To work with three MPI association chapters to coordinate, plan
and promote a regional conference, the 2003 Tri-State Educational
The Indiana, Ohio and Kentucky chapters of Meeting Professionals
International (MPI) wanted to work together to host a regional educational
conference for members. In our role as chapter manager for the Indiana
chapter, we were already familiar with the organization and offered
a full-service communication and marketing package to one chapter.
During the six months leading up to the conference we expanded our
duties to include coordination, promotion and implementation of
Since this was
the first time the three chapters worked together for a joint event,
there were numerous logistical issues to resolve, including many
financial aspects, such as "seed money" to get the marketing
and promotions started before registration revenue could be collected.
We developed a system for tracking the income, as well as sponsorship
funds, exhibitor fees and member registrations.
we acted as liaison between the three chapters, aiding in communication
between volunteers and facilitating easy access to information and
updates. Cincinnati was chosen as the host city for the first conference,
and, therefore, we also had to overcome potential obstacles caused
by the distance issues.
We also provided
all of the graphic and promotional support for the member communications.
In addition to an extensive web site, we also designed a "save
the date" postcard and then a later mailer that included descriptions
of all of the speakers and their sessions. E-marketing was also
used as a very cost-effective way to keep members informed about
updates to the plans and details about speakers etc.
We also assisted
in implementing details of the conference, from assisting with the
exhibit hall booth assignments, hand-outs for attendees, signage
The result was a conference that exceeded everyone's expectations.
The first Tri-State Conference had over 300 attendees and 75 exhibitors.
Each chapter netted approximately $14,500.
In 2002, the
Tri-State Conference was held in Louisville and we again acted as
chapter services for the event. Numbers increased for attendance,
exhibitors, sponsors and profit. Each chapter netted over $17,000.
We are currently
working on the 2003 Tri-State Education Conference that will be
held in Indianapolis in March. We are expecting over 400 attendees.
here to visit the Tri-State Website