Regional Conference Handbook
2015–2017
Greetings Regional Directors,
Your leadership and marketing teams have been working hard to provide you with this
regional director’s handbook. It should be used as a living guide for planning and
engaging resources for your Metro and Regional meetings.
As you know, our goal is to have 4 Metro and/or Regional meetings per year, in each
region. With the National conferences occurring once per year starting in 2016, the
regional and metro meetings become the best way for us to keep the CMMA conversation
going all year long.
This guide contains key contacts, marketing and communications templates and most of
the tools needed to facilitate this process.
Please reach out to your Vice President, Gerry Harris or me with questions.
Thanks for your leadership.
Gregg
CMMA president
Table of Contents
Regional Conference Overview ..................................................................................... 3
Metro Meeting Overview ............................................................................................4
Planning Communications Timeline, Regional .............................................................5-6
Planning Communications Timeline, Metro .................................................................7-8
Sample Day Schedule ................................................................................................... 9
Templates.............................................................................................................. 10-13
Key Contacts .......................................................................................................... 14
Regional Conference Overview
What?
CMMA Regional Conferences are single-day events designed to enhance member, partner and
prospect engagement. CMMA’s leadership expects each region to conduct at least one Regional
Conference per year, in addition to three Metro meetings. Based on the topic and level of
interest, it is not uncommon for two regions to collaborate on hosting a Regional Conference.
A traditional Regional Conference may consist of thought leadership presentations, case studies
and product demonstrations on relevant topics, challenges opportunities and services. The
Conference topic(s) is typically established by the Region’s planning committee, which can
include members and partners.
Frequently, regions schedule a reception or mixer the evening prior to the Conference to
accommodate out of town attendees and facilitate the opportunity for everyone to informally
network and socialize.
Why?
The Regional Conferences are designed to offer additional value for members and prospects
(beyond the National Conferences) by providing educational, networking and benchmarking
opportunities on a regular basis, cost-free.
These meetings also provide Partners an opportunity to expose their existing customers and
prospects to the benefits of CMMA and our value proposition. Partners are encouraged to be
proactive in working with each Region as they plan these events.
Where?
A Regional Conference can take place at a CMMA Member or Partner facility, hotel meeting space
or third-party location.
Additional Considerations:
ith CMMA.
well as industry peers from other organizations.
organizations, such as MCA-I to attend.
Example Agenda:
Management - Business Issues
product demonstrations and presentations
Next Steps:
the Regional Director in your area.
CMMA – Disclaimer: In order to sponsor an event Partners must be in good standing with CMMA.
CMMA Metro (Local) Meeting Overview
What?
“CMMA Metro” is a local meeting intended to supplement our Regional events. These
meetings can take place more frequently than a typical Regional event, because they do
not require as much planning or complexity. The scope can include a simple no-host lunch,
an after-work mixer, or a single-day meeting at a member or partner location. These
meetings are intended to be more manageable from a planning perspective and easier for
prospects and members to attend, due to their local nature and minimal need for travel.
Each proposed meeting should be presented to the Regional Director, where the Major
Metro is located. The Regional Director may choose to participate and/or assign a
committee of CMMA Members and Partners to assist with the planning. It is required that
at least one CMMA member attend the event to ensure that it adheres to our meeting
guidelines.
Why?
These meetings will be designed to offer additional value for members and prospects by
providing information, networking and benchmarking opportunities. Partners will also have
an opportunity to provide educational information on industry trends related to their areas
of expertise, in addition to facility tours and product demonstrations where applicable.
Where?
A CMMA Metro meeting can take place at a CMMA Member or Partner facility, hotel
meeting space, a restaurant or similar location.
Additional Considerations:
organization as well as industry peers from other organizations.
Encourage members of other local media organizations, or branches of national media
organizations, such as MCA-I to attend.
Example meetings:
-work drinks at a restaurant to discuss media management.
ity.
-day session to include thought leadership from Partners.
-day Member case studies and/or panel discussions.
Next Steps:
out to the Regional Director in your area.
CMMA – Disclaimer:
In order to sponsor an event Partners must be in good standing with CMMA.
Planning and Communication Timeline for Regional Conference
Use the following schedule as a reference and set individual dates for each task.
Three months prior

Partner with an engaged Member, or
one you wish to engage, in the area
selected for the event, to assist with
organizing the event.

Distribution to potential regional
members on CMMA mailing lists.

Posting on LinkedIn and Facebook
Two months prior

Poll Membership in your Region to
determine if there are any topics
common among them you can use for
focusing the event

Finalize topic and location.

Confirm keynote speaker, special guests,
and session presenters.
One month prior

Customize communications materials.

Customized/finalize templates for day of
handout materials.

Arrange for webcasting of event if you
are going to have a portion webcast to
the general membership.


Send meeting invitation to CMMA
partners with an invitation for Partner
Sponsorship of event items.
Send registration reminder. Including
Registration link and suggestions for
accommodations for out of town
attendees and directions to event venue.

Send reminders to speakers, vendors,
and sponsors.

Send meeting invitation to CMMA
Members with an invitation to the event.


Send a second mailing to CMMA
Partners, including the prepackaged
messaging and invitation attachment
they can send to potential members in
that region.
Conference call with event participants
to set expectations and review the event
agenda, format and timeline. Discuss
need for supporting media if any, and
review procedure for Topic Panels, etc.

Confirm webcast and ensure you have
everything necessary to ensure a
successful webcast both with the vendor
and the venue.

Send a second mailing to CMMA
members, including the prepackaged
messaging and invitation attachment
they can send to potential members in
that region.

Send the invitation to Executive Director
for:

Inclusion on the CMMA website

Setup for Registration for the event via
CMMA Website

Send second email invitation blast to
members, prospects and partners
including registration link

Recruit volunteers for day of event and
assign duties.
One week prior

Print name tags.

Finalize all location details via
walkthrough.

Reconfirm all speakers and logistics.
Day of Event:
After the Event

Arrive early to confirm registration and
event set up.

Send thank you notes to speakers,
sponsors and venue host.

Assist speakers and attendees as much
as possible.

Distribute the survey monkey evaluation
survey to all attendees.

Place Membership Application Packets
for potential new members at sign in
area.

Thank committee members and
volunteers.


Take as many high quality photos of
speakers, members, and partners as
possible.
Set up call to work with Marketing
Committee to create a post meeting
summary as well as share pictures of the
event.

Thank Committee Members and Partner
Sponsors.

Contact webcasting partner and
Executive Director to post video from
the webcast to the CMMA website.

Submit expense report for any expenses
being paid for through CMMA to
Executive Director.
Planning and Communication Timeline for Metro Meeting
Use the following schedule as a reference and set individual dates for each task.
Three months prior



Partner with an engaged Member, or
one you wish to engage, in the area
selected for the event, to assist with
organizing the event.
Determine the format of the meeting –
• Lunch or after-work drinks at a
restaurant to discuss issues pertaining to
media management.
• Tour local member or partner facility.
• Half-day session to include thought
leadership from Partners.
• Full-day Member case studies and/or
panel discussions.
Finalize topic and location.

Confirm keynote speaker, special guests,
and session presenters.

Customize communications materials.

Send meeting invitation to CMMA
partners with an invitation for Partner
Sponsorship of event items.

Send meeting invitation to regional
CMMA Members with an invitation to the
event.

Send a second mailing to CMMA
Partners, including the prepackaged
messaging and invitation attachment
that they can send to potential members
in that region.
Send a second mailing to CMMA
members, including the prepackaged
messaging and invitation attachment
that they can send to potential members
in that region.
Send the invitation to Executive Director
for:
 Inclusion on the CMMA website
 Distribution to potential regional
members
 on CMMA mailing lists.
Poll Membership in your Region to
determine if there are any topics
common among them you can use for
focusing the event



 Posting on LinkedIn and Facebook
Two months prior

Send second email invitation blast to
members, prospects and partners.

Recruit volunteers for day of event and
assign duties.

Setup for Registration for the event via
CMMA Website
One month prior

Customized/finalize templates for day of
handout materials.

Send registration reminder.

If needed for more formalized event,
conference call with event participants to
set expectations and review the event
agenda, format and timeline. Discuss
need for supporting media if any, and
review procedure for Topic Panels, etc.

Send reminders to speakers, vendors, and
sponsors.
One week prior

Print name tags.

Finalize all location details via
walkthrough.

Reconfirm all speakers and logistics.
Day of Event:

Arrive early to confirm registration and
event set up.

Assist speakers and attendees as much
as possible.

Have new Membership Application
packets available for potential members.

Take as many high quality photos of
speakers, members, and partners as
possible.

Thank Committee Members and Partner
Sponsors.
After the Event

Send thank you notes to speakers,
sponsors and venue host.

Distribute the survey monkey evaluation
survey to all attendees.

Thank committee members and
volunteers.

Set up call to work with Marketing
Committee to create a post meeting
summary as well as share pictures of
the event.

Submit expense report for any expenses
being paid for through CMMA to
Executive Director.
Sample Communications
CMMA National Marketing Schedule:
All E-Posters will be delivered on the following dates (Tuesday):
July 14:
July 21:
August 4:
August 11:
August 18:
August 25:
September 1:
September 8:
September 15:
September 22:
September 29:
October 6:
October 13:
Save the Date
Letter from President Gregg Moss
The Conference in General: Theme, Goals, Takeaways
Keynote Speaker Alan Webber
The Location: Albuquerque, Hotel Albuquerque, Old Town
Mindfulness
Creative Confidence
Idea Buffet
Getting Things Done (GTD)
Panel Discussions
The Conference in General / Hotel Room Closing Date
CMMA Ongoing: Bijou, Fast Track Solutions, President's Dinner
Recap / Final Appeal
National Conference examples
CMMA 2015 National CMMA 2015 National CMMA 2015 National CMMA 2015 National CMMA 2015 National
Conference - Save TheConference
Date!.msg - A CMMA Special
Conference
Invitation.msg
Update.msg
Conference Keynote.msg
Conference Albuquerque NM.msg
CMMA 2015 National
Conference An Exploration into Mindfulness.msg
Regional Conference examples
CMMA Regional
CMMA SE Regional
CMMA SE Regional
Update - Meeting Aug Meeting
19-20 .msg
Aug 20 2015.msg
Meeting Aug 20 2015.msg
Communication Templates
Sample CMMA Partner Sponsorship Request Communication
CMMA South East Regional Meeting:
Atlanta, GA hosted at ON Event Services headquarters
Thursday, August 20, 2015
Dear CMMA Partners,
I am pleased to announce our next Communications Media Management Association
(CMMA) event and sponsorship opportunity.
This regional meeting will focus on Disruptive Technology and Innovation. Disruptive
innovation is a term used to describe innovations that improve a product or service in
ways that the market does not expect. The meeting plans on up to 40 attendees, case
studies, thought leadership, facility tour and demonstrations.
The planning committee invites partners to consider sponsorship of any of the following
opportunities:
Opportunity Estimated Cost (based on 40 people)
1. August 19th pre-meeting reception:
$3,000
 Reception includes heavy hors d’oeuvres, beer & wine with servers
 6-8 PM
2. August 20th pre-meeting breakfast reception:
$500
 Einstein’s Bagels with coffee, juice, and fresh fruit
3. August 20th lunch:
$998
 Low Country BBQ
4. Door Prizes:
$100+
If you plan on attending this conference in Atlanta, On Event Services has an attractive
rate of $69 at the Hilton Atlanta NE, located at 5993 Peachtree Industrial Blvd, Peachtree
Corners, GA 30092, (770) 447-4747. Ask for Sandy Franklin.
We greatly value the opportunity to build relationships with our Partners and look forward
to seeing you at our next conference.
Thanks,
Jim
James Fox, DES
CMMA Partner Relations Director
Sample CMMA Partner Sponsorship Request Communication
CMMA Regional Meeting:
City, State hosted at (Venue)
Dear CMMA Partners,
I am pleased to announce our next Communications Media Management
Association (CMMA) event and sponsorship opportunity. This regional meeting will focus on <EVENT TOPIC>. The meeting plans on
up to <max#> attendees, case studies, thought leadership, facility tour and
demonstrations.
The planning committee invites partners to consider sponsorship of any of
the following opportunities: Estimated Cost (based on # people) 1.
DATE pre-meeting - $ <ESTIMATED COST>
• The reception will include <WHAT YOU ARE CONSIDERING FOR THIS
GATHERING>.
• TIME / PLACE
2.
DATE, Pre-meeting Breakfast - $ <ESTIMATED COST>
• <WHAT YOU ARE CONSIDERING FOR THIS EVENT>
3.
DATE, lunch - $ <ESTIMATED COST>
• <WHAT YOU ARE CONSIDERING FOR THIS EVENT>
4.
Door Prizes - $ <ESTIMATED COST>
If you plan on attending this conference in <CITY>, <DETERMINE IF YOU
OR A PARTNER CAN OBTAIN A GOOD HOTEL RATE> has an attractive rate
of <$COST> at the <HOTEL NAME, LOCATION, RESERVATION
INFORMATION>.
We greatly value the opportunity to build relationships with our Partners and
look forward to seeing you at our next conference.
Sample CMMA Metro Meeting Communication
Dear _____________
On behalf of ______________, ______________ Region Director and myself, I would like
to extend a personal invitation to you to attend the CMMA event (Regional Director) is
hosting on (MONTH/DAY).
The topic of the event is _____________________________. You may have seen
the recent communications sent from our CMMA executive director. (Provide link to event
on CMMA Website)
One of the great benefits of CMMA membership is the opportunity to participate in forums
organized to provide benchmarking opportunities and knowledge sharing with your peers.
The upcoming event in ______________ certainly fits that bill and features perspectives
from several of your CMMA colleagues, including ________________(Member and
Company), _______________________ (Member and Company ________________
(Member and Company), as well as partner companies ___________ (Member Partner),
___________ (Member Partner), ___________ (Member Partner) and ___________
(Member Partner).
Additionally, should you have a success story about your organization’s (Pertinent to
Topic) that you would like to share; we would welcome your participation on a member
panel.
If you have questions regarding the event or would be interested in participating on a
panel, feel free to call or email ___________ me.
Regards,
<Joe Six-pack, xx Regional Director>
Contact Information from yourself and Host(s) of Regional Meeting
Sample CMMA Metro Meeting Agenda Communication
When: <Date>
Where: <Venue Name and Address>
4:00 PM – Arrival
4:30 PM – Opening Remarks – CMMA Representative
4:40 PM – Discussion Topic
4:50 PM – Partner Segment
5:00 PM – Keynote / Panel Discussion / Topic Go-Around
5:50 PM – Wrap Up
6:00 PM – Refreshments at Local Establishment
Sponsorship:
MEMBER OR PARTNER – Meet Up Space
PARTNER– Refreshments during meet up, door prize, content
PARTNER – Content segment, Refreshments after meet up
Space is limited to <xx people> people so RSVP is required.
REPLY TO:
REGISTATION LINK <CMMA website>
Key Contacts 2015 – 2017
Vice President (Regional Directors)
Gerry Harris, Asurion
(703) 834-5582
gerry.harris@asurion.com
President
Gregg Moss, Bank of America
(980) 388-1440
gregg.s.moss@bankofamerica.com
Western Region
Dan Pryor, Comcast
(925) 424-0319
dan_pryor@cable.Comcast.com
CMMA Executive Director
Ricky Atkins, the Association Source
(561) 477-8100
executive.director@cmma.org
Southeastern Region
Bill Marriott, SAS
(919) 531-7335
marriott@sas.com
CMMA Marketing Coordinator
Cindy Rosen, the Association Source
(561) 477-8100
crosen@associationsource.com
South Central Region
Chris Ferguson, Monsanto
(314) 486-4456
cafergu@Monsanto.com
Partner Relations Director
Jim Fox, Merck
(908) 740-0819
james.fox@merck.com
Eastern Region
William Jarrett, Wall Street Trinity
(212) 602-0794
wjarrett@trinitywallstreet.org
Marketing-Communications Director
Tom Bowman
(630) 531-1404
tab5817@yahoo.com
Central Region
Roger Hansen, DePuy Synthes
(574) 372-7415
rhansen4@its.jnj.com
CMMA Program Director
Warren Harmon
(507) 398-4096
harmon.warren@mayo.edu
Northern Region
Doug Salmela, 3M
(651) 733-5442
desalmela1@mmm.com
CMMA Membership Director
Patty Perkins
(704) 383-5275
patty.perkins@wellsfargo