Associations World Congress 2022

5 – 7 September 2022 Lisbon, Portugal Congress

Tuesday 6 September

All Sessions have specific table plans where delegates are in groups of six at round tables, specifically allocated together for their similarity according to the topic of the session.
Association Case Studies are included in all the Association Leadership & Conference & Events Strategy sessions (except Session 4)

Key to session elements

	Presentations		Questions & Answers		Association Case Studies
	Exercises		Discussion at tables		Reflection

TUESDAY 6 SEPTEMBER
08:30	Plenary: Opening Session
09:00	1. A New Era for Associations: how to deal with major disruptions and lead your members to a better future? Many associations have been faced with an existential crisis: Disruption of our largest projects (annual conferences), damage to our revenue, disruption in our relationships with major sponsors, and now the Covid19 pandemic effects are ending, members are not engaging or utilising associations as much as before. How to regain and retain relevance as an International / European association? Whilst engaging your members in the creation of a sustainable and social future for the profession or industry. In this session we look at how Case Studies: Comparison of Member activity Before, During & After the pandemic What do members want now? How have their priorities changed and why? Can we venture into new activities to provide value? What are the implications for the association strategy and governance? Session elements Session Leader Tim van der Rijken Consultant Be-TIM Tim van der Rijken Consultant Be-TIM Tim van der Rijken has over 20 years of experience in the field of trade and professional associations, both national and international. Currently, he has board positions at the Federation of Dutch pension funds and at the association for building maintenance and he is program leader of an intensive, post-academic course for association presidents. Furthermore, as an independent consultant and interim manager he supports many associations with strategy, governance and inter-organizational cooperation issues. From 2017 to 2020 Tim was secretary-general of the European federation for tyre retreading, which he combined with being CEO of the Dutch tyre industry association (2015-2020). The ten years before he worked for a leading Dutch consulting firm (Berenschot) and he started his career at the hairdressers association. In 2011 he received his PhD-degree, based on his academic research on association strategy and effectiveness. Tim lives in Amsterdam (NL) with his wife and daughter and loves to play tennis, golf and strategic board games. Sessions 1. A New Era for Associations: how to deal with major disruptions and lead your members to a better future? Tuesday @ 9:00 AM
09:00	2. A Difficult future for International Conferences? Ensuring a sustainable business! Associations have become more agile, creative, resilient and flexible, learning key skills to deliver online and hybrid conferences. However, many organisations are hoping to return to mostly-onsite attendees and prioritizing them. Is this possible with what the future holds? In this session we consider the effects on our conference business, of these factors: Potential unacceptability of long-distance travel Global and personal health issues The changing nature of work Influences on those who approve / pay for the delegate fees & expenses How sponsors and exhibitors are re-acting Continued international conferences vs. a mix of regionals - and all those inbetween Hybrid Conferences: Can they ever make a profit, and if so, how? Associations have learnt that online delegate participation is going to be of major importance for the future, and probably growing. Not only are there new audiences that will only attend online, but a substantial proportion of previously-onsite attendees can't attend physically or won't. The session addresses: Introduction to the landscape of Hybrid & Online events How profitable have association's hybrid events been in the last 9 months? Case studies from associations - large and smaller size events What has made the events successful What has caused major financial deficits What models can work, and where to compromise so you can make a profit? Presentation from the session leader on the models and related financial advantages of each Input from delegates on their challenges of quality over profit, and what constitutes a minimum viable option This session, the first of two during the congress, is led by Sasha Frieze, one of the most recognised conference consultants and producers with decades of conference industry experience, adving associations and other non-profits as well as commercial organisers. Sasha is AAE's Masterclasses tutor on both hybrid and online conferences, and has provided advice to many AAE member associations. Session elements Session Leader Sasha Frieze Managing Director The Business Narrative Sasha Frieze Managing Director The Business Narrative Sasha has over twenty-five years' experience of creating conferences and summits, starting her career in the commercial conference industry. She is skilled at curating and shaping events – product development, market mapping, sponsor research, speakers and marketing. Sasha is Fellow of The Chartered Institute of Marketing, The Royal Society of Arts, a visiting lecturer in event management at The University of Westminster, London and judges industry awards. Sessions 2. A Difficult future for International Conferences? Ensuring a sustainable business! Tuesday @ 9:00 AM 8. Re-examining the Conference Creation Process for your Hybrid Events & Online Conference Platforms Wednesday @ 8:30 AM LinkedIn: sashafrieze/?originalSubdomain=uk
09:00	3. Coaching to support change in your Association Your team are under pressure. They’re being asked to do more, do different, be flexible, respond and adapt like never before. This is as true for leaders and managers as it is for those they lead. If you want the association to be successful, as a leader, you need to encourage and support your people to do this work. To take the steps you’re asking them to take, coaching is a powerful ally, both for you and your people. It can get you to where you want to go, faster and more comfortably. In this session, ICF-accredited PCC coach John Scarrott (who worked in associations for over 10 years) will provide a practical guide to coaching for leaders. You’ll leave with everything you need to start using coaching to support your people. An introduction to coaching: the key principles of professional coaching Key Skills: the four key abilities, Attention, Curiosity, Expanded Listening and Speaking (ACES) that leaders can nurture in order to become better coaches. In depth exploration of the ACES in discussion and exercises Practical steps: how to introduce coaching, set things up and move things along and complete Barriers: what can get in the way of coaching and how to handle it Discussion: raise questions and discuss challenges Action: develop a plan to begin to work on these skills beyond the session Session elements Session Leader John Scarrott Trainer and Coach John Scarrott Training and Coaching John Scarrott Trainer and Coach John Scarrott Training and Coaching John Scarrott is a Trainer and Coach working with association professionals on their approach to speaking, chairing meetings, presentations, communication and influence. John is a former Membership Director, with over 25-years’ experience of making presentations. He is the retained trainer in Public Speaking and Presentation Skills for the AAE and also for the Institute of Data & Marketing. John is a professionally qualified coach with a Professional Certified Coach (PCC) Credential from the International Coach Federation. He has spoken in the UK and internationally working with association professionals across Europe and in India and Australia. Sessions 3. Coaching to support change in your Association Tuesday @ 9:00 AM LinkedIn: /johndscarrott/ Twitter: @JohnDScarrott
10:30	Refreshments, Networking & Appointments
11:20	Sessions 1,2 & 3 continue
12:45	Lunch, Networking & Appointments
13:45	Round-table Meetings A selection of meetings hosted by trusted suppliers, destinations and venues, where delegates discuss their challenges around the table with other associations, and the supplier provides their best advice, and references to how they have helped address these issues with other associations.
14:30	4. New & Diversifed Revenue: Innovative & Online services The reduced revenue from events is just one factor that challenges associations to create new revenue streams and to diversify their activities, for more secure revenue. Over the last 18 months, a wide range of new activities have funded associations, from sponsorship offerings, wholy new activities and new types of small easy-to-deliver online activities. This session, led by Cecilia Spoor, Leadership Programme Director at the AAE, will include: Case studies of new revenue-generating innovative and online services Presented to the room as a whole Presented at each table (delegate's table allocation is to facilitate this) Case studies of new sponsorships (that rely less on the physical events) Presented to the room Presented at each table (delegate's table allocation changes for this part of the session, to facilitate this) Session elements Session Leader Cecilia Spoor EMIAM Leadership Programme Director Association of Association Executives Cecilia Spoor EMIAM Leadership Programme Director Association of Association Executives I look after the leadership activities for the AAE. This involves chairing the Leaders Forums at the UK and the World Associations Congresses, as well the Leaders Summits and identifying other opportunities to support association leaders, for example new programmes and forums to bring Executive Heads together. I have been working on the AAE leaders events for eight years, contributed to the leadership aspects of all AAE's activities, and have an Executive Masters in International Association Management from Solvay Business School, Brussels. Get in touch if you would like to hear more about our leadership activities at AAE or if you would like me to put you in touch with a trusted advisor or another executive director with experience of a particular issue.
14:30	5. Pricing online delegate fees, Providing value & Communicating it Before the pandemic, conference content was provided online in multiple ways and formats, and provided for free or priced in the knowledge either that take-up was relatively low or onsite attendance fees were providing very substantial revenue. Lower production levels were normal and the costs were mostly borne by other revenue sources. During the pandemic pricing for delegates was “quick-and-dirty” not an exact science, often associations charging no fee or a low percentage of historic onsite fees. And whilst many conferences operated at much reduced profitability, online and hybrid meetings did increase reach and helped to attract new members. Now however, the issue of online pricing continues and needs resolving, as associations want to retain the potential large online audiences. Post pandemic this audience includes people who can no longer get approval to travel for safety reasons, and won’t get approval of budget when online attendance is possible. In this session, Jennifer Jenkins and Jane Hopkins, highly regarded conference directors, and board members of Worldspan plc, will facilitate taking you through the issues, considering different points of views and synthesising solutions and approaches that can work for many situations. The session will cover: Association Case Studies on pricing – what has worked and what hasn’t What ethical principles should a not-for-profit / member organisation apply to this? What costs should be attributed to online delegate service, to formulate your pricing policy? Pricing to Value: How does the value compare to onsite attendance? Case studies and delegate input into how best to communicate the value, investment in quality, and a fair price. In advance delegates who book this session will: Provide information about their own experience of pricing online delegates, value and communicating Contribute to setting new benchmarks in respect of attendee rates and packages During this session, we’ll include: Case Studies from International & European association conferences Expert opinion from associations leaders and events strategists Thought-leader commentary from distinguished suppliers in the field Roundtable discussion and debate Shared findings and conclusions Session elements Session Leader Jennifer Jenkins Director Worldspan plc Jennifer Jenkins Director Worldspan plc No bio provided Sessions 5. Pricing online delegate fees, Providing value & Communicating it Tuesday @ 2:30 PM
14:30	6. Leading in an online world Leading an association with an ever-increasing remote / online membership, board and staff, needs new approaches. This session introduces ways you can adjust your mind-set and processes for better management. Session Leader: Milton de Sousa Associate Professor & Director of Systems Change Lab Nova School of Business & Economics Milton de Sousa Associate Professor & Director of Systems Change Lab Nova School of Business & Economics No bio provided Sessions 6. Leading in an online world Tuesday @ 2:30 PM
15:40	Refreshments, Networking & Appointments
16:30	Sessions 4,5 & 6 continue
17:45	Refreshments, Networking & Appointments
18:45	Transfer to the Congress Dinner, from the Congress Centre
	Drinks & Dinner
22:30	Return transfers to the Congress Hotels