you need
• Product tours and resources
• An in-depth help center or knowledge base
• An online user community

4. Customer support

Speaking of customer support, your vendor’s team should be able to troubleshoot technical issues and quickly fix them. Even better if you can find a vendor that offers customer support 24 hours a day, especially when you’re holding events.

When you’re in the demo process, make sure to ask the sales team for examples of how customer support has solved issues for existing customers.

5. Ease of use

The most intensive feature stack isn’t always the best fit. A less complex, super-usable platform will make it easier for your team to onboard, use, and be successful with your new nonprofit event software.

Make sure the people who’ll be using the platform are a part of the demo process. That way, they can give feedback on the usability before you make the purchase.

Need more evidence of ease of use? Check out online reviews, or ask to speak with an existing customer.

6. Comprehensive, integrated solutions

What’s worse than having no tools? Having too many tools, and none of them talk to one another!

No single tool will be able to do everything well. Look for a central tool that can handle most of your needs, and then complement it with additional software.

For example, EventMobi is nonprofit event software that’s built to help your staff run annual conferences, ongoing workshops and webinars, and host an online community. The software isn’t prepped to accept donations, though, so you’d also need fundraising event software or donation processing software if you’re looking to raise money!

Worst case, make sure that your disparate programs have an Application Programming Interface (API) that allows you to hardcode a connection between them.

7. In-person, virtual, or hybrid features

Do you hold in-person, virtual, and hybrid events? Or do you only hold in-person events but want the flexibility to do more? Look for a solution that can facilitate your events no matter which format they take and comes with tools (like gamification, notifications, live streaming, or document storage) that give you the flexibility you need to thrive in a new era of event planning.

8. Great reviews

The most trustworthy opinions about any kind of software come from its users. Software review websites such as Capterra or G2 are reliable sources of reviews. 

For example, EventMobi has a 4.7/5.0 Ease of Use and Customer Service rating, which contributes to its overall 4.8 rating on Capterra. Take the time to read through reviews and ratings to get a clear understanding of which options act as the best event management software for nonprofits.

10 Reasons EventMobi Would Rock Your Next Nonprofit or Association Event

We’ve told you about the reviews, but what exactly can EventMobi do for your event?

When it comes to making these decisions, the more information, the better, so here are some key details about what EventMobi offers our users: 

1. Drag-and-drop event websites and apps: No design skills needed! Use Page Designer to build custom event websites and apps with drag-and-drop tools.
2. Custom registration forms: Create custom online registration forms with unlimited fields, drop-down menus, and multiple-choice questions. You can even manage multiticket and consecutive registrations!
3. Segmented email marketing: Send branded, personalized emails to everyone involved in your event, segmenting by language, registration status, payment status, and other key data!
4. Sponsor benefits: Feature sponsors across your event with in-app banner ads, company pages, and sponsored notifications, and set them up with lead capture. You’ll also have all the analytics you need to report on your success.
5. Gamification: Up attendee engagement, and drive more traffic to sponsors with gamification! Set up challenges that encourage your attendees to network, meet sponsors, share photos, and check in to sessions. (EventMobi even has a gamification design team!)
6. Networking and conversations: Facilitate connections with moderated group discussions, appointment booking, 1:1 messaging and video calls, and customized profiles.
7. Unlimited Events for year-round engagement: The EventMobi Experience Manager is ready to host events of all sizes and types, whether it’s a one-off, annual, or series of year-round events!
8. Professional services to help you thrive: EventMobi’s Professional Services team helps hundreds of events welcome thousands of speakers, sponsors, and attendees every year with everything from project management, consulting, and one-on-one support for any kind of event.
9. 13+ years of experience: Over more than a decade, EventMobi has supported tens of thousands of events around the world with easy-to-use software, award-winning customer support, and customer-centric product design.
10. A+ Reviews: Check out the EventMobi reviews left by happy event profs on Capterra and G2!

With EventMobi, you can streamline the event management process and provide unforgettable event experiences for attendees and sponsors.

Top Event Management Software for Nonprofits

We’ve gathered a list of solutions for you to consider before taking the plunge with a purchase. 

Remember: think about all the factors discussed above to make sure your choice matches your event goals and management process, and you’ll be on your way to success!

EventMobi

EventMobi is an end-to-end management platform to design, produce, and deliver amazing event experiences.

Pricing: Single-event, multi-event, and year-round subscriptions are available for event apps, virtual and hybrid event platforms, and our registration, website, and ticketing platform.

Best for: Event management software for nonprofits and associations, public administration organizations, higher-education institutions, third-party event planning firms, and companies of all sizes

Top features:

• Engage attendees through gamification, live display, interactive event maps, and more.
• Encourage networking through one-on-one appointment booking.
• Skyrocket your sponsors’ ROI by featuring them on your event app, setting them up with lead capture, and offering helpful attendee analytics.
• Unlock access to an exceptional support team with the option for onsite support.

Lumaverse

Lumaverse is an umbrella brand that provides event management solutions for scheduling, volunteer and member management, event planning, and fundraising.

Pricing: Varies based on product 

Best for: Clubs and member-based nonprofits who need to run events with many platforms

Top features:

• Share automatic reminders to keep attendees informed.
• Leverage ticketing and waitlisting tools.
• Send unlimited emails to your attendees.

WildApricot

WildApricot is a cloud-based event management platform to automate and support membership tasks.

Pricing: $60–$900 per month depending on the number of contacts

Best for: Small associations, nonprofits, and chapter-based organizations

Top features:

• Automatically list events in a calendar on your WildApricot site or existing website.
• Create custom registration forms with discounts and add-ons.
• Manage and check in attendees using a mobile app.

Accelevents

Accelevents is an event management solution to plan, execute, and analyze events at any scale.

Pricing: Contact sales

Best for: In-person, virtual, and hybrid events of all types and sizes

Top features:

• Mobile app for attendees to keep them engaged.
• Virtual hub where you can host online conferences, fairs, seminars, and workshops.
• Flexible event website builder to create branded event pages.

CharityEngine

CharityEngine positions itself as a nonprofit CRM focused on managing donor data on top of events.

Pricing: 

• Standard: $350–$700 per month
• Professional: $700–$1500 per month
• Enterprise: contact sales

Best for: Medium to large nonprofits

Top features:

• Branded event pages with embedded registration and donation forms.
• Online user portal where attendees can access registration information, ticketing details, event maps, and parking information.
• Automated attendee communications powered by your event data.

Best Event Apps for Nonprofits

Mobile app builders are great for nonprofits that prioritize convenience in event management.

EventMobi

EventMobi is an app builder to create branded mobile event apps.

Pricing: Packages for branded and unbranded apps

Best for: Companies of all sizes, associations and nonprofits, public administration organizations, higher-education institutions, and third-party event planning firms

Top features:

• Easily check in attendees with QR check-in and digital badges.
• Boost engagement with live chat, live polls, surveys, and Q&A sessions.
• Build a year-round event community by using your app as a hub for helpful resources and sponsored content.

AppInstitute

AppInstitute is a no-code app maker for building mobile apps and promoting them.

Pricing:

• Starter: $67 per month
• Pro: $84 per month
• Reseller: $280 per month

Best for: Small and medium businesses, digital and creative agencies, and individuals

Top features:

• Ability to communicate directly with app users.
• Form builder so you can create registration and donation forms.
• Ability to upload images and videos for attendees to browse.

BuildFire

BuildFire is a no-code mobile app builder for iOS and Android with a developer SDK.

Pricing

• BuildFire Plus Professional Services:
  • Premium: $5,000 for one month
  • Signature: $7,500 for two months
  • Enterprise: $15,000 for three months
• BuildFire App Development Platform:
  • Growth: $159 per month
  • Starter: $299 per month
  • Standard: $424 per month

Best for: From small startups to mature enterprises

Top features:

• Easily create an event schedule within the app.
• Upload audio content to the media center.
• Share video content through YouTube and Vimeo integrations.

Best Event Registration Software for Nonprofits

Event registration is key to running a smooth event! Here are some event registration software options to explore for your next event.

Doubleknot

Doubleknot offers integrated event registration software for nonprofits and cultural organizations to manage ticketing, memberships, registrations, reservations, donations, and merchandise sales.

Pricing: Contact sales

Best for: Nonprofits and cultural attractions, such as museums and science centers

Top features:

• Ability to support recurring events.
• Custom forms including waivers, agreements, emergency contacts, and special needs information.
• Online and offline payment options.

RegFox

RegFox is a registration platform for events like conferences, camps, and classes.

Pricing: Flat fee of $0.99 + 1% per paid registrant, plus a credit card processing fee of 2.99%, capped at $4.99 per registrant

Best for: All sorts of events that need registration

Top features:

• Conditional logic to create attendee workflows, tracks, and pricing rules.
• Ability to brand your registration page to your organization in seconds.
• Exports and reports to help you analyze your event data.

Mobilize

Mobilize is event registration software for nonprofits to manage events and recruit volunteers.

Pricing: Contact sales

Best for: Mission-driven organizations

Top features:

• Easily add a variety of event types, such as single-shift events, recurring and multiple-shift events, virtual events, and in-person events.
• Send post-event feedback surveys via email or text.
• Give dedicated volunteers the power to host events on your nonprofit’s behalf.

RSVPify

RSVPify is an end-to-end event registration solution with an emphasis on managing invitations containing RSVP links.

Pricing

• Event Pricing:
  • Free: up to 100 RSVPs
  • Personal Events: $19 per month
  • Professional Events: $39 per month
  • Enterprise: contact sales
• Selling Tickets: $0.90 per ticket, item, or donation + 1.95%

Best for: Medium businesses and nonprofits

Top features:

• Customize event invitations by uploading your own design and auto-populating recipient details.
• Enable QR code check-in using RSVPify’s guest check-in app.
• Automate reporting to easily export attendance, fundraising, and attendee data.

Tix

Tix is a cloud-based event ticketing platform for box office and online ticket sales.

Pricing:

• Box Office Fee: $0.25 per ticket
• Online Fee: $1.00–$1.50 per ticket
• Call Center Fee: $3.50 per ticket

Best for: Small to large venues, promoters, and event organizers

Top features:

• Sell tickets through a variety of channels, including phone, fax, mail, box office, and online.
• Incorporate multiple seating options, such as reserved and general admission.
• Customize your ticketing solution to have the same look and feel as your website.

Free Event Management Software for Nonprofits

Not much room for software in the budget? You can use these free options for nonprofit event management:

Givebutter

Givebutter is an end-to-end fundraising event solution that covers everything from auctions, fundraising events, and payment processing to donor engagement and management.

Pricing: Free with donors paying optional tips (unless you prefer otherwise)

Best for: Small and medium nonprofits

Top features:

• Allow supporters to set up peer-to-peer fundraising pages to boost your fundraising event revenue.
• Sell physical and digital auction items with real-time bidding.
• Motivate attendees to get involved with live displays.

Eventbrite

Eventbrite is an all-in-one event management platform with a special focus on ticketing and event discovery.

Pricing: Free ticket buyers pay the fees (unless you prefer otherwise)

Best for: Events of all kinds and sizes, such as concerts, festivals, meetups, conferences, and workshops

Top features:

• Use the Eventbrite Organizer App to check in attendees, sell tickets at the door, and track data.
• Launch Eventbrite Ads to promote your event.
• Send automated event notifications when people attend, follow, or like your events.

ClickUp

ClickUp is a project management solution with nonprofit and event management tools.

Pricing: Free for personal use

Best for: Nonprofit organizations and event planners

Top features:

• Create a public calendar to share events with your supporters.
• Develop custom forms to collect feedback on your event.
• Track your fundraising goals.

StreamYard

StreamYard is a web-based professional live streaming and recording studio.

Pricing: Free for individuals

Best for: Companies of all sizes and nonprofits

Top features:

• Hold webinars to engage event attendees.
• Record videos and podcasts to add to your event resources.
• Host live giveaway contests during event livestreams.

Airmeet

Airmeet is a webinar and online event hosting platform.

Pricing: Free for small events with up to 50 attendees

Best for: B2B SaaS companies

Top features:

• Pre-record webinars for your event audience.
• Analyze over 50 unique data points.
• Brand webinars to your organization.

Best Fundraising Event Software

Are you planning to collect donations at your event? Fundraising event software has dedicated functions to help support your cause!

OneCause

OneCause is an end-to-end fundraising event software solution for managing online fundraising events.

Pricing: Contact sales

Best for: Companies of all sizes and nonprofits

Top features:

• Analyze supporter activity and giving across events.
• Customize your sponsorship packages.
• Support auctions with item procurement and management, auction item image galleries, and AI-generated auction descriptions.

Silent Auction Pro

Silent Auction Pro is a fundraising event platform for managing online auction catalogs and other aspects of fundraisers.

Pricing:

• Mobile Pro: $899 per year + 2% of event proceeds
• Mobile Plus: $749 per year + 2% of event proceeds
• Bidsheet Pro: $649 per year + 2% of event proceeds
• Bidsheet Plus: $449 per year + 2% of event proceeds

Best for: Nonprofits of all sizes

Top features:

• Create custom event pages.
• Develop an online auction catalog with mobile bidding.
• Unlock access to your own personal event coach for support.

Grassroots Unwired

Grassroots Unwired is a mobile fundraising event software platform for in-person or event-based fundraising and advocacy.

Pricing: Contact sales

Best for: Companies of all sizes and nonprofits

Top features:

• Ability to brand the mobile app using your logo and colors.
• Real-time data sync with your CRM.
• Supports day-of check-in and registration.

Handbid

Handbid is a mobile fundraising event software solution dedicated to bidding and auction management.

Pricing: $1,396 per year, plus a credit card processing fee of 3.5% + $0.30

Best for: Companies of all sizes and nonprofits

Top features:

• Enable mobile bidding to engage your auction attendees.
• Automate the check-in process.
• Use mobile auction management to register guests, add and update auction items, process payments, communicate with attendees, and more.

Snowball Fundraising

Snowball Fundraising is an all-in-one fundraising platform.

Pricing:

• Essential: free, plus a transaction fee of 2.9% + $0.30
• Premium: $55 per month, plus a transaction fee of 2.9% + $0.30
• Professional: $85 per month, plus a transaction fee of 2.9% + $0.30
• Enterprise: $99 per month, plus a transaction fee of 2.9% + $0.30

Best for: Small and medium nonprofits

Top features:

• Leverage flexible ticketing options.
• Automate email or text notifications to outbid auction guests.
• Offer instant receipts and an online payment portal to streamline the auction checkout process.

360MatchPro

Double the Donation’s 360MatchPro solution helps facilitate corporate matching gift fundraising.

Pricing:

• Standard: starts at $999 per year
• Enterprise: custom pricing

Best for: Nonprofits and higher-education institutions

Top features:

• Unlock access to a comprehensive matching gift database and search tool so donors can assess their eligibility right from your donation page.
• Automate matching gift communications to streamline the process.
• Enable auto-submission so donors can send matching gift requests to their employers with a single click.

Choose the Right Event Management Software for Your Next Event

Event management software is key to creating a smooth and engaging event experience for your event attendees. By simplifying the planning process, streamlining attendee registration and engagement, and providing key analytics to track ROI, the best event management software for nonprofits can help your organization host an amazing event, whether in-person, online, or both.

The post Event Management Software for Nonprofits: 23 Top Solutions in 2025 appeared first on EventMobi.

They’re often built around specific locations or causes, with a narrower focus than you might get at an annual meeting. Some chapter members may actually work together; others just share a community.

But ultimately, chapters offer a focused peer collaboration opportunity—with events at the center. Whether it’s a classroom-style experience, a networking event, or a happy hour, it can be an excellent way to strengthen ties within the event sector.

As a 40-year event veteran, Lynda Hoff, CMM, CMP, the manager for Member Experience and Events for the Ontario Nurses Association, is deeply familiar with the needs of chapters, both because of her current role, which oversees chapters throughout the province, and her prior work with the Toronto chapter of Meeting Professionals International.

“Engagement has changed and morphed over the decades, and will continue to do so as we move forward,” she says. “But I don’t think that personal connection, that human connection, will ever go away.”

In many ways, understanding chapter engagement comes down to understanding who your chapter members are and how they need to be served. And it turns out, they may not need to be in the same room anymore.

4 Fast Facts About Association Chapters

Association chapters are not a monolith—far from it. In fact, they can be sharply different in makeup and design. A few key facts about how chapters function:

1. Chapters are largely tethered to the main organization.

While chapters may have their own programming and organizational structure, they are designed to work within a larger framework. As Mariner Management & Marketing and BillHighway’s 2022 Chapter Performance & Benchmarking Report notes, more than three-quarters of the chapters it studied were either chartered or wholly-owned by the parent organization. This does have limits, however: The benchmark found that only 45% of chapters required its members to join the main organization.

2. Chapters can act as fully autonomous, however.

As McKinley Advisors notes, some chapters may choose to go with an autonomous model, which allows the chapter to focus on the needs of chapter members without direct influence from the parent organization. This can lead to more responsive chapter relations—while disconnecting the chapter from the national organization.

3. Chapters don’t have to be geographically oriented.

In recent years, improved technology has allowed the creation of chapters based on interest area rather than location, leading to the rise of “virtual chapters” in which people largely collaborate in purely digital settings.

4. The most important resource chapters offer is education.

According to the Chapter Performance & Benchmarking Report, 95% of chapters offer professional development events, the most popular chapter offering. General networking, at 82%, was previously almost as popular as education, though that has receded slightly in recent years, likely because of the pandemic.

Understand Who You’re Trying To Reach

Hoff makes clear that while ONA’s chapters vary wildly in proximity and size, creating unique dynamics depending on which part of Ontario the chapter is located in.

Association chapters have much to manage, and one of those things is physical distance, which can be a factor even among individual chapters. ONA, a trade union with more than 68,000 members, has chapters within five regions that differ sharply, creating the potential for vastly different membership experiences.

The largely rural Region 1, for example, covers parts of the province that can be difficult to reach by car. Meanwhile, Region 3 is based around Toronto, Canada’s largest city, making it possible not only for regular chapter meetings, but frequent regional meetings. In some cases, they’re even walkable, per Hoff.

“But in other areas where the transportation and the geographical distance is vast,” she asks, “then how do we do that?”

Additionally, not all members need the same things from their chapters. ONA, for one, has a Francophone membership contingent and Indigenous members. Those may require specialized offerings, like translation tools. Additionally, chapters are often an important way to introduce new generations of students to the fold.

Chapters are defined both by their regionalism and their ability to serve members with more specific needs—and chapter meetings should account for that.

Give Chapter Members Useful Content—And Connection

Chapter meetings can take many forms, but the most common type involves professional development. With that in mind, Hoff says it’s important to listen to the needs of chapter members to understand the educational opportunities that matter most to them. She recommends leaning into the event’s small scale.

“In a small chapter event, you know most of the people that are there, and you have the opportunity to connect with those folks that can truly help you figure out what that problem is, or give you a supplier that can help you, or a lead on something that you know will be able to solve that problem for you,” she says. “A large tent space? Maybe not so much.”

But with resources likely to be tighter than at traditional events, don’t be afraid to steal ideas and tweak them, either, Hoff says. “I don’t want to reinvent the wheel.”

ONA’s in-person chapter events have limited sponsor offerings, such as sponsored coffee stations, but the ultimate goal is to make room for interactions. Even if it’s a meeting to manage the basic business of the chapter, there should be room for networking at each event, as the scale makes such connections important.

“That space should be valued and that time should be cherished,” she adds. “Because you don’t get it very often.”

The Good & Bad Of Integrating Tech

Technology has shifted significantly in recent years, to the point where it often dominates the discussion, even with everyone in the same room. Hoff says smartphones are the biggest change she’s seen in her entire career. There’s a constant risk of distraction.

“In a classroom, I can say, ‘Put it away,’ but once you’re dealing with adults, they’re not going to put it away,” she says.

It’s not all bad, however. Hoff sees positive side effects from tech’s ice-breaking nature. For example, it was previously possible to walk into a chapter meeting and not know anyone beyond perhaps a name, or the person’s voice on the phone. But that has significantly changed in recent years.

“Technology allowed me to be able to physically see you,” Hoff says. “And now, when I am in person with you, it’s like long-lost friends. You come together, you know them, you know where you may have been.”

Mixing Virtual Into Chapter Events

The rise of virtual events has created new ways for chapters to interact, making them less tied to geographic areas. As the Mariner Management report states, chapters now have room to organize based on time zone and turn chapter events into hybrid events.

Leaders are often skeptical, but even so, the virtual elements speak for themselves, according to Hoff.

“They have seen that you can engage someone who may not be able to attend in person for whatever their circumstances, but they can still participate and still bring those grassroots issues to a larger table,” she says.

However, accommodation needs to be considered in this context. ONA uses EventMobi to offer auto-translation services for Francophone members. And of course, moderators need to ensure that people on the other end of the line don’t get lost in the shuffle.

“A lot of times you’ll hear people say, ‘I was part of a hybrid event, I was in person. And we forgot about them on the screen,’” Hoff says. “You have to really be intentional about making sure that the folks that are on-screen are included.”

On the plus side, hybrid events open up new avenues to sponsorship that might not have been so obvious before, with brand integration opportunities, such as the ability to post videos, that dig deeper than previously possible.

It’s possible the future of chapters might be a little more tech-friendly and less geography-dependent—and virtual event integrations might just be the way to get you there.

To find out how EventMobi can help you create more engaging meetings and events throughout the year, sign up for a free demo!

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The post Build Engagement Through Better Local Chapter Meetings appeared first on EventMobi.

Bringing together thousands of people passionate about the same cause or industry is a great way to get a shot of energy for a few days. (That’s especially true once you hit the trade show floor.) By the time the event is over, an attendee is likely to feel pretty good about their association.

But an annual meeting is only three days out of the year, maybe four. Is there a way to keep those good vibes going after everyone goes home?

EventMobi Director of Sales Ian Webb thinks so. As a U.K.-based event-industry veteran who has been to hundreds of events over his 20-year career, he’s experienced it all, and knows how great events can center the organization as a whole.

“The annual meeting’s always been the highlight of the year for both the association and its members—especially for the medical, scientific or technical associations I’ve done a lot of my work in,” Webb said in an interview.

What makes an in-person event so powerful—and how can you carry the torch of a great event throughout the year? Here are a few ideas that could get you thinking:

The Power of In-Person Education

After a couple of years of sharp, unexpected transition for the events industry, in-person meetings have reemerged—stronger, sharper, and more focused than ever. The meetings sector has shown resilience, even amid shifting budgetary pictures and economic uncertainty, and associations have found momentum in meetings that lean into the traditional strengths of in-person interaction and unique event experiences. The result? Many organizations are producing better meetings than ever.

Per PCMA Convene’s 30th Meetings Market Survey, the interest in in-person meetings has leaped significantly, with 40% of respondents reporting an increase in attendance compared to the days before the pandemic.

But that said, the growing interest doesn’t necessarily mean attendees want the same old annual meeting education experience. Knowing that more people are coming in person, Webb says, opens up an opportunity to create more interactive elements that lean into events—offering something distinct from what you get from a laptop screen.

“I think even more so now, the opportunities to meet, learn, and collaborate in person are obviously huge,” Webb says. “There’s a focus now on events being more of a designed experience and an immersive experience of how that content is delivered.”

(In other words, fewer lectures, more hands-on sessions.)

Bring the Education Home

The scale of events is such that annual meetings have room to cover both extremely broad topics in keynotes and narrow education offerings in breakout sessions, and the two come together to offer a more fulfilling result. But the problem is, the narrow options are often so plentiful that they compete for your attention. That, says Webb, is secretly a prime engagement opportunity for associations.

“There should now be opportunities for me to continue to engage with that content—and learn, and receive that education, outside of the event itself,” he says.

In one way, having lots of appealing sessions is good, because it encourages a “fear of missing out” among attendees. But that could potentially be damaging, if the bevy of choices means those attendees miss those education opportunities.

“I’m not going to be able to attend all of those sessions,” he says. “I’m not going to be able to get to all of that content in a three-day conference—but I think that probably presents the opportunity now.”

How does that look? Webb suggests recording as many sessions as possible, with the idea that the content offerings could be converted into digital-first on-demand education offerings or post-event webinars—both solving the FOMO problem and making the education offerings last beyond the event itself. (Plus, just imagine all the ways you could chunk up great event content for your members!)

Don’t Drop Hybrid Just Yet

That said, there’s a real risk of missing the opportunity amid a post-pandemic rollback. As the PCMA Convene report states, 42% of respondents said they are back to being fully in-person without a digital element, compared to 24% streaming in real-time and 21% offering asynchronous events.

In other words, the hybrid door could be closing before you’ve properly explored its post-event value. Webb says now is the time to rethink what is possible with events—because it could have value not just from an engagement standpoint, but a financial one.

“I think, as part of designing the event slightly differently, we have to think about the event not as this three-day conference where that education, that content, is kind of used up,” Webb says. “You need to make sure that you provide opportunities to engage with that outside of the conference itself.”

Keep Attendees In Touch

Another benefit of building engagement opportunities outside the event is that you can build upon the connections attendees make during the conference.

Connecting with actual people is, of course, one of the best parts of attending an annual meeting. If you’re going to all these interactive sessions, you’re likely to make some friends. And while tactics like offering well-designed name tags can help break the ice, the fact is, a strong networking relationship only starts at an annual meeting.

But keeping connected to those people is another task entirely. Fortunately, event applications—which often get used during the event itself, then forgotten about until the next event—are well-positioned to help.

Webb notes that tools like EventMobi, while initially designed for in-event communication, now “allow you to continue conversations that you’ve had at the event, by connecting and continuing that post-event.”

Perhaps it shifts the scope of how you view your event app—but given the recent disruption of social networks like X (formerly Twitter), is that a bad thing? It could be just the opportunity to bolster your owned media channels.

Broaden Your Sponsor Perspective

Another factor in expanding the reach of annual meetings beyond the actual event? Sponsors! As Association Chat creator KiKi L’Italien wrote last year, it’s important to stop looking at sponsor relationships in terms of your conferences, and instead lean into more year-round offerings that may make more sense for organizations trying to reach your members throughout the year.

By combining elements of in-person events with year-round digital offerings, Webb adds, it also means you get the benefits of both worlds, including the pop of in-event marketing and the more granular approach favored in the digital realm, making it possible for sponsors to track how much attention their profiles get throughout the year, for example.

“I think that the traditional event sponsorship package can transcend now into a different offering using technology,” he says.

Leverage Events As The Catalyst For Engagement & Retention

An annual meeting is ultimately an opportunity to put all your marbles in a single basket. As member engagement opportunities go, it is the 100-meter dash.

But there’s no reason to put all your collective energy into one single event to benefit your association—when there’s plenty of opportunity to also do a marathon throughout the year. There’s room for both strategies.

“I think, if you start going down that route, you could go off onto a whole other area in a way. That can actually bring value to membership retention and growth of the membership as a whole. So I definitely think now it’s much easier to bring the event strategy and the association membership strategy into one linear conversation.”

In the past, this kind of integrated full-circle approach tying in-person events to a year-round member engagement strategy might have remained the domain of the association with tens of thousands of members—and a budget to match. But tools like EventMobi can help close the loop, even for smaller associations that might not have the budget to match their ambitions. (Or so they thought!)

Ultimately, though, the ground around event tech is shifting—just like our mindset of what makes a good annual meeting. And our tactics should likely shift to reflect that.

To find out how EventMobi can help you create more engaging meetings and events throughout the year, sign up for a free demo!

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The post From Sprint To Marathon: 6 Reasons Associations Should Rethink Annual Meetings appeared first on EventMobi.

And right now, solid engagement is something that associations could use a bit more of. According to the 2024 edition of MCI’s Association Engagement Index, two-thirds of association members regularly access the content organizations produce. But less than a third regularly engage in what the report calls “association life”—regular engagement with events or fellow association members. Over time, this could lead to more passive members and even churn.

That sounds like a tough nut to crack, but structured workshops could be exactly what you need to make everything “click” for your members, says Liz Lathan, CMP, the cofounder and Chief Marketing Officer of The Community Factory, an event-design firm.

Watch the video to see workshop expert Liz Lathan share her top tips on how to build engaging workshops for association members.

“I think when you’re in the room, having a more workshop format that is facilitated, that involves group work, that involves conversation, that involves an actual reason to get on a plane and be with people in a room? It provides so many different levels of engagement,” she says.

Of course, not all workshop formats are created equal. But the right techniques, strategies, and approaches can not only help drive engagement while everyone’s in the room, but can potentially move the needle when everyone’s back at work.

Lathan, who has spent more than two decades in the events space, shared a few strategies with us around how to build workshops that support your business goals:

Engaging Workshops: What Attendees Need

In a nutshell, workshops are standalone events, driven by facilitators and built around a specific topic. Generally, workshops focus on a narrowly relevant or emerging subject. For example, you might have a day-long event targeted specifically at hiring managers within your membership, or you might focus intently on broader trends in artificial intelligence. These workshops may convey specific tactics or advice, or they may be highly interactive.

As Lathan notes, when done well, they represent a distillation of what an association does best—education, supporting certifications, and advocating for their sector.

“It’s so that people can leave with a benchmark understanding of industry best practices, and then go execute against those—so that we’re all raising ourselves to a higher level,” Lathan says.

Effective Workshop Designs

Often, the most engaging workshops are built around a specific structure or framework—an area that Lathan specializes in, having developed concepts such as the Spontaneous Think Tank, which leans on a wall of sticky notes and crowdsourcing to help drive conversations around attendees’ business challenges. It’s an approach Lathan says combines elements of a design thinking process and an unconference event—but with facilitation to drive engagement.

“It’s a think tank because you’re there to solve a problem, but it’s facilitated in a way that you actually assigned a leader to the conversation,” she says. “And so, even if the leader is a terrible speaker, even if the leader goes off the rails a little bit, the people can bring it back because they’ve all been given this opportunity to participate.”

In general, Lathan says structured events generate consistent results and discussion.

“Having people in a room together, following a framework—having people understand how to implement these things in a consistent way, so that the quality goes up—I think that’s where the real value is,” she says.

Engaging Workshop Ideas

Building for engagement won’t get you far if your workshop attendees aren’t ready to engage. Having wallflowers in the audience can be a major limiting factor for growth.

For example, if your workshop is tied to an annual meeting, attendees who prefer listening to lectures may feel lost in a highly interactive session. But with the right audience, there’s real potential for engagement to extend beyond the moment.

A few years back, Latham helped conduct a study that led to a new term for engagement, Return on Emotion, the concept that certain emotions need to be evoked to drive business connections. Workshops, she says, are the perfect testbed for attendee engagement.

“You feel a sense of belonging, you feel a sense of acceptance, and you feel the sense that you are with your people. And that’s where workshops really shine,” Lathan says. ”When you go into a room with 5,000 people in a keynote hall, you can’t see the people on the left or the right because the room’s so dark.”

One strategy that could help break the ice? A well-designed name badge that makes it clear you know who you’re talking to. “The name needs to be big,” Lathan says. “And I firmly believe that the first name is what matters more than anything.”

Accountability: Post-Workshop Goal Setting

A good workshop can bring people out of their comfort zones and get them thinking differently about their roles. But how can you ensure that the workshop actually drives some true change?

Lathan suggests adding in a dash of accountability—and that accountability can even be analog in nature.

“Make everybody write a letter to themselves about what they will be doing, let’s say six months from now,” she suggests. “And then, the leader should take those letters and then in six months mail them to everybody.”

The result, Lathan says, makes attendees their own accountability buddies. Speaking of accountability buddies, that could be something else that attendees bring home with them—a pledge they’ll chat with a fellow attendee a month after the meeting, and then after they each get their respective letters.

If you’re looking for a more digital approach, online community tools, such as chat platforms or networking apps, could also prove effective for keeping the discussion going. Even if your facilitator’s contract doesn’t extend beyond the event, association employees or volunteers could take over.

“An association is a 365-day community, anyway,” Lathan adds.

Build On Your Workshop’s Success

Finally, don’t be afraid to promote the work attendees are doing on social media. After some time has passed by (Lathan suggests 45 days), post about what attendees are doing with the knowledge they gained from the workshop on TikTok, LinkedIn, or your social media platform of choice.

By playing the long game, a workshop suddenly isn’t just a small-scale event anymore—it’s pushing engagement forward within your organization and beyond.

“When you can put those in a room together and actually have that camaraderie get built, along with education and that cognitive engagement, they’re going to go do something with it,” Lathan says. “This is the vital role that workshops play in any educational program.”

And it might just make your next workshop one that potential attendees won’t want to miss.

To find out how EventMobi can help you create more engaging meetings and events throughout the year, sign up for a free demo!

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The post How To Create More Engaging Workshops For Your Association’s Members: 5 Fresh Ideas appeared first on EventMobi.

It’s never too late to update how your organization handles new membership orientation. In this blog, we’ll explore:

• The impact of a strong new membership orientation
• How to onboard your new members effectively
• 16 orientation ideas that will help you retain your members for the long haul

Why Does New Member Orientation Matter?

Member orientation might seem like a small blip in your member relationships, but in reality, it makes a big impact!

Building out your new member orientation program allows you to:

• Introduce members to your organization (and its culture!). When new members join your organization, it’s important that they feel invested in your cause, resources, or opportunities. Optimize your member orientation process to show off the top qualities of your organization’s culture.
• Give members engagement tools and opportunities. Think of new member orientation as the chance to give members an operating manual for your organization. Once someone learns how to participate in your organization, they’re more likely to get started while the benefits of engaging are still fresh in their mind.
• Build your community from the start. Did you know that 57% of Americans are involved in one or more community organizations? From religious groups to clubs to nonprofits and more, people yearn for connections with like-minded individuals. No matter what kind of organization you run, cultivating a sense of community is key!

Recommended Resource: Want to maintain stronger connections with new and existing members? Follow this guide to successful year-round engagement!

Get the Guide

How Do You Run New Member Orientation?

You know you need to hold an orientation, but how do you make sure all your bases are covered? There are a few steps and strategies that make it easy to onboard and welcome new members:

• Create a new member orientation strategy. First, you’ll want to determine the specific steps, elements, and goals of your orientation. Make a list of the resources, programs, events, and key information you’d like to offer.
• Build your onboarding toolkit. We’ll get into more detail below, but there are a few assets you’ll want to prepare before orientation kicks off! This includes things like welcome emails and packages, social media templates, and more.
• Welcome new members with resources. Your resources will be a part of your toolkit and can include things like a benefits package, a tour of your website and mobile event app, an event calendar, and more.
• Invite them to an event. Kicking off with a memorable new member orientation event can help quickly create positive memories with new members. Use event management software to help you organize everything from registrations to follow-up emails.
• Offer continued engagement opportunities. Don’t be discouraged if new members aren’t highly engaged right away. If you invite them to an event and they don’t attend, it’s possible they’re too busy or the format doesn’t appeal to them. Whatever the case, reach out to see if there’s something in particular they’d like to see from your organization–and don’t stop inviting them to events and engagement opportunities!
• Consistently follow up. Asking for feedback is the best way to improve your member experience. Whether you give members a chance to rave about a great experience or offer feedback on a change they’d like to see, all information is good information when it comes from your members.

5 Things to Include in Your New Members Orientation Toolkit

Remember that onboarding toolkit mentioned above? Here are five top elements to include as you onboard your new members!

Welcome email

According to the 2022 Membership Marketing Benchmarking Report, 79% of associations use welcome emails in their onboarding. This tried and true method is a quick way to say thank you and offer immediate member engagement opportunities. Sending a new member orientation email within the first 24 hours keeps you front of mind!

Member swag

If you want to include some special swag for new members, explore ideas that are relevant to your specific organization. 

Here are a few swag ideas for different membership organizations:

• A literary event could have a branded tote bag for books
• A golf club could offer a set of balls with the club logo
• A professional association could offer fountain pens
• An animal rescue nonprofit could provide a calendar with cute animal pictures

Welcome video

Looking to add something special to your welcome package? A thank you video from your staff, board, or beneficiaries is a clear way to express your gratitude. Adding a personal touch is key to member appreciation, as it shows new members that you see them as a valuable part of your community.

A welcome video also provides an opportunity for you to offer a quick virtual tour of your member website! This strategy is great for visual learners and can help your members stay engaged.

Welcome package

Think of this as a one-stop shop for everything your new members might need. Your welcome package can be sent either by email or physical mail—you can even ask members for their preference in their registration application.

This package should include:

Newsletter & social media shout-out

One major part of developing an association marketing strategy is to market across all your channels. Social media shout-outs make new members feel appreciated and introduce prospective members to the peers and colleagues they could connect with!

Similarly, welcoming new members in your monthly newsletter helps existing members get to know your latest recruits, forming connections between new and longtime members.

3 Ideas for New Member Orientation Programs

Building new member orientation programs that foster relationships between members is the first step in growing your year-round community. A member orientation program creates a structured way for new members to stay engaged beyond a single event. 

Here are three ideas to get you started!

Mentorship program

If you’re running a professional association, setting up a mentorship program for new members can help you:

A mentorship program is a win-win—you get to involve your long-time members while engaging new members through your organization!

Buddy program

It can be intimidating for new members to dive straight into participating in your organization. A buddy program helps integrate new members through 1:1 connections that inspire collaboration and curiosity. Buddies can try new activities together, or have a friendly face to attend organization events with.

If you’re running a nonprofit, you could even use this system to create small teams for a competitive fundraising event!

Member matchmaking event

Set up a questionnaire for new members to fill out, then host an event where “matched” members can get to know one another. By identifying a few similarities up front, you can help members break the ice without anxiety. This type of program does require a bit more work upfront, but it’s worth the connections it inspires!

8 New Member Orientation Event Ideas

There are loads of strategies for running a great new membership orientation, but nothing works quite as well as an event! These eight event ideas can help you engage new members and make a strong first impression.

Breakfast

Who doesn’t enjoy connecting over a warm meal? A welcome breakfast is a casual way to bring new members together and introduce them to your organization–and each other–over coffee! Unlike a happy hour, it also removes alcohol from the equation for members who prefer not to drink.

Community service event

No matter what type of organization you run, community service events are a great way to make an impact on a local level. Once again, community is a huge motivating factor for member engagement—your members will be grateful for an opportunity to make a difference.

Try hosting community service events like:

If you can make your event relevant to your organization, that’s even better! For example, a literary organization could host a book drive for kids or a medical association could do a drive for personal hygiene products.

Park event

When the gorgeous weather hits, it’s always a treat to get outside! Holding a new member orientation event in a local park on a beautiful day offers the dual benefit of getting your members out in the sunshine and increasing visibility for your org–perhaps even sparking interest in a passerby.

Before you host your outdoor event, consider:

Speed networking event

Considering that 85% of all jobs are filled through networking, it’s no wonder most people join associations to meet fellow members of their industry. You can help form new member connections fast with speed networking events—and then follow up with galas for more formal engagement.

Running these small events regularly will help your members consistently broaden their reach while also getting to connect with their new contacts!

Virtual event

Whether due to ability, distance, or personal preference, it’s unlikely that every new member will come out to in-person events. Luckily, virtual new member orientation events come with their own perks!

Going virtual for orientations, workshops, and networking events can:

Facilities tour

If your organization operates out of a physical location, consider inviting new members to take a tour. This offers a glimpse into how things work behind the scenes and allows new members to get to know your organization. Members can meet your staff, get an eye on the projects that are in the works, and gain a sense of the reality of your day-to-day work.

When members only know your organization based on your emails, it’s easy for you to feel less real to them. A guided tour through your facilities creates the image they’ll see when you pop up in the inbox—and hopefully, inspire personal investment in your success!

Quiz or trivia night

One of the fastest (and most exciting!) ways to engage new members is to encourage some healthy competition. Even the most reserved members can be motivated to participate when there’s a prize (or pride) at stake. And with the help of gamification tools, hosting a trivia event is easier than ever!

Add some fun to your new member orientation with:

Even something as simple as a quick quiz at the end of your orientation session can put a smile on your members’ faces. 

Sports event

Hosting a sports game or tournament is a fun way for members to get to know one another and build a sense of camaraderie. Here are some ideas you can incorporate into your new member orientation (and bring back as an annual event with existing members!):

How Event Software Helps with New Member Orientation

Now that we’ve explored different event ideas for new member orientation (not to mention programs and strategies to improve onboarding and retention!), let’s talk logistics. Organizing events for your association is a huge task–but the right event management software helps you pull it off every time. 

From new member welcome events to networking meetups to annual conferences, event management software provides membership organizations with:

EventMobi has the tools to support your new members’ orientation from planning through execution—and beyond! Connect with our team today to learn more about how you can turn new members into advocates through high-impact events.

Turn Your Newest Members into Your Top Supporters

New members join your organization for a reason: they’re interested in and excited about what your association has to offer. Whenever someone new joins, it’s up to you to maintain the momentum!

Welcome new members, encourage participation, and reassure them that they’re a valued member of your community. As you build out and troubleshoot your new membership orientation toolkit, programs, and events, you’ll continue to learn what turns people into lifetime members.

Ready to take your member engagement to the next level with incredible events? Watch these 8 videos to see what EventMobi can help you achieve!

Watch the Tour

The post New Member Orientation: 16 Ideas to Engage, Connect & Inspire Your Members appeared first on EventMobi.

But as your organization evolves, you’ll inevitably find yourself asking the big question: How do I grow my membership base? There are many strategies for attracting new members over time, but if you want to see a boost ASAP, the best thing you can do is start brainstorming membership drive ideas!

Ready to launch your membership campaign, but wondering where to start? We’ve got you covered with membership drive examples, marketing tips, and the event tech to make it all a breeze.

What is a Membership Drive?

A membership drive is a targeted campaign that’s designed to bring in new members to your organization! Membership recruitment campaigns are most often run by associations, clubs, and nonprofits who want to broaden their reach and power up their dues-based revenue.

No matter which membership drive ideas you lead with, a huge part of these campaigns comes down to marketing! Successful drives highlight the value of your organization’s benefits and services across all platforms and inspire people to get involved.

What are the best times to host a membership drive? You can run focused membership drive campaigns:

Additionally, you could hold a membership drive to target specific demographics (hello, Gen Z!).

A membership drive will encourage new members to join all at once and tap into your existing membership base to reach fresh audiences. No matter what kind of organization you run, a membership drive can be tailored to fit your needs and messaging. And if you’ve got an upcoming event, that’s the perfect time to start recruiting new members. 

How Do I Create a Membership Drive?

Membership drives work best when you’ve got a solid strategy in place. Here’s how to organize and execute your campaign in 9 simple steps!

Step 1: Assemble your team for brainstorming

A membership recruitment campaign is meant to reach a whole bunch of people, so it doesn’t make sense for one person to do the heavy lifting alone. As you prepare to brainstorm membership drive ideas, set up a meeting with your:

Most crucially, get some perspectives of people who spend the most time in direct communication with members. These folks will have the clearest idea of what members have raved about in the past, which makes for a great foundation.

Step 2: Assess your current membership program

Before you send out invitations to your membership program, take some time to review the value you’re currently bringing to the table.

Are your benefits unique? Are they relevant to your mission or industry? Do they actively engage your current members?

If you’re finding that your benefits could use a refresh, ask yourself: what can you offer in a membership that competitors can’t? Better yet, survey your current members to ask what you could be doing better!

Giving your membership program a facelift can go a long way toward enticing new members during your drive.

Step 3: Set SMART goals with clear KPIs

Chances are, you’ve heard of SMART Goals before—and if you haven’t, they’re about to be your new best friend.

The SMART Goal system helps you build goals that are:

Setting ambitious but attainable goals builds morale for your team and helps flesh out your campaign strategy. From there, all you need are clear KPIs to stick to so you can measure your progress and stay focused along the way.

Step 4: Budget!

It’s easy to go overboard when the membership drive ideas start flowing—who doesn’t like to plan an awesome campaign? A budget won’t just give you healthy restraints to work within, it’ll also make sure the cost of bringing on new members doesn’t end up canceling out the influx of new dues.

Step 5: Create your workback plan

The best membership campaigns utilize several different streams (social media, email, events, etc.). With multiple tasks being worked on at all times, it’s essential to keep your deadlines in order—and a workback plan will help you pace yourself!

Work backward from the day of your campaign’s launch to assign deadlines, and then put together a spreadsheet with:

This can also be done using project management software like Asana! Speaking of…

Step 6: Pick the right software

The right software makes all the difference when it comes to automating and streamlining your tasks. Instead of spending time adjusting cells in Excel, you can put more energy into the real connections you want to form with your prospective members.

Try using software like:

• Member management software to process dues payments, create membership registration forms, upload member information in a database, and more.
• Event management software to level up your membership drive events with mobile event apps, live and virtual event support, live polling and gamification tools, multi-event management tools, and more.
• Project management software to streamline internal communication, set deadlines, track outcomes, and more.
• Fundraising software to transform donors into members, collect your funds in one place, and share your campaigns far and wide.

Step 7: Market, market, market!

If your goal is to increase your membership base, then you need to make it easy for prospective members to get to know your organization.

Spread the word about your membership drive via:

You can’t over-market your event, but be sure you have a targeted audience and specific goals in mind for your campaign. Focused efforts are key to driving conversion!

Step 8: Execute your membership drive

Once you’ve got your plans in place, all that’s left is to kick off!

We recommend preparing a checklist for the night before that includes:

Step 9: Measure your success

If your membership drive takes the form of a one-day event, gather your data from the marketing efforts leading up to the day, and then the day itself (registrations vs attendees, social media impressions, etc.).

If your membership campaign is ongoing, have regular check-ins along the way to determine if there’s anywhere you’d like to pivot. For example, if you see your social media posts aren’t taking off, you can always try rescheduling them to that prime Monday 9 a.m. PST spot!

7 Membership Drive Ideas to Broaden Your Reach

Now that you know how to create a membership campaign, you might be asking: How do I attract people to join my membership program? Well, there’s an idea out there to suit every organization!

Try one—or several—of the membership drive ideas below to get started, with actual membership drive examples included.

Launch a referral program

Nothing retains members quite like acts of member appreciation. A referral program hits two birds with one stone by giving current members a thank-you perk and inviting new members in through a channel they trust. After all, 84% of people trust recommendations from people they know most!

Plus, your membership base is your community. Encouraging member referrals is a way to build on peoples’ current relationships and grow relationships organically. For example, the White Oaks Resort’s Niagara Fitness Health Club runs a referral contest where each referral gets members closer to winning a high-value prize package. Best of all, the winner is announced at the Club Member Christmas Party, which builds a stronger sense of community.

Run a creative social media campaign or challenge

These days, social media campaigns are a given when it comes to marketing—so the best way to make a splash is to create something that stands out! 

For your next membership drive, try:

Some membership drive ideas are about highlighting the value of your resources, which is very important! But getting playful on social media shows off the culture of your organization, which is equally important to making connections.

Host an association business spotlight

If you run an association, your reach is one of your most powerful tools. Spotlight your members on your:

Interviews and thought leadership posts allow prospective members to learn about who they’ll be able to network with if they join your association. At the end of your interviews, have your spotlighted business leaders talk about their favorite parts of your association and encourage people to join!

Offer a free resource

Give prospective members an idea about what your organization has to offer by including a free resource in your membership recruitment campaigns like:

Once people crack open the resource and see how much it has to offer, they’ll be quicker to jump on membership to your organization. This is also a great opportunity to measure the value of your resource—make note of how many emails convert to downloads and how many downloads convert to memberships!

Have a temporary membership discount

Offering limited-time discounts for new memberships gives you an opportunity to prove that your member benefits are valuable enough to pay the full price. If your organization sells any products or merchandise, you can also offer limited-time discounts to drive membership. For example, at Sage Garden Greenhouses, the first Tuesday of every month is Member’s Appreciation Day—which takes 20% off most items in the store!

Sometimes a brief price drop is enough to make people take the plunge. But the trick to turning these new faces into long-term members comes down to your onboarding process. So, once your new members are confirmed, be sure to:

Discounted services from partner organizations

The power of referrals comes down to word of mouth—and that’s equally valuable from partner organizations and influencers! The chance to receive a solid discount might just be the final push people need to try out what your organization has to offer.

The best partner discounts are ones that are relevant to your organization. For example, the Ontario College of Teachers partners with Chalkboard Plus, a national perks program designed specifically for schools and educators.

Host a volunteer opportunity

The best way for people to get an idea of the culture of your organization and its impact is to give them a chance to get involved. April is National Volunteer Month, which makes it a great opportunity to lean into your volunteer efforts. Adding on a membership discount or perk as a thank you to these volunteers is another strategy you can use to drive conversion!

6 Reliable Membership Drive Events

Events are a fantastic source of non-dues revenue—but if you incorporate them into your membership drive ideas, you can transform admission fees into member dues! Here are some membership campaign ideas that convert event attendance into ongoing membership.

Annual conference

For many organizations (especially associations!), running a solid annual conference is the backbone of what drives membership. The chance to network, stay up to date with industry news, and make lasting memories is what turns attendees into lifetime members.

Take the Science Fiction and Fantasy Writers’ Association (SFWA) as an example. They host the Nebula Conference, which is home to the prestigious Nebula Awards. When aspiring writers attend a conference that offers an inspiring creative experience, they’ll be more eager to apply to become members as they become eligible.

Open networking event

When it comes to membership drive ideas, networking events offer quick insight into what your membership community looks like. According to the Membership Marketing Benchmarking Report, 57% of people join associations in order to network with peers.

Take your free networking event to the next level by:

Psst–all of this can be made simple with event management software like EventMobi. Chat with us to learn more!

Lunch or happy hour

A casual drink or meal offers a more relaxed atmosphere for prospective members to connect. Humans are social creatures and benefit from having a sense of community. While a shared hobby, interest, or career might be what brings your members together, forming personal connections will be what keeps them together.

Charitable event

Giving prospective members the opportunity to be a part of something meaningful creates positive memories and can inspire them to stick around.

Explore membership drive ideas like:

If any of these events have entry fees, advertise a discounted member price—and potentially one additional perk for new members!

If you’re a charitable organization, don’t forget to look into event management software for nonprofits. These tools can help streamline the process of turning attendees into members.

Workshop

Does your organization specialize in offering certain classes, certificates, or professional development opportunities? A free workshop gives prospective members an up-close look at the quality of your benefits. It’s important to share how awesome your perks are, but it’s most effective when people can see for themselves!

Guest speaker series

Looking for membership campaign ideas that’ll let you really show off your connections? Hosting special talks with event speakers highlights the value of membership to potential members, especially those who are early in their careers.

Curious about who people might want to see? Survey current members for a list of names so you can identify any trends!

Power Up Your Membership Campaign with Event Management Software

It’s no secret that events are the key to turning membership campaign ideas into fantastic memories. Want to simplify your behind-the-scenes work and create the best attendee experience possible? Then it’s time to explore event management software!

Whether you’re running an in person, virtual, or hybrid event, EventMobi’s event management software can amplify your membership drive with:

Want to make your membership drive event one to remember? Chat with our team today!

Build a Thriving Community with These Membership Drive Ideas

Growing your membership base ultimately comes down to two things: expressing the value of your membership program and making genuine connections. By hosting fresh and engaging membership drives, your community will thrive for years to come.

The post 13 Membership Drive Ideas for Events & More (Plus How to Run a Campaign!) appeared first on EventMobi.

Attendance tracking is more than a headcount: with the right strategy, tools, and an event app or platform, you can capture meaningful information about who showed up, what sessions they attended, and how engaged they were. Those insights help event planners optimize budgets, create targeted follow-ups, and demonstrate clear ROI to stakeholders and sponsors.

In this guide, you’ll learn why tracking attendance matters, the tracking options (from paper lists to advanced software), what features to prioritize, and a practical roadmap for implementing an efficient check-in and reporting process — plus a quick demo of a software solution later in the article. Scroll to the software demo if you want to see a live setup and real-time reports.

Why Should You Care About Tracking Attendance at Events?

Understanding attendee behavior isn’t just a smart event management tactic — it’s essential to delivering successful events. Robust event attendance tracking gives event planners the data they need to spot patterns, tailor programming, and measure the true impact of your event beyond simple headcounts.

Below are the top reasons to prioritize attendance tracking at your next event — and how each reason translates into concrete value for your team, sponsors, speakers, and attendees.

Track ROI with hard attendance data

Event costs add up fast — staff, venue, AV, and marketing. Attendance tracking provides quantifiable metrics you can pair with cost data to calculate return on investment. Use session-level attendance and post-event reports to show what delivered value and where to reallocate future investment.

Deliver sponsor-ready data

Sponsors want measurable exposure. Precise attendance and engagement data lets you create tailored sponsor reports showing impressions, session reach, and attendee demographics — proof that strengthens relationships and future investment. Example: a sponsor report showing session attendance trends can justify a higher sponsorship level next year.

Verify CE and certification attendance

For organizations offering continuing education, session-level check-ins and timestamps let you verify who attended and for how long — essential when issuing CE credits or certificates. Confirm specific minute thresholds in your industry before relying on automated systems.

Give speakers useful audience insights

Share attendee profiles, session attendance, and feedback to help speakers tailor content and improve engagement. When speakers see who attended and what they engaged with, they can iterate and deliver higher-impact sessions.

Measure and boost engagement

It’s one thing to get people through the door; it’s another to keep them engaged. Use attendance tracking combined with session feedback and in-app interactions to spot which content resonated and which didn’t — then iterate for future events.

Personalize post-event follow-up

Armed with attendance and session data, your post-event outreach can be targeted and relevant: personalized emails referencing sessions attended, suggested content, and follow-up offers convert better than generic “thank you” messages.

Support safety and access control

Tracking helps manage who is where and when — useful for controlled access to VIP areas, preventing unauthorized entry, and supporting emergency protocols. Note: attendance tracking supports security efforts but should complement on-site security practices.

Power your planning and remarketing

Attendance data fuels smarter planning — spot trends, predict demand, and design better layouts and schedules. It also enables targeted remarketing campaigns to nurture leads from your events into customers or long-term members.

In short: accurate attendance tracking turns scattered data into a strategic advantage. Later in this guide we’ll cover specific event check-in options, from simple paper lists and Excel to QR codes, apps, and full event attendance tracking software — jump to the features section to compare options and pros/cons.

13 Types of Event Attendance Tracking

Event attendance tracking has evolved from pen-and-paper lists to sophisticated systems that deliver rich data for event planners. Whether you’re running hybrid meetups, virtual seminars, or large in-person conferences, choosing the right tracking option affects attendee experience, data quality, and overall event ROI.

Below are practical tracking options — when to use them, who they’re best for, and the main trade-offs to consider so you can pick the solution that matches your event size, budget, and data needs.

Tip: if your goal is analytics and post-event reports, prioritize solutions that capture attendee-level data (QR codes, apps, RFID, or dedicated attendance software).

Manual check-in

When to use it: very small gatherings or community meetups where a personal welcome matters.

Best for: events with fewer than ~50 attendees and tight budgets.

Watch-outs: time-consuming, error-prone, and yields minimal data beyond names on a list.

Excel sheets

When to use it: small-to-medium events where organizers want a low-cost digital backup of paper lists.

Best for: teams comfortable with spreadsheets and manual updates.

Watch-outs: no real-time syncing, higher risk of duplicates or data loss, and limited reporting capabilities unless integrated later.

Clicker counters

When to use it: simple headcounts for free-entry sessions or pop-up events.

Best for: venues needing a fast crowd estimate without attendee-level data.

Watch-outs: provides no attendee profiles or analytics — it’s purely a numbers tool and can miscount during surges.

QR codes and barcodes

When to use it: events that want fast, individualized check-in with machine-readable records.

Best for: conferences and seminars where you need session-level attendance and accurate reports.

Watch-outs: requires attendees or staff to have devices (or kiosks) with working cameras; ensure backup options for low-connectivity areas. See our QR code check-in guide for setup tips.

Self-check-in kiosks

When to use it: medium-large events and exhibitions where reducing queues is a priority.

Best for: events that want a branded, contactless check-in and can invest in onsite hardware.

Watch-outs: upfront hardware and setup costs; test kiosks in advance and have staff backups for troubleshooting.

Social media analytics

When to use it: virtual or hybrid events where organic engagement (tweets, check-ins, stories) adds value.

Best for: marketing teams that want sentiment and organic reach metrics.

Watch-outs: impressions don’t equal attendance — use social metrics in combination with registration and app analytics for a full picture.

Swipe cards

When to use it: events that need secure ID-style access (trade shows, backstage areas).

Best for: multi-day events requiring durable physical credentials.

Watch-outs: production costs for cards and risk of lost/malfunctioning cards disrupting access control.

Ticketing platforms

When to use it: paid events where ticket sales are the primary registration channel.

Best for: events that need integrated sales and initial headcount estimates.

Watch-outs: reliance on third-party ticketing systems can mean fees and limited ownership of attendee data unless integrations are configured.

Online registration forms

When to use it: any event that requires pre-registration and wants to collect demographic or interest data.

Best for: capturing registrations and creating registrant databases that feed into check-in systems.

Watch-outs: registrations ≠ attendance — use combined check-in methods to verify actual attendance.

Event attendance tracking software

Event attendance tracking software like Eventmobi integrates registration, event check-in, session-level tracking, analytics, and reporting into one platform — ideal for organizers who need reliable attendee-level data and powerful post-event reports.

RFID bands

When to use it: large festivals, trade shows, or events that require frictionless, real-time location and access control.

Best for: organizers who need scalable, granular data and can invest in tag/readers and infrastructure.

Watch-outs: higher setup and rental costs; ensure data security and plan for integration with your analytics platform.

Facial recognition

When to use it: select use-cases where instant, hands-free check-in and strong identity verification are needed.

Best for: high-security events where privacy policies and local laws permit its use.

Watch-outs: strong privacy and legal implications — verify local regulations and get explicit attendee consent before deploying facial recognition.

Pros and Cons of Each Type of Event Attendance Tracking

9 Core Features of an Event Attendance Tracking App

Selecting the perfect event attendance tracking software isn’t just about fitting your event budget — it’s about choosing features that reduce friction on the check-in process, capture reliable data, and deliver reports that help you make smarter decisions. The right app can streamline registration, speed event check-in, and provide analytics that turn attendance into actionable insight for event planners and stakeholders.

Below are the core features to prioritize when evaluating attendance tracking tools — what each does, why it matters, and one quick tip to get the most value from it.

• Self-check-in: Allows attendees to check themselves in via kiosk or mobile app, reducing queues and staff workload. Tip: always keep a staffed backup station for first-time users.
• Event check-in centralization: A single system for all entrances and sessions prevents fragmented lists and mismatched counts — essential for accurate reports and smooth operations.
• Session check-in (session-level tracking): Track which sessions attract the most attendees and for how long to inform programming decisions. Tip: enable timestamps so you can validate CE or certification attendance.
• QR code scanning: Fast, low-cost individual check-ins that feed attendee-level data into reports. Tip: print backup lists and test devices in low-light conditions to avoid hiccups.
• Search and quick lookup: Rapid search for names or registrations speeds problem resolution at the desk — invaluable when handling on-site registrations or name mismatches.
• Access privileges: Role-based access (VIP, staff, speakers) creates secure zones and improves attendee experience. Tip: map out access levels during planning to avoid last-minute confusion.
• Analytics and reporting: Built-in analytics turn attendance into insights — session trends, peak times, and demographic breakdowns for sponsor reports. Tip: schedule automated post-event reports for stakeholders.
• Real-time syncing: Ensures all devices and dashboards reflect the latest check-ins so your team acts on current information, not stale lists.
• Feedback integration: Collect session and speaker ratings directly in the app to connect attendance with sentiment and engagement metrics.

How to prioritize features: 1) Define your goals (analytics vs. speed vs. security). 2) Match features to scale (small events can lean on QR codes; large conferences often need RFID or full software). 3) Balance budget and data needs — prioritize analytics, real-time syncing, and secure access if you want robust reports and sponsor-ready metrics.

How to Track Attendance at Events: From Choosing a Tracking Method to Post-Event Reporting

Choosing to track attendance is the first step — the real work is implementing a reliable system that captures registrations, powers event check-in, and produces post-event reports you can act on. A clear process combines the right tools (from simple forms to full event attendance tracking software), team readiness, and a playbook for event day.

Use the roadmap below to move from selection to execution to analysis. Each phase includes concise, actionable tasks and recommended timing so your team can run attendance tracking like a well-oiled machine.

Quick checklist (high-level): Define goals → Choose method/platform → Train team → Test equipment → Execute check-in → Analyze reports → Follow up.

Before your event: Select your event tracking solution

• Decide how you want to track attendance. Align on goals: do you need simple headcounts, session-level analytics, or sponsor-ready reports? For minimal budgets, paper lists or Excel can work; for robust analytics and automated reports, choose an event app or attendance tracking software.
• Choose your software or tools. Evaluate options for features like QR code check-in, session check-in, real-time syncing, and analytics. Verify integrations with your ticketing and registration systems to avoid duplicate data entry.

After choosing your software: Plan for success

• Onboard your team (30–60 min hands-on). Run a 30–60 minute hands-on training for front-line staff covering check-in flows, troubleshooting, and failover procedures. Assign roles: registration lead, technical support, and floater to handle exceptions.
• Explore features and set preferences. Configure session check-in, access privileges, and analytics dashboards ahead of time. If using QR codes, ensure each attendee and session has a unique code and test scanning on multiple devices.
• Create an event day game plan. Build a simple run sheet: equipment checklist, station owners, peak staffing windows, and escalation contacts. Include a contingency plan for connectivity issues (offline mode, manual list fallback).
• Set up registration space and session check-in points. Design the entrance flow with clear signage, and place kiosks or scanning stations where they minimize congestion. Ensure staff have search access to correct registration names and merge duplicates quickly.
• Test your equipment — run 3 live scans. Test devices on-site: scan QR codes, run kiosk check-ins, and simulate session check-ins. Test on multiple device models and with low battery/network to validate failovers.

On event day: Go live!

• Check everyone in. Use your chosen check-in process (QR codes, kiosks, swipe cards, or app). Monitor live dashboards to spot bottlenecks and reallocate staff in real time.
• Optional: Session check-in. If you’re tracking CE credits or session popularity, enable session-level check-in and timestamps so you can validate attendance durations later.
• Optional: Check out attendees. For capacity management or post-event safety, consider a check-out flow; self-service kiosks can be toggled from check-in to check-out as needed.

Post-event: Analyze and learn from your attendance reports

• Analyze results with analytics. Pull session attendance, peak arrival times, and engagement metrics. Export sponsor reports and attendee lists; compare attendance vs. registrations to calculate no-show rates.
• Communicate numbers with stakeholders. Share concise reports with leadership, sponsors, and speakers. Include key metrics: total attendance, top sessions, average dwell time, and lead-capture summaries.
• Gather feedback and iterate. Send targeted post-event emails based on sessions attended (higher conversion than generic follow-ups). Capture attendee feedback via in-app forms to inform next year’s priorities.

Want a ready-made checklist? Scroll to the demo section to see a 5-minute setup that shows how an event app integrates registration, event check-in, session tracking, and reporting — or book a personalized demo to walk through your specific requirements.

Event Attendance Tracking Software: EventMobi Check-In in 5 Minutes

Want to see a real-world example of event attendance tracking software in action? The short demo below walks through a full event check-in process on a single platform — from registration sync and QR code scanning to real-time dashboards and post-event reports that help you act on attendance data.

• Quick setup so your team can be event-ready fast — ideal when staff time is limited.
• Intuitive check-in flows (app and kiosk options) to reduce lineups and friction for attendees.
• Real-time analytics and reports that show attendance trends as the event unfolds, enabling instant operational decisions.
• Scalable options and integrations so the same system works for small meetups or multi-track conferences.

Key takeaway: an integrated attendance tracking solution (QR codes, session check-in, and synced dashboards) reduces manual work and delivers sponsor-ready data. If you want to see the QR code check-in flow, look for the on-screen demo of scan setup and reporting in the video — it shows the check-in flow and the resulting analytics in real time.

Watch the magic unfold below::

Ready to try it with your team? Book a personalized demo or request a trial to see how the check-in process, attendee-level tracking, and reporting integrate with your existing registration platform.

Go Beyond the Headcount with Your Event Attendance Tracking!

Event attendance tracking is no longer just about counting heads — it’s a strategic capability that turns attendee data into better experiences, stronger sponsor relationships, and measurable outcomes for your organization. When you use attendance data to inform programming, marketing, and operations, the impact on event ROI becomes clear.

As attendee expectations evolve, event planners should prioritize tools and processes that capture meaningful engagement signals — session-level attendance, dwell time, and feedback — so events become both memorable and measurable.

Whether you manage small meetups or multi-track conferences, start with your objectives (engagement, lead capture, CE verification, or sponsor reporting) and pick the event check-in and tracking solution that aligns to those goals.

Ready to transform attendance into impact? Book a short 15-minute demo (plus Q&A) to see EventMobi’s event check-in and attendance tracking solution in action — the demo covers setup, QR code check-in, live dashboards, and sponsor-ready reports. Book your personalized demo.

Privacy note: attendee data is handled in accordance with our privacy policy — we recommend reviewing data security settings during your demo.

Book a Demo

The post Event Attendance Tracking: How to Go Beyond Headcount to Boost ROI appeared first on EventMobi.

In this article, we’ll touch on what a member directory is, how it can help your association, what type of information should you include in a membership directory, how you can create one, and several platform options for you to choose from.

What is a Member Directory?

A member directory, or member list, is a list of all members of your organization. Depending on how your organization sets up membership, you can allow free access to your member directory or gate it behind a paywall (or a members-only portal). 

Your association’s membership listing is a centralized resource of contact information and membership status. Members can refer to these membership lists when seeking to connect with others within the same organization or community, and it can also be used by those outside your organization to find a professional or contact for other reasons (jobs, events, etc.).

Member directories come in multiple formats, and we’ll discuss that in a moment! Some popular options include putting up your membership directory on your website…

…or hosting it via a mobile app:

What is the Purpose of a Membership Directory?

Membership directories help your organization in multiple ways:

Providing networking opportunities

Most of the time, members join a community or association for the networking opportunities. In fact, the 2023 Membership Marketing Benchmarking Report states that 64% of associations believe members join to network with others in the field. 

With an association directory, your members can easily find and connect with others. Obviously, this is really useful for networking for business, social events, and driving member engagement.

Sharing contact information

Your member directory is, at its core, a list of members. No matter what type it is, your membership directory makes it easy for members to find others’ contact info, like phone numbers, email addresses, or social media accounts.

Boosting online visibility

Did your organization record an increase in new member acquisitions in the past year? According to the 2023 Membership Marketing Benchmarking Report, 50% of associations reported an increase in new member acquisitions, up from 44% in the 2022 report!

With all those new members, you need a way to centralize your membership’s success and make it a part of your association marketing strategy. Your membership directory can:

• Advertise the perks of membership
• Present your data—how many members do you have? How has your community grown over the years?
• Call out member accomplishments

Verifying membership

You can use your member directory to validate the authenticity of members, ensuring that not just anyone can claim to be a member of your organization.

Supporting admin & staff

As your organization grows, your staff needs to work with an increasingly large amount of data. With a member directory, your staff can easily manage member info or set up communication channels between members.

Helping members grow their business

For professionals and businesses, being part of a member directory can widen their network and lead to new opportunities—whether it’s obtaining a business partner or getting new customers. This will ultimately help their business grow and thrive, and improve their member experience.

One important note to keep in mind: privacy concerns.

You need to strike a balance between providing valuable information and respecting members’ privacy. Make certain data optional so members have a say in what information they want included in their profile and who can see it.

You should also have policies in place to protect members’ data in case of data leaks or breaches!

What Information Should a Member Directory Include?

So what kind of information should you include in your member directory? Here’s a list of the most common options:

Note that not all of this information is required! Organizations can choose to include as much or as little information as they want. And to reiterate—you need to take members’ privacy into account! Make sure members have the option to choose which information they want to include and who can see their info.  

Types of Member Directories

Membership directories come in various forms depending on your needs! Let’s take a look at some of them:

Printed

Printed directories are the traditional type of member directory. They’re typically distributed to members at meetings, events, or sent in the mail. The American Medical Association (AMA), for example, first published their AMA directory in 1906 and has been doing so every couple of years up to the present. But a printed directory is hard to access, update, and scale!

Shareable spreadsheet

Spreadsheets like Excel or Google Sheets are easy to create, share, and update. Members can be given access to the document so they can update their own information or view other people’s info. Plus, these platforms are free, so this is a quite popular option for organizations on a budget! 

Website

More and more organizations have moved on to an online member directory accessible via their association’s website since it’s one of the main ways new members get to know about them. Plus, with an online membership directory, organizations can incorporate their branding and additional features like search, filtering, or social media integration. With a member portal, members should also be able to update their own profile—saving your staff time and energy.

The Chamber of Commerce of Great Kansas City, for example, allows people to easily browse and search within their online member list by typing a name, category, or keyword:

They also have an online print directory, if you want to check it out!)

The American Psychological Association (APA) also has a member directory on its website, exclusive to APA members and its affiliates:

Mobile app

Organizations can choose to host their membership directory on a mobile app as well. This comes with multiple benefits:

• Mobile apps provide on-the-go access to directories, making networking much more convenient
• Mobile apps, especially event member directory mobile apps, can include features like push notifications or event registrations 

Organizations can use a third-party mobile platform like Slack or Discord for its membership directory, or create their own. The Canadian Medical Association (CMA), for example, has a mobile event app where members can:

• Find and connect with other event delegates
• Learn about the event program and event speakers
• Receive important updates and messages
• And more

Social media groups

Social media is also an option as organizations can create social media groups or pages for members to connect and interact. You can set your groups to be private if you want to regulate the people joining! The National Association of Realtors (NAR), for example, has a private Facebook group for its members:

Portal or Members-only

A portal or members-only section of a website can be used to house a member directory. This can be a good option for organizations that want to keep their member directory private. Remember the APA’s membership directory page? It’s exclusive to its members and affiliates. Another example: the American Bar Association (ABA) has a members-only section of its website that includes a member directory.

How Do I Create a Member Directory?

Ready to learn how to create a member directory for your organization? Follow these six simple steps:  

1. Choose your platform

Choose a platform that meets your specific needs and budget. Do you need a spreadsheet, a website, or an association management system (AMS)? Consider factors such as the size of your membership, the type of information you want to include, and the features that are important to you.

2. Set up your data

Gather the information that you want to include in the directory, such as name, contact information, organization or affiliation, picture, and bio. You can use a spreadsheet and form, AMS, or CRM system to organize your data.

3. Implement your tech

If you’re creating a website or mobile app, you’ll need to choose a platform and implement the necessary technology. Need some inspiration? Check out our post on the 17 features you need on your association websites to attract and retain members.

4. Import your member data

Once you’ve chosen a platform, start importing your member data. If you’re using a spreadsheet to host the data, you can typically export it as a CSV file and import it into your platform.

5. Create member directory onboarding

No matter which platform you use for your member directory, always make sure there’s proper onboarding for members. You don’t want people getting dissatisfied because they can’t find the person or the resource they need! Create a process for new members to join the directory and update their information. You may also want to create a tutorial for members on how to use the directory.

6. Continue to recruit members

Once you’ve created your directory, let your members know about it! Encourage them to join and update their information regularly. You can promote your directory through email, social media, and your website. Or if you organize association events regularly, you can let people know about your member directory there too!

Speaking of events…

Bonus: Event Member Directories

Event member directories can help attendees connect with each other, find contact information, and learn more about each other’s areas of expertise. This can facilitate networking and collaboration among attendees at your major events, or at online events throughout the year!

To create an event member directory, you can use a software solution like EventMobi. 

First, you’ll want all your registered members to be organized as a “member” attendee type. Then you can provide member-specific content and encourage networking between members at your event! They can explore features like:

Contact us if you’d like to improve member networking at your next event–and build a stronger event community!

5 Member Directory Software Solutions

If you want to host your association’s directory using a software solution, picking the right one is essential! Here are our top recommendations:

Best for Events: EventMobi

EventMobi is an all-in-one event management platform that offers a variety of features, including a member directory. With EventMobi, you can create attendee types and assign attendees to specific types. This makes it easy for attendees to find other members who share their interests or expertise! EventMobi also offers a number of other features that are beneficial for events, such as event registration & check-ins, networking tools, and branded mobile apps.

Best for WordPress Sites: WildApricot

WildApricot allows organizations to set up searchable online member directories whether they’re public or private. You can build your website right within WildApricot, or create your member directory in WildApricot and embed it into your website. WildApricot also offers some other features like email marketing. For this reason, WildApricot is a great choice if you want to set up a member directory on your WordPress site.

Best for Chambers: GrowthZone/ChamberMaster

As you can tell from the name, GrowthZone/ChamberMaster is tailored to the needs of chambers. This platform includes features such as member management, contacts, lists/committees, web content management, and more.

Best for Customization: Tendenci

Tendenci is an open-source membership management platform designed for nonprofits and associations. With Tendenci, you can mix and match the features you need to create your own app platform, such as membership management, business directories, community forums, and so on.

Best for No Budget: Google Forms + Sheets

And yes, the good ol’ Google Forms and Sheets combo. This is a good option for organizations with a limited budget. To create a member directory with Google Forms and Sheets, you can create a form to collect member information and then use Sheets to organize the data. You can then share the Sheets spreadsheet with members or publish it to your website.

Pick EventMobi If You Need a Membership Directory for Your Events

A membership directory is a great way to help your organization or association thrive. If you’re considering creating a member directory, be sure to look into different options to choose the best one that fits your needs and budget!

And if you’re planning to host an event, EventMobi can certainly help. Contact us to learn more!

Contact Us

The post Membership Directory: Why Your Organization Needs One (and How to Create Yours!) appeared first on EventMobi.

In this blog post, we’ll cover:

• How to increase membership retention
• The best member retention strategies
• Tips on creating an event strategy for member retention

What Is Membership Retention and Why Does It Matter?

Membership retention is an organization’s ability to keep its members active following recruitment and onboarding. If a significant portion of your members renew each year, then you have solid member retention rates.

Why does member retention matter? It’s one of the most cost-effective ways for your organization to grow and succeed! According to a study from the Harvard Business School, investing in customer retention can increase profits by 25-95%.

Acquiring new members comes with upfront costs, especially those tied to marketing. Implementing even the most basic member retention strategies will not only save you money, it’ll help you increase revenue over time!

How to Increase Membership Retention

According to the 2022 Membership Marketing Benchmark Report, the median membership renewal rate currently sits at around 84%.

If your retention rate is below that number, here are a few quick things you can do to improve it:

• Communicate effectively. Use multiple streams of communication (email, social media, paper mail, etc.), solidify your messaging, and consistently follow up with members to increase the likelihood of reaching them and staying top of mind.
• Engage your members. Inviting your members to connect and participate with your organization is a great strategy to increase member retention! Engaging your members helps them feel more connected to your organization and reminds them of everything you have to offer.
• Implement feedback. Responding to members’ needs and interests shows them that you’re listening to what they want. It sounds simple, but one of the top nonprofit and association member retention strategies is simply listening to what your members have to say and responding accordingly.

Let’s get into some more specific membership retention strategies you can try out!

The Top 14 Member Retention Strategies

Member retention largely comes down to active engagement. But on a practical level, how can you actively recruit and retain members for the long run?

Here are 14 membership retention ideas and strategies for your organization:

Onboard like a pro

You know what they say about the power of first impressions! Often, the quality of your welcome can have a huge impact on your members’ relationship with your organization.

Within the first couple weeks of member sign-up, it can be beneficial to:

Something as simple as sending out a welcome message can increase member engagement with your email content by 33%!

Build community spaces

People tend to join associations and membership organizations out of a desire to connect with others who share a common hobby, interest, or profession. By creating thriving community spaces that foster these types of connections, your organization can keep members engaged all year round–and motivate them to renew their membership year after year.

One of the best association member management strategies is investing in tools to nurture connections between members. For example, after you host a fantastic event, you can give members a space to keep the conversation going! Event apps and membership management software make it easy to create year-round points of connection for your members.

Provide special offers

The power of an exclusive treat goes further than you might think! Over 50% of consumers say loyalty points and discounts make them stick by a brand longer—and the same logic applies to membership organizations.

If you’re wondering how to retain members with special offers, consider serving up:

Show your members that your organization provides experiences and offers they can’t get anywhere else and you’ll likely see a boost in your membership retention rate.

Create valuable exclusive content

A solid set of resources can be just as valuable as more tangible rewards (if not more!). Your members appreciate access to member-only content that helps them develop their skills and knowledge–which makes offering exclusive resources one of the best association member retention strategies.

This special content could include:

Keep this content up to date with current news and trends to ensure your resources–and your organization–remain relevant over time. If members think of your organization as the most cutting-edge, go-to source of knowledge and expertise whenever they have questions about their field, then why wouldn’t they extend their membership?

Actively request feedback

We’ve already talked about the importance of implementing member feedback, but it’s also important to set time aside to ask for it. Your members might not always realize how valuable and welcome their input is–or even know how or where to provide feedback! 

Encouraging them to share their ideas and opinions can help you improve the member experience, collect actionable data, and show your members you appreciate them.

You can request feedback through:

The trends you receive in feedback will give you a clear idea of what most of your members might be interested in. Before finalizing any changes that’ll impact members, consider sending out a survey to confirm that the majority of opinions align with your actions!

Keep it personal

To connect with and retain your members, it’s essential to get to know them on a personal level. CSAE notes the importance of studying demographic behavior for associations. 

Any data you gather about your members can help you better understand their:

• Specific interests
• Levels of engagement
• Preferred communications channels

With this information in hand, it’ll be easier to personalize communication by segmenting your email lists and improve member satisfaction by planning experiences that best suit their interests and needs!

Plus, you can offer a personal touch with:

Host engaging events

No matter what type of organization you run, your members will appreciate engaging events! Implementing an event strategy for member retention can yield major results–especially since 49% of marketers say engagement is the top factor in event success.

You can pull off more engaging member events by incorporating:

The memories you make with your members can very quickly translate into member retention. Even if certain members aren’t as active throughout the year, the excitement around a recurring annual event can be enough to prompt renewal. 

Offer virtual and hybrid event opportunities

Putting in the extra effort to have all of your members involved is a key event strategy for member retention!  Allow members around the world to engage with your organization through virtual and hybrid event options like:

With software like EventMobi’s Hybrid Event Platform, going the hybrid route allows you to strengthen your connections with all your members.

Leverage the right software

There are plenty of factors to manage when planning your member retention strategies, which is why choosing the right software can be so helpful!

Try working with tools like:

• Event management software to provide tools for in-person, virtual, and hybrid events
• Social media management platforms like Hootsuite to simplify marketing
• Project management tools like Asana to manage backend planning

Create networking opportunities

One of the top association member engagement strategies is creating networking opportunities. Why? Because 45% of association members cite networking with their peers as their top reason for joining!

Positioning your organization as a place to make and deepen connections is one of the best association member retention strategies out there!

Develop a mentorship program

Did you know that 76% of people think mentors are important, but only 37% actually have one? If your organization can help bridge that gap, you’ll be fulfilling an essential need–and one that especially matters to young professionals! Those seeking mentors are more likely to have a long career ahead of them, which means there’s a greater chance they’ll become long-term members and advocates for your org.

Developing a mentorship program benefits your organization, your members, and your community. Not only does mentorship build your industry’s community, but it also creates a new generation of leaders for the future. Eventually, some of your most loyal members might graduate from mentees to mentors themselves!

Automate the renewal process

About one-third of associations report that membership lapses are caused by the member forgetting to renew! An easy solution is to automate renewal payments. Just be sure to email members about upcoming renewals in advance so the charges don’t come as a surprise!

You can also save your team time by automating member communications like emails and social media posts. Cutting out the tedious manual steps leaves more time for coming up with creative member retention strategies!

Allow members to hit pause

The concept of membership doesn’t need to be all or nothing–especially since flexible membership options can make new members more comfortable about signing up. Allowing members to temporarily pause their membership means you can maintain a connection with them even if they need a break.

While pausing membership might lose members access to special benefits, you could continue to send them your newsletter, for example. This keeps paused members up to date on your organization and when they’re ready to rejoin, your org will still be top of mind. 

If your feedback shows that members are pausing or canceling due to financial reasons, you may also want to offer a compassionate pricing option.

Hold exit interviews

While 100% membership retention is the goal, for most organizations, a small amount of churn is inevitable. When someone chooses not to renew their membership, the best way to turn the loss into a valuable opportunity is to ask them for an exit interview.

Holding exit interviews:

• Gives you valuable data on why members have moved on
• Creates an opportunity to see if you can win them back
• Closes a door without burning a bridge

The silver lining is that understanding why some members leave allows you to improve retention going forward!

Creating an Event Strategy for Member Retention

Many of the best member retention strategies come down to holding engaging and memorable events for your members.

Here are a few tips to get you started on planning your event strategy for member retention:

• Assemble your team. Recruit team members who have previous experience running successful events. If you’re looking for volunteers, reach out to your long-time members to see who’s interested—after all, they know firsthand what inspires members to renew!
• Set your objectives with SMART Goals. The clearer you can get on your goals, the more likely you are to achieve them. As you plan your events for the upcoming year, determine the specific purpose of each to ensure a well-rounded event strategy.
• Review your event budget. Early identification of your projected expenses and revenue will help you determine the scope of your event. If you find yourself limited by your event budget, prioritizing virtual events might be a more viable option. 
• Build your toolkit. Review the software you need to run your events. Flexible event management software is your friend here—but we’ll get into that more below.
• Market like a pro. Your association marketing strategy can be applied to your events throughout the year. With your member lists segmented, comms channels solidified, and sponsors secured, marketing your event should be a breeze.

How Event Software Can Boost Your Member Retention Rate

If you’ve got your eyes on long-term member retention strategies, holding a memorable event is the way to go. One of the best ways to pull off an engaging event that your members will love is leveraging event management software!

EventMobi’s software can emphasize the value of your organization with:

With EventMobi’s toolkit and behind-the-scenes customer support, you can execute your event strategy without a hitch. Chat with our team today about how we can elevate your next event!

Knock Your Membership Retention Out of the Park

With a thorough member retention plan and the right software in place, nurturing member relationships doesn’t have to be challenging. As your organization grows, the people you turn into your long-time members will become your biggest cheerleaders!

Want to increase member engagement, retention, and satisfaction? Take the product tour to discover how EventMobi can help!

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