KSAE Association & Meetings, Vol. 6, Spring 2022 by petersonpublications

Kansas Star Casino!

ALL HERE. ALL YOURS.

78,000 SQUARE-FOOT CASINO FLOOR

EXECUTIVE CONFERENCE ROOMS

ADJOINING 300 ROOM HOTEL

FULL SERVICE BANQUETS & CATERING

SPACIOUS MEETING FACILITIES & EVENT CENTER

Gambling Problem?

800.522.4700 ksgamblinghelp.com

YOUR

Kind OF PLACE TO MEET.

Learn more at VisitWichita.com or use this QR code to request a Meeting Planners Guide.

LETTER FROM THE PRESIDENT

Amy Dubach, CAE KSAE Board President

ello fellow association professionals – and welcome to spring!

It is my honor to serve as your KSAE president this year. I am very thankful for the path that I’ve been so fortunate to travel, and the mentors and friends who have helped me along the way. I entered the association world in college – not really knowing what an association was, who they served or the intricacies of how they functioned. But I had a go-to teammate in my corner – KSAE.

From the very beginning, KSAE was there. Coming in as the literal “new kid,” I was able to make connections at KSAE conferences and social events (each year I am still reminded of how fun it is to get to experience a conference instead of plan it). I learned more about how to be a well-balanced professional, thinking outside of the box and learning new ways to stay relevant in a fastpaced world. In 2019, I earned my Certified Association Executive® (CAE) credential. My friends, family and colleagues were so supportive – offering helpful tips and support along the way. For that I am forever grateful. Then in 2020, the pandemic hit. It’s no secret that the last two years have been rife with new challenges, and it has forced us to reinvent how we live, work and socialize with one another. Yet, with all the challenges, there is a great appreciation for who we are, what we do and how far we’ve come. If the last two years have proved anything, it’s that our association of association executives and professionals is a resilient community when adversity strikes. I want to thank our supplier members for enduring the tough times, layoffs and budget cuts. I also want to thank our members who have had to navigate balancing a new work-from-home life, home schooling children or grandchildren, working with decreased revenue from canceled conferences and navigating the pivot from in-person to virtual and hybrid events. The outlook for 2022 is bright, and KSAE is still here. I encourage you to pick up where we left off two years ago. Mark upcoming events on your calendar! Volunteer for a committee. Start studying for your CAE credential. In my time in the association world, I’ve made some great connections with some pretty amazing people. As our KSAE Executive Director Christy Classi, CAE, explained, “We are the association of associations!” – and a mighty one at that. The last two years have been a wild ride, but KSAE is, has and will continue to be in your corner. I look forward to seeing you all at an upcoming event this year! Please feel free to reach out with ideas of how we can make KSAE better, together. Sincerely, Amy Dubach, CAE, 2022 KSAE Board President

4 | KSAE Magazine • Vol. 6

Kansas Society of Association Executives (KSAE) PO Box 4790 Topeka, KS 66604 785.234.0155 • www.ksaenet.org KSAE Board of Directors President Amy Dubach, CAE, Midwest Political Science Association President-Elect Niki Sadler, Kansas Dental Association Secretary-Treasurer Shahira Stafford, Stafford Public Affairs, LLC Immediate Past President Sean Miller, Capitol Strategies Chad Austin, Kansas Hospital Association Christy Classi, CAE, director, KSAE Danielle Hologram, CAE, Kansas Society of CPAs Stephanie Mulholland, Heartland Credit Union Association Alex Orel, Kansas Bankers Association Brad Parker, MBA, CAE, Braden Heidner Lowe & Associates Becky Schwartz, Fuel True: Independent Energy and Convenience Hannah Yeubanks, Kansas Automobile Dealers Association

Published by:

Peterson Media Group 2150 SW Westport Dr., Suite 101 Topeka, KS 66614 Phone 785.271.5801 www.petersonmediagroup.com Editor in Chief Jeff Peterson

Advertising/Sales Vicki Peterson

Managing Editor Dianna Brodine

Editor Jewlissa Frickey

Art Director Becky Arensdorf

Circulation Manager Brenda Schell

Graphic Designer Kelly Adams

www.ksaenet.org

CONTENTS VOL. 6 • SPRING 2022

6 6

ON LOCATION: DISTILLERIES IN KANSAS

Add Some Spirit to Your Event By Cecilia Harris, writer, KSAE magazine

10 NONPROFIT Affordable and Effective Print Products for Nonprofit Organizations By Conquest Graphics

SOLUTIONS

Essential Tips and Tricks of Event Planning By Wendy Harms, manager, Helmsbriscoe

20 MEMBER SPOTLIGHT: KANSAS AUTOMOBILE DEALERS ASSOCIATION Shifting Gears in the Motor Vehicle Industry By Jewlissa Frickey, editor, KSAE magazine

24 FOCUS They Can’t Buy from You If They Don’t Know You Exist By Troy Harrison, author and sales navigator

www.ksaenet.org

28 BOARD GOVERNANCE Membership Metrics: Five Ways to Gauge Success By Bob Harris, CAE

30 MANAGEMENT Top 5 Mistakes in Survey Designs By Laura Olvera, owner, eAutoFeedback

34 HUMAN RESOURCES From Handbooks to Must-Haves: A Q&A on HR Documentation By Kristina Dietrick, PHR, SHRM-CP, president, HR Partners

36 BOOKLIST New Year, New Me – And Maybe New You By Nicole Mitchell, writer, KSAE magazine

DEPARTMENTS 4 16 18 38

Letter from the President Industry News Association News Calendar / Ad Index

KSAE Magazine • Spring 2022 |

ON LOCATION DISTILLERIES IN KANSAS

RAISE SPIRITS BY ADDING A TWIST By Cecilia Harris, writer, KSAE magazine

onference attendees thirst for a place to unwind after a long day of listening to speakers. Replacing a venue’s traditional cocktail reception with a distillery event adds a twist that allows participants to raise their spirits by imbibing in enjoyable sampling sessions, fascinating facility tours and relaxing settings that quickly lighten moods. In addition, many distilleries provide gathering spaces for comfortable breakout sessions or board meetings, while others are large enough to host a conference. These three distilleries take any meeting to the next level with one-of-a-kind experiences attendees will never forget.

Boot Hill Distillery, Dodge City

Located in Dodge City’s former Municipal Building constructed on ground that was originally the location of Boot Hill Cemetery during the late 1800s cattle trail era, the Boot Hill Distillery embraces the city’s past and honors its rich whiskey tradition that began in the town’s early-day saloons. The distillery’s soil-to-sip spirits are made using the owners’ own harvested grain, from which whiskey, bourbon, vodka and gin are crafted through milling, mashing, fermentation, distilling and bottling, all done on-site. Several options are available for planners wishing to provide activities during a meeting or conference. “One thing I’ve done in the past as an add-on for a meeting was a class on how whiskey ages, and incorporated a tasting into that,” says Lee Griffith, director of sales. “We’ve done cocktail classes as well.” During a private one-hour tour, the distillery’s six core spirits are sampled after guides discuss the building and location history and explain the distilling process. “The tour is an optional add-on if someone rents out our space,” Griffith says. “And some groups we have come specifically for the tour.” If requested, staff will supply selected drinks or provide a bartender with a limited cocktail menu during a break in a meeting at the facility; however, any food options must be catered as there is no kitchen. Once a meeting concludes, attendees may adjourn to the Tasting Room when open during regular business hours

6 | KSAE Magazine • Vol. 6

Boot Hill Distillery in Dodge City makes spirits, including whiskey, bourbon, vodka and gin, from the owners’ own harvested grain.

with no rental fee. Staffed by the distillery’s craft bartenders creating handmade cocktails, the lounge also may be rented for private events. With leather sofas and lounge chairs placed in multiple small settings, it offers space for 44 people to enjoy a casual and intimate meeting. Formerly the Dodge City jail, the Jail Board Room is just the right size for a 20-person board meeting. The Patio, with fire pits, lights and seating for up to 60 people, offers views of southern Dodge City and the sweeping landscape beyond.

Union Horse Distilling Company, Lenexa

Established in Lenexa by four siblings, Union Horse Distilling Company produces hand-crafted, award-winning spirits in small batches. Private, two-hour tours are conducted by knowledgeable guides who explain the milling and mashing of grains, fermentation to distillation to barreling and finally to bottling. Introduced is Chester Copperpot, the shiny copper still in which the vodkas and whiskeys are distilled. The tour includes Union Horse samplings in the Rider Room, an intimate cocktail lounge. continued on page 8

www.ksaenet.org

Broadview | Wichita

400 West Douglas Avenue, Wichita, KS 67202 316-358-6807

With over 21,000 square feet of flexible event space and free Wi-Fi throughout the hotel, the Drury Plaza Hotel Broadview Wichita is perfect for your next event.

Free Hot Food

www.ksaenet.org

Free Cold Beverages

Free Wi-Fi

Free Popcorn

Free Business Center

Free Fitness Center

Free Pool & Whirlpool

◆ 800-DRURYINN DRURYHOTELS.COM KSAE Magazine • Spring 2022 | 7

ON LOCATION DISTILLERIES IN KANSAS continued from page 6

Mary Garcia Gallagher, co-founder and director of special events, suggests scheduling a private distillery tour in the middle of the day to break up long meetings at her facility or elsewhere. Activities for those attending a meeting at Union Horse focus on the excitement of trying the distillery’s products and cocktails. “We have a list of signature cocktails that we like to offer our renter during the planning process,” she says of several concoctions she suggests become a part of the bar menu. “With us being a distillery, it’s really important to us to showcase our spirits in a positive way, especially if guests have not had our spirits before.”

The Union Horse Distilling Company in Lenexa was established by four siblings.

The distilling company, which rents to only one group per day, offers three event spaces; The Paddock Room, The Rider Room and The Stable. “A group will have a meeting in the Paddock Room, and then have a happy hour in the Rider Room,” says Gallagher. “That is actually our most common configuration.” With a custom leather bar, rich woods, tufted leather furniture and unique lighting, the Rider Room offers space for 50-75 people to unwind and socialize while drinking Union Horse whiskey flights or Kansas beers and wines. The Paddock Room’s hand-painted wall, custom furniture and captivating artwork provide a unique atmosphere for 72 attendees in classroom seating and 200 people in stadium seating. It has a 60” projection screen and projector with VGA and HDMI hookup capabilities, full surround sound speakers, and electronic darkening shades. The distillery also offers a third event space, The Stable, for a combined facility total of 6,500 square feet that may be transformed to accommodate 50-200 people. Overlooking the distilling facility, The Stable is ideal for large gatherings such as seated dinners for 140 people and conferences up to 200 guests. It features 20-foot-high ceilings, an audio and lighting system, DVD player and a 42” LCD television.

Trolley House Distillery, Emporia

Billed as a small-town distillery featuring easy sipping spirits and a laid-back atmosphere, Trolley House Distillery in Emporia provides the perfect intimate setting for small groups. The Tasting Room seats 40 and is available for rent during non-public hours; however, a planner would need to hire a caterer if desiring more than light bar food, according to owner Josh Williams.

8 | KSAE Magazine • Vol. 6

Emporia’s Trolley House Distillery is billed as a smalltown distillery featuring a laid-back atmosphere.

“Either through the business Facebook or by stopping in would be the best ways to get ahold of me to book an event,” Williams says, adding a private tour could be a possibility. Even if the Tasting Room is open to the public, arrangements may be made for 10-15 people to sit together to sip on the distillery’s offerings. “We currently offer corn whiskey, as well as five flavors of moonshine and plan to add five additional flavors and a vodka this year,” he says. “Our first bourbon barrel should be opened sometime in December.” F

www.ksaenet.org

OUR DESIGN INSPIRATION: YOU Discover a room that revolves around you at the Wichita Marriott Hotel. Enjoy true comfort mixed with dynamic, thoughtful design that offers the perfect blend of style and substance.

Valerie Lumry | Association Sales Manager 9100 Corporate Hills Drive Wichita, KS 67207 316-651-0333 www.marriott.com/ictwe WICHITA MARRIOTT @WICHITAMARRIOTT Operated by Corporate Hills LLC under license from Marriott International, Inc. or one of its affiliates.

NONPROFIT

AFFORDABLE AND EFFECTIVE PRINT PRODUCTS FOR NONPROFIT ORGANIZATIONS By Conquest Graphics

onprofit organizations are dedicated to making a difference in the community. Many of these taxexempt organizations serve the public interest with limited monetary resources, which can negatively impact its outreach efforts. Whether focused on raising funds or increasing awareness about its mission, nonprofit groups must make careful selections with regard to how to utilize the budget. Organizations usually base these decisions on its objectives and how much money it can spare for promotional initiatives. Fortunately, there are several print marketing options that are both affordable and effective in sending a strong message. Below are the most popular, lower-cost print marketing pieces utilized by nonprofit organizations to make a statement and create results.

Business cards

Business cards are inexpensive and essential to making a solid first impression with an organization’s official communications. They add a touch of professionalism to inperson meetings and are easy to distribute. The design should include relevant contact information and branding, as well as any mission statements or taglines. Another benefit of ordering business cards is that they are a low-risk project for individuals learning how to utilize an online printing service, as they comparatively low cost and available in smaller quantities.

Postcards

Postcards are useful for increasing awareness about community causes and are relatively affordable to produce.

10 | KSAE Magazine • Vol. 6

Personalized designs and tailored content can target a specific audience. If an organization would like to reach its audience directly, it can work with a printing company to utilize its bulk mailing service. With a well-crafted appeal mailer or informational postcard, one can introduce itself to a new audience and raise awareness or donations with a small cost of entry. When planning to do a mailing project, it may seem less expensive on the surface to mail the postcards out after receiving them from the printer. However, organizations can take advantage of significant postage discounts by having a mail house do the work. Because they do high volumes of mail, a mail house has the necessary permits with the USPS to perform “standard presort” or “marketing” mail, which is often much more cost effective than using stamps or FirstClass mail. Many printing companies have in-house mailing teams that allow postcards to be printed and mailed at the same time, by the same company. This cuts down on transit costs by not having to ship the postcards from one place to another, as well. To mail with a printing company, just provide a mailing list along with the artwork for the postcard, and they handle the rest. Since they are managing the entire project from start to finish, organizations don’t have to worry about learning USPS regulations on things like required sizes, paper thickness, etc. – these are all things your mail house will take care of. Experienced printing companies and mail houses can often provide helpful information for those new to mailing or printing. If there is not a list of donors or recipients to mail to, a mail house actually can purchase a list based on the desired audience and target area. www.ksaenet.org

Flyers

Flyers are a basic yet cost-effective marketing tool that organizations can distribute anywhere from bulletin boards to counter tops. The small size and portal nature of flyers makes them an efficient means for promoting events and driving the public’s attention to organizational websites or social media, where they can learn more about the mission.

Posters

If an upgrade in size is needed, posters are a simple and strategic option to include in promotional efforts. Posters provide adequate space for a unique design and artwork that highlights messaging to bring attention to the organization’s cause. Posters are part art and part advertising.

Calendars

Calendars are relatively inexpensive to produce and are an effective way to spread an organization’s message to a wide variety of locations. They also are an excellent fundraising tool when used as the focus for an end-of-year giving campaign. Images related to the organization’s cause can enhance the impact of calendars. Many groups print calendars to use as gifts in place of holiday cards.

Brochures

Brochures are some of the most cost-effective print products for nonprofit organizations on a budget. Thanks to the number of ways to fold a brochure, there are many different ways to approach the design of such an item, so this opens up new creative possibilities that might not necessarily cost too much to create. Whether it’s a trifold or a z-fold brochure, there is plenty of space to get a nonprofit’s story across in an abbreviated fashion so the brochure can have maximal impact. Most nonprofits are diminutive in both budget and staff size. The way these groups decide to spend their organizational funds is ultimately a personal choice, however cost-effective print products are available to help support community causes. F This article was originally published by Conquest Graphics, one of the largest and oldest privately held printing companies in the nation. Conquest Graphics offers a Nonprofit Print Grant program to give thanks to those who improve the lives of those around them; applications are available online to enroll as a partner. In addition, its technology-driven marketing platform offers printing, advanced mailing, fulfillment and more. For more information or to read more from the Conquest Graphics blog, visit www.conquestgraphics.com.

HOTEL INFORMATION

Check In: 4:00 PM | Check Out: 11:00 AM

Complimentary Parking Indoor Pool • Fitness Center Falling Water Grille Water’s Edge Lounge 24-hour Sundry Shop 28,000 sq. ft. of Flexible Meeting Space u ACCOMMODATIONS

224 Guest Rooms Complimentary WiFi Individual Climate Control 100% Non-Smoking Pet Friendly and more!

1717 SW Topeka Blvd., Topeka, KS 66612 (785) 431-7200 • (800) 579-7937 www.hoteltopekaatcitycenter.com

SOLUTIONS

ESSENTIAL TIPS AND TRICKS OF EVENT PLANNING By Wendy Harms, manager, Helmsbriscoe

ver the last 28 years, I have worked with two associations planning everything from budgets, administrative processes, membership and financial aspects, which are all basic processes for event planning. In order to be a good event planner, use these basic principles and put them into action. One must have financial awareness, good organizational skills, great communication, customer service skills and a willingness to get the job done. Oh, and did I mention attention to detail? That is a big one. Over the course of my event planning years, I’ve planned golf tournaments, fundraisers, social gatherings, board meetings, retreats, conventions, tradeshows and, of course, educational seminars. I am a proud, efficient and self-made event planner that has learned through trial and error and expertise from other individuals in the event industry. KSAE is a great resource for networking, and much of my knowledge has come from connections within KSAE and ASAE resources.

12 | KSAE Magazine • Vol. 6

When first asked to plan an event, it conjures up all kinds of impressions – excitement, creativity, expressions, expectations, opportunities and, of course, anxiety. Event planning can seem daunting and stressful if you don’t know where to begin. Each event has special requests and challenges; they can be complex and elaborate or straightforward and simple, depending on the needs and purpose of the event. Planning is multifaceted and has many moving parts. Often, it is more effective and efficient to outsource some of these responsibilities. Has every event planned gone smoothly? I would love to say that they did, however that is not realistic nor honest. I can say something valuable has been learned from every event and has been applied to future events. This article will provide some important processes to incorporate into event planning. My token tips for every event are the Four P’s – no successful event happens without them! www.ksaenet.org

The Four P’s

Purpose Behind every event there is a vision, a purpose in which the client is attempting to communicate to their audience. The purpose is essential for the event planner to understand in order for the event to be successful. Ask as many questions as possible to understand the vision for the event – What do we want the event to convey to the audience? What are some goals of the event? By comprehending and brainstorming collaboratively, it can make sure that one understands the goals and vision – and be sure to share them with staff and key volunteers to ensure the event is successful. Speaking of volunteers, seek to enlist volunteers to help with an event but make sure they are highly qualified, enthusiastic, motivated, positive and willing to jump in to support others under pressure. While visioning the events purpose, create a budget and stick to it. Most planners think the more people equals higher costs. However, that is not necessarily true. Planners just need to be smarter, creative and more focused on eliminating unnecessary expenses. Consider all the potential hidden costs (taxes, service charges and gratuity) when assembling your budget estimates. Did you know you can negotiate with a hotel? But before doing so, understand how hotel service and fees work, what they cover and whether it adds benefit to the event. Do not push too hard in the negotiation process as it could compromise the relationship and event customer service. As you budget, don’t forget to seek outside revenue sources such as donations, sponsorships and volunteers to assist with the event. Presentation Events are all about presentation and the experience that is offered to attendees. Place yourself in the attendees’ shoes for the entirety of the event, from start to finish. What do you want them to experience and remember about the event? Think themes, speakers, event activities, concessions, merchandise, accessibility and location. Make sure to select and focus on factors that support the events purpose. Know the audience and cater to them. For example, if you wish to attract senior-level management, select a venue and program which will capture their attention. Other important aspects to consider: Will the facilities, location and event space facilitate the presentation you want to convey with respect to sound, space, lighting, accessibility and atmosphere? In our current meeting environment, also consider safety protocols. Pick the best location to give attendees the best event experience that fits within its purpose. Another important thing to remember is to not underestimate the power of branding. Branding presents and sets the stage for a program. Promotion of an event is important, and with social media, it is much easier and cost effective. Use the same branding efforts in all communications to provide continuity www.ksaenet.org

and credibility to the event. To encourage strong attendance, stay on top of publications, social media blasts and RSVP confirmations. Learn how the audience best responds and continue those branding efforts. Incorporate branding into the event as well. If there is a theme for the event, carry it all the way to its conclusion. Program The program is what makes an event memorable and conveys its purpose, whether it be activities, speakers or entertainment. Select a program that will be exciting and leaves a lasting impression on attendees. This is where you get to be creative and think outside the box! A few other factors to consider: •

•

Build a program agenda even if the event does not necessitate one, draft food and beverage services, plan breaks and assess meeting room needs so to ensure you are estimating the best possible space needs for the event. Communication is the key to success of any event. You cannot overcommunicate, and by doing so it ensures things do not “fall through the cracks.” Make sure to communicate with all vendors, sponsors, staff and continued on page 14

Meeting Space for any Event

From the moment you walk into our doors, we’re there to make you feel welcome. Our 198-room hotel offers more than 11,000 square feet of flexible meeting and event space with audio/visual set up available. Give us a call today for a personalized tour! Holiday Inn Wichita East I-35

549 South Rock Road, Wichita, Kansas 316-686-7131 | www.HolidayInnWichita.com

KSAE Magazine • Spring 2022 |

SOLUTIONS continued from page 13

others. This allows for open communication about ideas, issues, concerns and experiences. Be open-minded towards those you are working with and do not be afraid to listen to their wisdom and insights as they may have experienced it or seen how it has or hasn’t worked. Be willing to adjust if necessary. Look to the city’s host CVB as they can provide some low-cost opportunities, transportation services and activities; spouse/guest programs, youth programs, etc. They have so many resources and connections available, so don’t be afraid to use them! Perform a program run through in your head. Put on an “attendee hat” and run through each and every detail, ensuring that the experience and implementation of the event goes off as planned. Paying attention to every detail helps eliminate confusion, frustrations and miscommunications.

Plan for everything (and have a plan b), because even the best planned event can go awry. Bring a few extra supplies, cables, etc. to assist if necessary. ... How you respond to these issues are important, but if handled calmly and correctly, attendees will never know.

Planning This is the longest and most important catch-all in the event process, with months on end spent planning. My event planning motto is, “planning begins immediately and never ends,” this is especially true if it is a recurring event. If this is a first-time event, you will find it helpful to develop a timeline which consists of deadlines, booking venues, securing speakers, funding sources and expenses associated with the event. Planning is and will be the best tool available to make any event successful! The more organized you are before the event, the higher the likelihood of the event running smoothly.

As stated earlier, my motto for planning begins immediately after the event. So right after the event, take time to meet with the hotel and other stakeholders to reflect. Discuss what went well and where improvements can be made. After each event, write notes of the successes and challenges that arose during the event to refer to them next year. Then, put all the information in one spot, making it easier to find what you need, when you need it. And, as always, take time to thank those who assisted in the months of planning!

•

I learned very quickly to keep a centralized event book to keep all my checklists, timelines, budgets, BEO’s, contracts, speaker information, audio visual requests and anything that is valuable or important. It will serve as the go-to on the day of the event. By utilizing checklists, timelines and such, it helps everyone stay on task and on schedule during the event planning process. When organizing and discussing a timeline, make sure to be flexible and allow for flexibility in the event some unknown circumstances come up. You do not want to feel rushed or scrambling to fix it before the event. Things can change quickly so make sure to be adaptable. Review the timeline and the various checklists created on a regular basis to make sure not to miss anything. This will include a detailed run of the event with all the contacts for services, timing of deliveries, arrivals/departures, timing of speakers, hotel reservations for special VIP’s, meals, bars and every aspect of the event.

you respond to these issues are important, but if handled calmly and correctly, attendees will never know.

Happy planning! If everything above sounds daunting and overwhelming, you can always hire an independent event planner. By doing so, you can focus attention and efforts on other responsibilities at hand. Much to one’s surprise, it is more cost effective and very time saving to hire an outside contractor. You do not have all the overhead, benefits and payroll responsibilities. F Wendy Harms recently left the association business to pursue independent event planning. Partnering with Along Came Abby, Harms works as an event, wedding and corporate events planner. She is able to assist with site selection, contract negotiations, price leveraging, staffing services, décor rental, speaker/entertainment options and more. For help with your next event, contact Harms at Harms wendy@alongcameabby.com or by calling 785.231.4110.

Plan for everything (and have a plan b), because even the best planned event can go awry. Bring a few extra supplies, cables, etc. to assist if necessary. I have experienced missing packages and speaker-delayed flights to vendor errors. How

14 | KSAE Magazine • Vol. 6

www.ksaenet.org

OVERLAND PARK CONVENTION CENTER

SENSORY INCLUSIVE EVENTS

One in six individuals struggle with a sensory-related need. That's why Overland Park Convention Center has partnered with non-profit KultureCity to become a Sensory Inclusive Certified venue, so now all can attend and feel welcome.

LEARN MORE: opconventioncenter.com/sensory 913.339.3000

INDUSTRY NEWS

Visit Wichita Adds to Organization

Visit Wichita has added Brandy Evans to its organization as the vice president of marketing. Evans comes to Visit Wichita from the Shreveport-Bossier Convention and Tourist Bureau, where she has spent 20-plus years as the organization’s vice president of communications. In this role, Evans will bring economic impact to Wichita by effectively marketing the area as a must-visit Midwest destination. Evans She will oversee the marketing team and will lead strategy development, planning, coordination and implementation of all marketing activities. To learn more, visit www.visitwichita.com.

J.O. Sundstrom Conference Center Welcomes Event Manager

The J.O. Sundstrom Conference Center welcomes Emily Howe as the teams event manager. Howe is a Lindsborg native with extensive facility and staff management experience and many years of experience with Lindsborg community events. The position will further Howe’s commitment to the community and will help create long-lasting relationships with clients of the J.O. Sundstrom Conference Howe Center. For more information, visit www.sundstromevents.com.

Geary County Convention and Visitors Bureau Welcomes New Director

The Geary County Convention and Visitors Bureau welcomed Donna Price as its new director. Price has been in the tourism industry for more than 20 years and has served on numerous boards and committees. Before moving to Geary County, Price served as the director of the Sherman County Convention and Visitors Bureau. “I’m really excited about being a part of the Geary County Price CVB,” said Price. “I see so many opportunities for growth in the community and the county. These are exciting times.” For more information, visit www. gearycounty.org. Photo courtesy of Overland Park Convention Center

Industry Publication Honors KC-Area Convention Center

The Overland Park Convention Center has been named “Best Small Convention Center in North America” by EXHIBITOR Magazine, a leading industry publication honoring the best in event venues. This is the third year Overland Park Convention Center has won in EXHIBITOR’s special awards category since the awards inception three years ago. Convention centers throughout North America were considered and evaluated using an objective algorithm and rigorous grading scale. After a survey of past clients as well as exhibit and event managers who have exhibited at or hosted events at each of the top three finalist venues, Overland Park Convention Center was selected. Learn more about the award at www.opconventioncenter.com.

16 | KSAE Magazine • Vol. 6

Kansas Society of CPA’s Selects President and CEO

The Kansas Society of Certified Public Accountants (KSCPA) announced Danielle Hologram, CAE as the ninth president and CEO of its organization. Hologram started her career with KSCPA in 2011 as the membership and marketing coordinator. She was promoted to the director of membership, then senior director – membership and career development, and now president Hologram and CEO. For more information, visit www.kscpa.org.

www.ksaenet.org

OVERLAND PARK CONVENTION CENTER OPENS SENSORY ROOM

fully equipped sensory room is available at the Overland Park Convention Center for neurodiverse, autistic and disabled individuals. In partnership with nonprofit KultureCity, the sensory room is a dedicated space created by medical professionals with reduced lighting and noise for guests who may feel overstimulated and need a more secure environment. The room is located at the venue’s Exhibition Hall A entrance on the upper level, and is complete with bean bags, visual light panels, bubble walls, activity panels and a custom tactile art piece created by an autistic artist. “We believe in inclusion at every event, so certifying the Overland Park Convention Center was amazing; not only that, to build out the first KultureCity certified sensory room at a convention center was remarkable,” said Uma Srivastava, executive director of KultureCity. “Our communities are what shapes our lives and to know that the Overland Park Convention Center is willing to go the extra mile to ensure that everyone, no matter their ability, is included in their community is amazing.” The Overland Park Convention Center is the first convention center in the world to open a sensory room

www.ksaenet.org

and first achieved a Sensory Inclusive certification with KultureCity in August 2021, making all programs and events hosted at the venue sensory inclusive. The certification process equipped convention center staff by training with leading medical professionals to recognize attendees with sensory needs, and how to handle a sensory overload situation. Sensory sensitivities or challenges with sensory regulation often are experienced by individuals with autism, dementia, PTSD and other similar conditions. Sensory bags, equipped with noise-canceling headphones, fidget tools, verbal cue cards and weighted lap pads are also available to all guests at the convention center who may feel overwhelmed by the environment. Prior to attending an event, families can download the free KultureCity app to see what sensory features are available at the convention center and where they can be accessed. The app’s “Social Story” feature also provides a preview of what to expect while at the venue. To learn more about the KultureCity-approved sensory room, visit www.opconventioncenter.com. F

KSAE Magazine • Spring 2022 |

ASSOCIATION NEWS

Job Postings Available Through KSAE

If you are an association looking to hire, the Kansas Society of Association Executives is here to help. Send a job posting out on the KSAE email list and have it placed on the KSAE website for only $50 per position for KSAE members and $100 for nonmembers. When you post with KSAE, you’re placing your open position in front of a talented and experienced pool of candidates with the skills and experience your association needs to achieve its mission. For more information, contact Christy Classi at cclassi@ksaenet.org.

To register for events, visit www.ksaenet.org.

View National Webinars Online

Learn from association experts and interact with other participants in live, one-hour sessions, without leaving your office. Twice per month, KSAE members can participate in national webinars hosted by our fellow state association societies. See what’s coming up and register at www.ksaenet.org. Can’t attend live? Registrants will receive a recording link to the program and access to the on-demand version within 48 hours of the webinar.

KSAE has a broad slate of upcoming programming for member education.

The Power of Diversity on Your Leadership Team

Wednesday, 4/06/2022 – 12:30 PM CT In an effort to socialize Diversity, Equity and Inclusion (DEI) throughout organizations, having diversity at the most senior levels of management is critical. This presentation will focus on strategies to introduce DEI, making the case for the importance of diversity and what happens when there is not diversity. In times past, the focus on DEI for organizations has solely been on maintaining and sustaining the bottom line. With more studies and research, organizations that have included DEI into their practices, policies and procedures experience more employee engagement, creativity and productivity. 1 Total Credit: 1 CAE

Unlocking Potential Through Organization Design

Wednesday, 4/13/2022 – 12:30 PM CT Shifts in revenue, expenses, funding and/or staffing resources, are threatening the operational sustainability of organizations and is driving them to the point of having to restructure. In response to this shift, organizations must prioritize understanding their capacity, structure themselves accordingly and improve efficiency when meeting levels of customer demand. Efficient and effective design will bridge strategy to structure, enhance collaboration, build accountability and improve the clarity of purpose and performance. Topics that will be covered include: • • • • •

Building capacity through existing talent and resources Utilizing organic growth, scale, and strategy Demonstrating the balance between capacity and volume Building leverage structures to determine the financial position Increasing role clarity, priority and accountability among staff

18 | KSAE Magazine • Vol. 6

•

Aligning structure design with the efficiency of service and management

1 Total Credit: 1 CAE

Purpose or Perish: Cultivating the Future of Employee Experience

Wednesday, 4/27/2022 – 12:30 PM CT Organizational cultures are being tested like never before. Purpose is quickly becoming the standard for individuals to gauge their careers and the metric companies use to judge their employees. Millennials make up approximately 50% of today’s workforce. 87% of millennials are willing to work for less money if their work provides a sense of purpose. How can we provide purpose to our teams? In this highly interactive session, attendees will learn how to provide purpose for an unparalleled employee experience in a post-COVID-19 workplace. 1 Total Credit: 1 CAE F www.ksaenet.org

MAKE YOUR NEXT EVENT A WINNER!

We would love to assist you with planning your next special event. From business meetings, conferences, corporate retreats, wedding receptions and parties, we pride ourselves in working with each client to execute a memorable experience. Enhance your experience by adding one of our affordable Stay & Play packages at the award-winning Firekeeper Golf Course and experience the best course you can play in Kansas. With our luxurious hotel and courtyard, golf course, gaming, four dining options and Lobby Bar on-site, we are confident that your experience will be a success. 15 minutes north of Topeka

For more information, contact Chele Kuhn at 785-966-7742 or mkuhn@pbpgaming.com.

1-888-PBP-4WIN | prairieband.com Must be 18 years of age or older to gamble. Owned by the Prairie Band Potawatomi Nation. Getting help is your best bet. Call the confidential toll-free Problem Gambling Helpline at 1-800-522-4700.

MEMBER SPOTLIGHT KANSAS AUTOMOBILE DEALERS ASSOCIATION

SHIFTING GEARS IN THE MOTOR VEHICLE INDUSTRY By Jewlissa Frickey, editor, KSAE magazine

ince 1932, the Kansas Automobile Dealers Association (KADA) has been dedicated to the goal of promoting better business conditions for those engaged in the motor vehicle industry through advocacy, education and regulatory compliance. As a political, economic and educational association created for Kansas dealers by Kansas dealers, it has continued to be managed by Kansas dealers who are dedicated to protecting the interests and increasing the value of automotive dealerships throughout the state. KADA offers a variety of services and products to its members, from insurance products to dealership supplies. “KADA established the Kansas Automobile Dealers Association Workers Compensation Insurance Fund in 1991, which now ensures over two-thirds of our membership,” said KADA President Don McNeely. “To date, the fund has returned over $15.7 million in surplus reserves to the membership and has collected over $77 million in premiums.” Additionally, KADA provides educational programs, such as title service training for Kansas dealerships and its title clerks in order to give customers the ultimate buying experience.

20 | KSAE Magazine • Vol. 6

There are many aspects to a dealership that are impacted under the Kansas Capitol. “Like other state trade associations, KADA advocates on behalf of the industry it represents by continuing to educate the members of the Kansas Legislature and the various state regulatory agencies on our issues and challenges,” said McNeely. “It is very important that each legislator understands what their vote on our industry means and how it affects their local dealer.” Like many other industries, the retail motor vehicle industry has faced a lot of changes. This includes changes prior to the pandemic, for instance consolidation and the move to e-commerce, as well as those prompted or accelerated by the pandemic, such as various operating restrictions and revised business practices. Beyond the pandemic-related changes, KADA is excited about the steps toward new technologies in the industry. “There is a ton of buzz about new technologies, from electric vehicles to autonomous vehicles, buying cars online or concierge options for service and repairs, to name a few,” said McNeely. “Automakers bringing new EV’s to the market continued on page 22

www.ksaenet.org

Reaching NEW

HEIGHTS! Murals Sculpture Music Theatre Museums Family Fun Eats Shops Cool Spaces and Friendly Faces!

SCAN FOR NEW VISITORS' GUIDE! Unavoidable art... part of the evolving Salina experience!

We create unique meeting experiences! Jo Ann McClure jmcclure@salinakansas.org

MEMBER SPOTLIGHT KANSAS AUTOMOBILE DEALERS ASSOCIATION continued from page 20

is all over the news, with more than 20 EV models available just this year.” Despite these challenges, KADA is optimistic about its future. “We do not look at these as challenges, we see them as opportunities,” said McNeely. “As with any new technology, consumers will need to be educated on owning and operating an EV. Customers also will need a reliable nationwide network of qualified service technicians to service their EV or perform safety recalls.”

“Kansas’ franchised dealers look forward to helping usher in the next chapter of America’s automotive history by doing what dealers do best: selling and servicing automobiles that provde their customers with reliable and affordable private transportation.” With the new electrified products being announced, dealers are excited to see the sales and service opportunities that are going to come alongside having numerous new EV models to sell. McNeely noted that, “Kansas franchised dealers are already installing electric chargers, purchasing special equipment, parts and tools, and investing in training sales and service personnel in order to prepare for selling and servicing the dozens of new EVs that automakers already are or will soon be bringing to market.” McNeely was hopeful for the future of the industry and noted that, “Kansas’ franchised dealers look forward to helping usher in the next chapter of America’s automotive history by doing what dealers do best: selling and servicing automobiles that provide their customers with reliable and affordable private transportation, and KADA will be an integral part of this adoption.”

comfortable to consumers, made of both essential workers and non. These modifications included home delivery of vehicles to consumers and even picking up vehicles to be serviced at the dealership. “The dealers relied on our daily “news alerts” to make sure they were in compliance with the various executive orders,” said McNeely. Not only does KADA work to serve dealers, it also benefits the Kansas community. On average, a Kansas dealership employs about 50 locals in good paying jobs in sales, service and management – allowing for living wage jobs with opportunities for advancement. “It’s one of the last places in America where someone without a college degree can work hard and make a great living,” noted McNeely. “There are 213 dealerships in Kansas that employ 10,700 people directly, and another 10,000 people indirectly. The average employee at a Kansas dealership, in sales or service makes nearly $55,000 per year.” According to KADA, Kansas new car and truck dealers generated $6.2 billion in annual total retail sales and collected $458 million in sales tax in 2020 alone. When asked the goals for KADA in the next two-five years, McNeely remarked, “We will continue to assist our membership in navigating the rapid changes that are occurring within in our industry that are brought about by technology, from e-commerce to the adoption of EV’s.” He continued with how KADA must also continue to evolve to meet the needs and demands of its membership to remain a relevant and trusted asset. For those who may be interested in joining KADA or are new to the dealership industry, McNeely encourages potential members to learn more about the organization. “Dollar for dollar, membership with KADA is one of the best investments a dealer can make in their business,” concluded McNeely. “KADA exists for the sole purpose of protecting and promoting the interests of the Kansas franchised motor vehicle dealerships.” F

As was the case with most all industries, KADA had to navigate the waters of the COVID-19 pandemic with constant communication and adjustments. “Our members relied on the association tremendously during COVID-19, as the information seemed to be changing by the minute, we were sending out emails daily to our membership and giving them direction,” said McNeely. Deemed an essential business by Gov. Laura Kelly, KADA worked together on how to make the buying process safe and

22 | KSAE Magazine • Vol. 6

www.ksaenet.org

3710 Farnum Creek Road | Milford, KS 66514 | 785.463.4000 | acornsresortkansas.com

A unique event/conference venue with breathtaking views of nature overlooking the lake, beach and meadows. In-house catering by the Cove Bar and Grill. The Milford Lake Conference Center staff is here to serve your every need. CONFERENCE CENTER

• • • •

50' x 80' great room seats 275 13' x 23' board room state-of-the-art audio system 3 DLP lampless projectors and drop down screens

RESORT

• • • • •

24 luxury cabins 9 lodge rooms 61 RV sites pontoon, kayaks, canoes 3-mile nature trail

FOCUS

THEY CAN’T BUY FROM YOU IF THEY DON’T KNOW YOU EXIST By Troy Harrison, author and sales navigator

et’s get real about prospecting. Prospecting has changed – right along with everything else in selling. As salespeople and managers, we have to adapt and overcome those challenges, but certain things remain true. As the title says, they can’t buy from us if they don’t know that we exist. If you view prospecting as the most direct way to make sure that potential customers know that we exist, you understand how it fits into our sales matrix. In our B2B world of selling, we have one great advantage – we know (or should know) who potential customers are. We don’t have to broadcast messages and hope that potential customers reach out – and yet that’s what entirely too many salespeople still do. I’m not big on a “crank it and hope” philosophy, so let’s dig into the realities of prospecting today. Even the best associations rarely have 100% membership penetration into their markets. In fact, for most associations, 50% is a great number. All too often, this is because potential members don’t even know about the association and the benefits that membership can bring. Many trade associations – including some of my clients – have had great success with active prospecting efforts like the ones I describe in this article. If you’re looking to grow, maybe it’s time to get back to fundamentals. Make sure that every potential member knows about you and about what you can do for them.

Telephone prospecting When thinking of “prospecting,” this is what we think of. Smiling and dialing, cold calling prospects in an attempt to get appointments. There are a number of sales “experts” out there who will say that this approach doesn’t work anymore. I will say, telephone prospecting doesn’t work – unless you do it. Yes, I said it; telephone prospecting from a quality database is still the best, most controllable way of gaining an audience with targeted decision makers, WITH the following caveats: 1. Working from a quality database and asking for a specific person, by name, rather than doing the “person who” call. The “person who” call is when

24 | KSAE Magazine • Vol. 6

you call the receptionist (if they even have one nowadays) and ask for “the person who handles….” etc. If you do this, you’re dead in the water. Data is too easy to obtain nowadays; databases like Data Axle (formerly ReferenceUSA) are free through most public library systems in the United States and have complete data including contact names and titles – check and see if they have it. If not, one nearby will – there is no excuse for not starting from good data. 2. Contact-to-dial ratios are lower than they used to be. Twenty years ago, you would get a contact (a voiceto-voice conversation with your targeted decision maker) on every second or third dial. Now it’s more like every fifth. There’s no good way around this, and all the internet research in the world won’t help you increase that ratio. www.ksaenet.org

3. That means that you must have a compelling and short introduction message. “How are you today?” “I’d like to see if you’re getting quotes on,” or “I’d like to talk about” isn’t it. Have an incredibly powerful benefit statement ready (or a couple to rotate) and a good question or two ready for when they respond. The lower contact ratios mean that you have to be really good at the prospecting conversation; the law of large numbers won’t help here. If you’re working from a good database of well targeted prospects, have a compelling approach and are enthusiastic, you should be getting an appointment on every two to three contacts. What about other ways of prospecting? There are others, of course – but their percentages are lower. Still, prospecting in the 21st century means being adept at all of them.

Email prospecting Email prospecting is probably the lowest-percentage form of prospecting. If doing an e-blast to prospect, you really should be doing more than 200 at a time, at

a minimum. Even then, it might not get a return email or call. The “delete” key is too easy. Here are a few tips: 1. Don’t put an attachment in the email, not even a great flyer. This will get it spam-blocked and/or deleted more than anything else. 2. Personalize it – use the recipient’s first name, at a minimum. 3. An all-text prospecting email works best, because some email clients (Outlook, for instance) don’t open images by default. Plus, all-text looks more personal because it is. 4. Your return rates are even lower than direct mail. Getting a 1% return rate on a cold email blast means it’s done great – 0.1% is more typical.

LinkedIn LinkedIn is the only social media prospecting worth discussing for B2B selling, in my opinion. Sure, some are having some luck on Facebook, Instagram or Twitter, but in the B2B world, that’s an exception. LinkedIn is where continued on page 26

Topeka

Kansas City

Wichita

HALFWAY BETWEEN EVERYWHERE • Conference Center • Advanced Technology • On-Site Catering • Convenient Parking • Versatile Space • Competitive Rates

emporia.edu/union 620-341-5443 schedule @emporia.edu

www.ksaenet.org

visitemporia.com/meet 800-279-3730

KSAE Magazine • Spring 2022 |

FOCUS continued from page 25

decision makers live, and one might be able to get some new prospects here – but you have to work carefully. 1. Do not immediately hit someone with a sales message when first connecting (this will result in a disconnection more often than not). LinkedIn leads must be nurtured rather than attacked. From the time of connection to the time of the first sales message should be at least three messages (nonselling) and four weeks. Minimum. 2. Post often – once per day is ideal, so that it shows up on peoples’ timelines. 3. Engage – make sure to be reading, liking and commenting on others’ posts, particularly targeted contacts. 4. Even so, recognize that LinkedIn leads will be a minority of incoming leads, unless one is very lucky or very good.

So, what does my preferred prospecting mix look like, assuming it’s done based on the above guidelines? From a time allotment standpoint, I’d suggest 70% telephone prospecting, 20% LinkedIn and 10% email. Results, of course, might vary – but this is what I’ve seen work across industries and geographic areas. Remember the title of this article – they can’t buy from you if they don’t know you exist. Let them know you exist. F Troy Harrison is the author of “Sell Like You Mean It!” and “The Pocket Sales Manager” He is also a speaker, consultant and sales navigator. He helps companies build more profitable and productive sales forces. To schedule a free 45-minute sales strategy review, call 913-645-3603 or e-mail Troy@TroyHarrison.com. Harrison

Text message prospecting I do not recommend a text message as a first contact, under any circumstances – there’s no quicker way to get blocked permanently.

BE HEARD.

701 N. Kansas Ave. Topeka, Kansas 785.251.6944 parks.snco.us

INSPIRED MARKETING SUPPORT FOR ASSOCIATIONS // WEBSITE DESIGN & HOSTING // NEWSLETTERS // SOCIAL MEDIA CONTENT // GRAPHIC DESIGN

ARE YOU READY TO BE HEARD?

One conversation can change everything.

Built in 1927 and restored to its original grandeur, this former Union Pacific railroad station offers several event spaces: the Grand Hall and Mezzanine (up to 200 people), and the East Gallery (up to 100 people), which together, can hold up to 300 people. A conference room, suitable for small business meetings of up to 12 people, is also available.

785.843.1234 // create@treefallmarketing.com treefallmarketing.com

26 | KSAE Magazine • Vol. 6

www.ksaenet.org

MAKE A

WITH YOUR NEXT EVENT

Contact Melissa Sowers for more information and to book. 785-215-8582 | melissa@visittopeka.com visittopeka.com/meetings

BOARD GOVERNANCE

MEMBERSHIP METRICS: FIVE WAYS TO GAUGE SUCCESS By Bob Harris, CAE

he most common membership metric is “market share.” In a board discussion one might hear, “What percentage of the potential members pay dues to our association?” There are several metrics to gauge membership success.

Square Footage – This metric is demonstrated by the Phoenix REALTORS® association. “What portion of office square footage is designated to member service?”

At Phoenix REALTORS, they are able to demonstrate that more than 75% is dedicated to member service. Members are offered workstations, conference rooms, training monitors, lounges and staff support. The rest of the office is dedicated to management. The ratio affirms the leadership’s mission of “creating the ideal environment for our members’ success.”

Be cautious when calculating potential members. Not every prospect adds value to the association. An organization wants to recruit members that add influence and will be involved.

The opposite of a member-driven office is a staff taking up a majority of the space, closed doors, department silos and a bell at the front counter with a sign, “Please ring bell and wait for service.” Pandemic staff telework will influence the future needs for office space.

Market Share – Determine market share by identifying the potential membership compared to the number of dues paying members. For example, an organization with a potential member of 1,000 that has 600 members represents at 60% market share. If an organization represents less than 50% market share or is experiencing a continuous decline, alarm bells should go off. Ask why more than half the prospective members don’t see value in the association?

Dues Renewal – Another way to gauge membership is based on rate of renewal. If 1,000 members are billed and only 800 pay the dues invoice, the retention rate is 80%. There is significant cost to enrolling new members; it is easier to keep a customer than to find new ones. When retention rate drops below 90%, board and staff should address why and if changes must be made. Often there is lack of awareness of membership’s value or membership isn’t considered essential.

Revenue Ratio – Compare the percentage of revenue generated by membership dues to the entire income. The range may be as high as 80% to as low as 20%. Some organizations strive for a balance of 50% dues income and 50% non-dues. There is no perfect ratio – each association has unique programs and streams of income. When the dues income is high, leaders may want to explore revenue generating programs. When non-dues revenue is high, it often reflects the hard work of staff and committees to manage diverse programs. Find the best balance for the organization.

28 | KSAE Magazine • Vol. 6

“The member is first. Our space was designed with that in mind. We listened to the needs and wants of our members to create an environment that is a tool for them to use in their day-to-day,” explains Andy Fegley, chief executive officer at the association.

Lobbying – Another metric is the percentage of dues spent on “direct lobbying.” The IRS requires exempt associations to notify members of the percentage of dues that are not deductible as a result of lobbying and political activity expenditures. Many association missions emphasize advocacy and protection for members. It is ironic that advocacy maybe be their top priority although they inform members that only a minuscule percentage was spent on government relations. A CPA will help identify “direct lobbying costs” to create the percentage. Membership metrics help gauge success. Consider how these apply to your association. F Bob Harris, CAE, provides free governance tips and templates at www.nonprofitcenter.com.

Harris

www.ksaenet.org

HYBRID MEETINGS

À LA CARTE SERVICES

SAFE DISTANCING

CHOICE OF CATERING

CONFERENCES

ONLINE PLANNING

Visit Lindsborg www.VisitLindsborg.com

little sweden usa LINDSBORG, KS • 785.227.2015 • SUNDSTROMEVENTS.COM

MANAGEMENT

TOP FIVE MISTAKES MADE IN DESIGNING SURVEYS By Laura Olvera, owner, eAutoFeedback

ustomer service is one of the biggest contributors to business, organizations and event success. In fact, 96% of customers1 will base their brand loyalty off the level of customer service provided to them. Surveys are a useful tool to help ensure companies are providing a helpful or necessary service and experience. As an association, you might think you have a handle on how your members feel about the services provided to them as a part of their overall “membership benefits.” However, when one actually asks them directly – it will uncover their true thoughts, opinions and recommendations. There are a variety of areas when surveying its membership can be valuable: •

•

Annual Membership Survey – determine why members are a part of the particular association; have the ability to evaluate the board of directors or executive director; ask what events they would like to see occur; obtain feedback on events that have occurred; and obtain testimonials for marketing purposes. Voting or Legislative Session Questions – to obtain an

30 | KSAE Magazine • Vol. 6

•

anonymous consensus vote on an issue for delegates to present as a chapter up to an international association meeting or to recommend an individual member for a Recognition program. Expo/Conference – this can be done during the event or as a post-event review to include evaluations on sales/event manager services, speakers, food and beverage, audio visual, internet service, security, parking, location, etc. Continuing Education (CE) Training – survey for attendees to give feedback on overall training provided and serve as a document for completed CE training to obtain CE credits.

Once the area to survey has been determined, and before jumping into determining the questions to use, take into consideration these top five survey design mistakes.

1. Neglecting to define a clear goal

Defining a clear goal is one of the most essential steps in creating an effective survey. Survey goals should be determined by what exactly is going to be most important continued on page 32

www.ksaenet.org

ADD SOME FUN TO YOUR MEETINGS IN

DODGE CITY MEET. PLAY. STAY.

620.371.7390

UnitedWirelessArena.com

620.682.7735 BootHillCasino.com

620.371.7340

DodgeCitySuites.HamptonInn.com

Must be 21 to enter Boot Hill Casino & Resort. All Boot Hill Casino & Resort games are owned and operated by the Kansas Lottery. All offers from Boot Hill Casino & Resort are void and non-redeemable to persons banned from the casino and persons enrolled in the Kansas Voluntary Exclusion program.

www.ksaenet.org

KSAE Magazine • Spring 2022 |

MANAGEMENT continued from page 30

when analyzing results. Focusing on a clear objective can help eliminate unnecessary questions, allowing businesses to gain useful, applicable feedback.

2. Asking too many vague questions

Vague questions are often counterproductive, as the responses received are too broad to effectively analyze. For example, only asking a respondent how their overall experience was doesn’t allow them to explain why they chose a given rating. Asking more detailed questions with descriptive-type answer choices will allow you to obtain information on areas of strength or where enhancements could be made.

Language within each survey should be conversational and easily digestible. Ultimately, customers are more likely to provide honest feedback when they understand what’s being asked. 3. Asking too many questions

When creating feedback surveys, it can be easy to go down a rabbit hole of asking too many questions. Although asking users many questions may seem like the most efficient way to gather information, respondents are actually less likely to complete the survey. To ensure the desired results are received, it’s recommended to keep the number of survey questions at a practical level by utilizing branching type questions, which will allow the respondent to skip sections of a survey that do not apply to them.

4. Questions are confusing or too technical

Each survey should be written to compliment your business or organization’s branding. Write each question as if you are asking someone face-to-face. Language within each survey should be conversational and easily digestible. Ultimately, customers are more likely to provide honest feedback when they understand what’s being asked.

5. Failing to analyze results or doing something with them

A company’s customer feedback survey has been posted or sent, so now what? It is “Time to Analyze!” One commonly overlooked step in surveying is aggregating and understanding the survey results. This can be done on an individual basis or by looking for trends.

are issues to be addressed; conducting staff evaluations with feedback received; making changes to internal workflows; following up with additional information that has been requested; and most importantly, to celebrate successes! F

Reference

1. EN-CNTNT-Report-DynService-2017-global-statecustomer-service-en-au.pdf

Laura Olvera is the owner of eAutoFeedback, an online survey service vendor. eAutoFeedback provides personalized service, helping create the applicable survey questions to ask, adding them to the customer’s profile on its cloud-based system, and then training staff on how to easily send out the survey requests via email or using a kiosk/iPad model. For a “touchless experience,” a Smart-QR Code model is also Olvera available. For more information, visit www.eautofeedback.com or contact 816.207.9965 to schedule a no-obligation demo.

The next step is actually doing something with the results! This can include reaching back out to the respondent if there

32 | KSAE Magazine • Vol. 6

www.ksaenet.org

Wichita Downtown

Features Rooftop Glass-Bottom Suspended Pool Onsite Starbucks Scenic City View Event Space Microwave, Keurig Coffeemaker & Mini Refrigerator 50" Television Complimentary WiFi • 10,000 sq. ft of meeting and event space Restaurant & 401 Bar • 24-hour Shop • ATM Onsite • Indoor Pool & Fitness Center

Topeka

Features Outdoor Game Area and Gazebo Microwave, Keurig Coffeemaker & Mini Refrigerator • 50" Television Complimentary WiFi • Meeting and Event Space • 24-hour Shop Restaurant & 34th Star Bar • ATM Onsite • Indoor Pool & Fitness Center 1351 SW Arvonia Place Topeka, KS 66615 785.350.2069 hgitopeka.hgi.com

401 East Douglas Wichita, KS 67202 316.669.6175 wichitadowntown.hgi.com

HUMAN RESOURCES

FROM HANDBOOKS TO MUST-HAVES: A Q&A ON HR DOCUMENTATION

By Kristina Dietrick, PHR, SHRM-CP, president, HR Partners Why does a business need an employee handbook? Is it a legal requirement?

Although a company is not legally required to distribute an employee handbook, it is a good business practice to follow. Not only does an employee handbook provide employees general information regarding company policies, procedures and benefits, it also outlines company expectations and provides information related to company culture. Creating and enforcing a well-written employee handbook provides a solid foundation so employees have a reference point for important employment information. The most critical component of an employee handbook is an acknowledgement form for employees to sign and confirm their understanding of the information within the handbook.

What is the importance of having job descriptions for the employees of a company?

Job descriptions provide many benefits to both the employee and employer. Major elements of a job description include the Fair Labor Standards Act (FLSA) status (exempt or non-exempt), the physical requirements of the position, the responsibilities of the position and the minimum qualifications required to perform the job duties. Job descriptions also may include the direct report supervisor, work schedule and, most importantly, an acknowledgement of understanding requiring the employee’s signature. Not only do job descriptions provide specific information to employees regarding their position, they also may be utilized during performance evaluations to measure overall performance outcomes specifically tied to the responsibilities of the position. Additionally, job descriptions are essential in responding to requests for accommodations under the Americans with Disabilities Act (ADA) and processing return to work releases under both the ADA and the Family Medical Leave Act (FMLA). A good job description is a win-win for both the employer and the employee.

34 | KSAE Magazine • Vol. 6

When hiring a new employee, is there a checklist of the “must haves” with HR documentation?

The required documents may vary from one company to another. Various forms employers should always provide to employees for completion include, but are not limited to, an offer letter, employee data and emergency contact information, job description acknowledgement, employee handbook acknowledgement, benefit enrollment and/or waiver form, required employer model notice under the Affordable Care Act, W-4, K-4, Kansas Department of Labor New Hire Report, direct deposit or required payroll information and the federal I-9 form with required forms of employee identification. www.ksaenet.org

My personnel files are a mess! What is the “legally proper” system of what to keep and not keep, and where to file it?

Various federal, state and local employment laws have specific recordkeeping and retention requirements. We recommend our clients create a personnel file checklist to assist in properly maintaining a clean and orderly filing system. Each employee should have a general personnel file and a confidential personnel file. The general personnel file should contain information such as performance evaluations and disciplinary documentation, which should be filed by date with the most recent information located on top. All documents containing protected and/or non-job-related information such as date of birth, marital status, dependent information, SSN’s, medical information, credit information, immigration status, national origin, race, gender, religion, sexual orientation, criminal history, financial history, etc., should be filed in a confidential file separate from a personnel file.

a select few individuals, such as a direct supervisor, should have access to an employee’s general personnel file. The human resources department and the president/CEO of the company should be the only individuals who have access to an employee’s confidential personnel file. F HR Partners, a woman-owned, regional human resources consulting firm in Topeka, Kansas, specializes in human resources outsourcing and consulting services, audits, assessments, compliance, training and organizational development, as well as executive recruitment. HR Partners’ professional team has extensive knowledge and experience to develop customized solutions to fit Dietrick an organization’s needs and culture. For more information, call 785.233.7860, 800.635.2310 or visit www.hrpartnersks.com.

Both general personnel files and confidential personnel files should be filed in a secure location at all times. Only

Perfect for your next meeting and convention! We are one of the only hotels in Lawrence, Kansas, with a full-service convention center, making your meeting and convention planning a one-stop shop! Hotel highlights • Convenient location off the interstate and only minutes from downtown and the University of Kansas. • The largest meeting and event spaces in town. • Extensive easy-to-access complimentary parking. • Lobby connectivity with computer workstations and printers. Earn meeting • Large indoor saltwater pool and whirlpool. points with your Hilton • State-of-the-art fitness center with yoga equipment. Honors • Two on-site restaurants – Heartlands Garden Grill and Boulevard Grill. 200 McDonald Drive Lawrence, KS 66044 Telephone: (785) 749-8932 Fax: (785) 841-2799 Lawrence.DoubleTreebyHilton.com

www.ksaenet.org

Rewards!

KSAE Magazine • Spring 2022 |

BOOKLIST

NEW YEAR, NEW ME – AND MAYBE NEW YOU By Nicole Mitchell, writer, KSAE magazine Editor’s Note: This article was originally published in Plastics Business magazine.

t’s 2022, and if you’re anything like me, you had your new year’s resolutions written down since mid-December – or maybe they are still somewhere floating in your head. Either way, one thing is clear: A “new year, new me” mindset is popular for a reason. We, as humans, crave change. Deciding what parts about ourselves or our business we want to change is the easiest part, but how do we keep up the motivation once it gets hard? How do we create goals that are SMART? How do we keep inspired throughout the year to make the change? From tactical tips on how to create change in your business to daily inspiration to push through tough times, these podcasts make keeping resolutions and goals a little easier.

All It Takes Is a Goal by Jon Acuff

Motiv8 – The Motivation and Inspiration Podcast by daithiD

Motiv8 is a short daily podcast filled with motivation and inspiration from a variety of speakers. With each episode around 10 minutes long, this podcast provides the just the right amount of morning inspiration that you can finish on your drive to work or during your morning routine. Recommended episodes: • Carrie Wilkerson: Balance is a Myth • James Lawrence: Doing the Hard Things • #009: Trajectory Vs Positioning

TED Business by TED

New York Times Bestselling author and speaker Jon Acuff explores the best tips, tricks and techniques to getting from where you are today to where you want to be tomorrow.

Host Modupe Akinola of Columbia Business School presents TED business. On the podcast, Akinola shares powerful TED Talks related to common issues in business. This includes learning how to land a promotion, setting SMART goals, undoing injustice at work and more.

Recommended episodes: • ATG 54: 10 micro goals for massive results • ATG 44: It’s YOUR life, so live it on purpose. My inspiring conversation with Tanya Dalton • ATG 28: How to take the awkward out of networking with Jordan Harbinger

Recommended episodes: • How boredom can lead to your most brilliant ideas | Manoush Zamorodi • Encore: How to find the person who can help you get ahead at work | Carla Harris • Zigzag | 6. The Timeline

Business Minds Coffee Chat by Jay Scherr

Business consultant Jay Scherr interviews business leaders, entrepreneurs and other who use their work to change the world. The goal of the podcast is to share insights, inspire and deliver practical, meaningful and actionable content. Recommended episodes: • 83: Brett D. Scott | From Breakdown to Breakthrough • 102: Bob Burg | Giving Exceptional Value • 77: Todd Cherches | Get People to See What You’re Saying

36 | KSAE Magazine • Vol. 6

Conquering Chaos: A Show for Manufacturing Leaders by Parsable

World events and industry trends have made one thing clear – it’s not whether you can adapt, it’s how quickly you can adapt. The winners will drive change while the losers will be defined by it. Conquering Chaos is the show that connects you to real manufacturing leaders who are defining the future of manufacturing today. Recommended episodes: • Supply Jane & Fifo: Getting Younger Generations Interested in Supply Chain www.ksaenet.org

Subscribe now! • •

You’re Doing Continuous Improvement Wrong People Solve Problems: An Interview w/ Jamie Flinchbaugh

2000 Books – Business Book Summaries

2000 Books summarizes the greatest business and self-help books out there. This podcast talks about books related to entrepreneurship, marketing, sales, business management, productivity, mental toughness, leadership skills, social skills, communication skills, success mindset, positive psychology and more. Not only that, but 2000 Books often features interviews with top authors. Recommended episodes: • 333 [Goal Achievement] Why you fail at goals again and again | Succeed – Heidi Grant Halvorson • 326 [Productivity] 1 Key to Discipline your Mind | No BS Time Management for Entrepreneurs – Dan Kennedy • 273 [Entrepreneurship] How to Build a Culture of Innovation | Interview with Author Erin Meyer – No Rules Rules: Netflix and the Culture of Reinvention F

n i t e e M

KSAE Association & Meetings is the official magazine of the Kansas Society of Association Executives. The magazine – available in print and as a digital edition – includes intriguing articles and news on conferences, meetings and association management that affect Kansas-based associations and other nonprofit organizations in the region.

www.ksaenet.org/KSAE-Association&-Meetings-Magazine

LEAVENWORTH

s a s Kan

Meet in the "First City of Kansas" for all your conferences, reunions, meetings, seminars, events, banquets, and more...only 20 minutes from Kansas City International Airport 913.758.2948 KLEE@FIRSTCITY.ORG

VisitLeavenworthKS.com www.ksaenet.org

KSAE Magazine • Spring 2022 |

CALENDAR To register or for more information, visit ksaenet.org.

APRIL 13

MAY 12

APRIL 27

MAY 25

Unlocking Potential Through Organization Design

Purpose or Perish: Cultivating the Future of Employee Experience

Why Now is the Time to Change Your Pricing Strategy and How to Do It

The Courage to Innovate: How to Be a Strong Leader and Confident Innovator

AD INDEX Boot Hill Casino and Resort..................................... boothillcasino.com......................................................................................................31 DoubleTree by Hilton-Lawrence............................ lawrence.doubletreebyhilton.com..................................................................... 35 Drury Plaza Hotel.......................................................... druryhotels.com............................................................................................................ 7 Geary County Convention Center......................... marriott.com/mhkcy................................................................................................ 23 Great Overland Station.............................................. parks.snco.ks................................................................................................................ 26 Hilton Garden Inn-Topeka......................................... hgitopeka.hgi.com..................................................................................................... 33 Hilton Garden Inn-Wichita Downtown................ wichitadowntown.hgi.com.................................................................................... 33 Holiday Inn Wichita East I-35.................................. holidayinnwichita.com...............................................................................................13 Hotel Topeka at City Center.................................... hoteltopekaatcitycenter.com..................................................................................11 J.O. Sundstrom Conference Center...................... visitlindsborg.com..................................................................................................... 29

KSAE Association & Meetings................................ ksaenet.org/KSAE-Association-&-Meetings-Magazine................................37 Kansas Star Casino & Event Center..................... kansasstarcasino.com.............................................................. inside front cover Marriott Wichita............................................................. marriott.com/ictwe.....................................................................................................9 Memorial Union at Emporia State University... emporia.edu/union................................................................................................... 25 Milford Lake Conference Center............................ acornsresortkansas.com........................................................................................ 23 Overland Park Convention Center........................ opconventioncenter.com/sensory.......................................................................15 Prairie Band Casino & Resort.................................. prairieband.com.......................................................................................................... 19 Treefall Marketing (Allen Press)............................. treefallmarketing.com............................................................................................. 26 Visit Dodge City............................................................. visitdodgecity.org/meet...........................................................................................31 Visit Emporia................................................................... visitemporia.com/meet........................................................................................... 25 Visit Kansas City Kansas............................................ visitkansascitykansas.com/meetings............................................................... 39 Visit Leavenworth......................................................... visitleavenworthks.com...........................................................................................37 Visit Lindsborg............................................................... visitlindsborg.com..................................................................................................... 29 Visit Manhattan.............................................................. visitmanhattanks.org............................................................................. back cover Visit Salina........................................................................ visitsalinaks.org............................................................................................................21 Visit Topeka / Evergy Plaza..................................... visittopeka.com/meetings......................................................................................27 Visit Wichita..................................................................... visitwichita.com.............................................................................................................3

38 | KSAE Magazine • Vol. 6

www.ksaenet.org

Manhattan MEET IN

Our conference center expansion continues to make Manhattan the #1 walkable meeting destination in Kansas

Oh Manhattan !

VISITMANHATTANKS.ORG

KSAE Association & Meetings, Vol. 6, Spring 2022

Articles inside

SOLUTIONS

BOARD GOVERNANCE

MEMBER SPOTLIGHT KANSAS AUTOMOBILE DEALERS ASSOCIATION

ON LOCATION DISTILLERIES IN KANSAS

MANAGEMENT

NONPROFIT

FOCUS

HUMAN RESOURCES