More Attendees, More Challenges

EVENT: The American Payroll Association (APA) Annual Congress

2007 Meeting (May 22-26):
Organizers attributed the 24 percent increase in attendance to a big push for the 25th anniversary celebration. APA's Congress drew a larger number of young payroll professionals and the largest group of international attendees ever. Sponsorship revenue for the 2007 Congress was at an all-time high, up 14 percent from 2006: The 25th anniversary gave exhibitors added incentives to recognize the APA and members through sponsorships.

CHALLENGE: An 80 percent to 90 percent attendance rate at all of the general sessions and meal functions translated to a new concern, namely a need for APA to "seek larger facilities that can accommodate our demand for space," said Mark Coindreau, APA's public relations manager.

INITIATIVES: APA opened housing registration for the 2007 Congress two months earlier than in past years, which increased overall registration early on and overall. Orientation for new attendees was held the day before the conference opened. In the past, the orientation portion took place the opening morning. The change allowed new attendees to sample more programming and enjoy more networking opportunities.

SPECIAL REPORT: Calgary, Alberta

Calgary, with its commanding skyline and green environment, has made its name as a four-season destination. With year-round availability in a cosmopolitan city of more than one million people, Calgary also taps into the appeal of outdoor adventure and the Canadian Rockies - only an hour's drive west. Calgary's success as Canada's second largest head-office city and a strong hub of entrepreneurial initiatives has resulted in Calgary sustaining a strong reputation nationally and internationally as a corporate hub. With an expected 70,000 room nights and 210,000 business visitors, 2007 will be a record-setting year. High occupancy rates are resulting in a competitive market. The pace for 2008 appears to be leveling off as short-turn-around meeting space starts to open up.

Accessibility Is Key for AOFAS

EVENT: American Orthopaedic Foot and Ankle Society (AOFAS) Annual Summer Meeting

2007 MEETING (July 13-15):
With strong attendance, AOFAS surpassed its room block commitment. Targeted international marketing efforts resulted in a rise in international attendees.

TREND: The location's accessibility from the Midwest and East Coast played a role in the increased numbers. AOFAS Meetings Coordinator Debra Whalen has found "attendees prefer a location that is easily accessible - larger cities with numerous flights in and out. The doctors do not want to be away from their offices any more than necessary. I've known some doctors to come for the first day of the meeting, fly home for surgery, then come back to the meeting."

INITIATIVE: Attendees did not use - or possibly didn't understand - the meeting registration Web site's direct link to the DMC to sign up for activities. "We had many on-site registrants and complaints that it wasn't one-stop shopping when they registered for the meeting." Whalen said. Attendees didn't like entering name, credit card, and related information twice, once on each Web site. "Mainly I think it was a 'change' issue. They've never had to do it that way before and were not familiar with how it works," she said.