The Many Nuances of Conference Planning

ST. LOUIS – Since 1979, CU Conferences has put together conventions, workshops and training sessions for CEOs, directors, human resources personnel, marketing staff and volunteers on every slice of credit union operation imaginable. Priding itself on exclusively serving the credit union community, the company was founded by credit union professionals “tired of searching for learning opportunities only to find themselves in a conference designed for bankers or accountants,” said Robert Berra, director of conferences. “There’s an urgency to keep up with what topics are important in the industry,” Berra said. “That’s priority number one.” Among the traditional fare of conferences, the company has planned and pulled off meetings on cruise ships and to exotic locations. Berra said the fundamentals remain the same: an agenda chock full of timely industry concerns, well-known speakers with strong credentials and making sure the host city and hotel are easily accessible by air and on the ground. Berra would not provide specific details on the differences with planning a cruise conference but would say that putting together a meeting outside of the continental United States is sometimes easier than those within its borders. “Hawaii, for instance, is probably the easiest place to work with because the people are so accommodating and genuinely friendly,” Berra said. While the majority of meetings are held in the U.S., there is a 10-day Credit Union Tahiti Cruise Conference scheduled in 2004 and another to the Caribbean islands in February. For those held within the U.S., popular spots are Las Vegas, Scottsdale, Ariz., San Francisco, San Antonio – “everything is within walking distance” and Boston and New Orleans are becoming more popular, Berra said. The budget is established early on and while “we sometimes go over budget, we try to keep it pretty close. There always seems to be a need for an extra mailing (to potential attendees).” Other nuances that Berra said are common with any type of conference planning are accommodating the growing number of attendees that bring their spouses. Nearly 40% of participants will bring a guest or spouse, he said. Federal credit unions should also ask for the tax-exemption well before the start of the meeting. “Anytime after the meeting starts, your chances of getting the exemption are slim to none,” Berra warned. Some hotels and meeting centers in certain cities are not as accessibility-friendly for those with physical disabilities, Berra said. Boston tops the list, he pointed out, but many will do what it takes to make guests feel comfortable. Registration fees for CU Conferences average about $695 and that number can make all the difference when trying to get that 20% discount at the hotel. “If you block off 500 rooms for four nights, some hotels will reduce the room rate by 20% but if you don’t fill those rooms, you may end up stuck paying for those unused rooms.” Want to score high marks with attendees? “A free shuttle service makes the difference,” Berra said. -