Knowledge Sharing: 5 Minutes with Dawn Amick, CMP, Sr. Meetings Manager

by Mike Groth

KGL recently welcomed Dawn Amick, CMP, as our new Senior Meetings Manager on the Association Management team. With over 17 years of experience in sales, conference services, and destination management, Dawn brings our team a wealth of knowledge and a passion for impactful event planning. I spoke with her about her new role and the major challenges associations face in meeting management today.

MG: Welcome to KGL! Please tell us about your role on the association management team.

DA: Thank you! Meeting management is a service provided by the KGL Association Management team, which also offers full-service and à la carte association management options for regional, state, and national scholarly societies and professional associations. In my role, I assist clients with the planning and execution of various types of meetings including annual meetings, virtual meetings, board meetings or educational webinars. I am enthusiastic about sharing my expertise in meeting planning with our clients to help them successfully navigate the complexities of event planning!

MG: What is meeting management? Who can benefit most from using this service?

DA: Meeting management encompasses a range of tasks required to plan and execute conferences or webinars. These tasks include site selection, budget development, creating a planning timeline, bookkeeping services, contract negotiation, registration, abstract management, sponsor and exhibitor support, planning menus, meeting room set up, audio visual equipment, tours, off-site venues and events, entertainment options, décor, onsite logistics and final billing review. Executive Directors and planning committees benefit the most from our services, as managing these additional responsibilities while overseeing the association’s mission and relying on volunteers can be overwhelming. Our services help clients stay organized, on track, and ensure smooth execution of events despite the many moving parts involved.

MG: What are some of the biggest challenges associations face when it comes to meeting management today and how is KGL able to help address them?

DA: One of the biggest challenges we often encounter is time. Meeting planning is a very time-consuming task. KGL offers meeting management services on an a la carte basis, allowing us to assist where our clients need help the most. While we can manage the entire planning process, we also provide support for specific elements such as registration, timeline oversight and onsite logistics. At KGL, we tailor our services to the specific needs of our clients enabling them to select the tasks they need help with the most. For example, At KGL we specialize in providing comprehensive registration services. Our team handles the set-up of the registration website, processes payments and addresses attendee inquiries and concerns. Our current clients entrust us with this critical aspect of event planning, so they can concentrate on developing meeting content, securing speakers, and coordinating audio-visual equipment. By managing one of the most time-consuming tasks, we enable our clients to allocate their time and resources more effectively to other essential components of their event.

Another significant challenge is the rising costs of holding in person meetings. With over a decade of meeting planning experience, we offer cost-saving ideas and solutions to help keep expenditures in line without sacrificing quality. We recently helped a client who traditionally featured a live band at their closing dinner. They faced challenges due to the rising costs but was reluctant to eliminate this popular service as attendees greatly enjoyed dancing. We assisted them in securing an alternative act comprising a DJ and live drummer, at a significantly lower cost. This solution maintained the element of live music while offering a fresh experience for the group, ultimately becoming a highlight of the conference.

MG: What are the main benefits customers can expect from KGL meeting management services?

DA: The primary benefit is having a dedicated partner to help bring our clients’ visions to life. Also, having a single point of contact for attendees, ensuring exceptional customer service. I want our clients to view me as an extension of their team working together towards the same goal. For example, we have a client that we manage their planning timeline, by conducting monthly meetings, delegating tasks to volunteers, and stepping in when volunteers are not able to fulfill their commitments. This ensures the planning process remains on track, and any incomplete tasks are promptly addressed by a dedicated team member, preventing delays. I’ve been told that the peace of mind that comes from having a reliable partner to ensure nothing falls through the cracks is invaluable.

MG: How can potential customers get started with KGL Meeting Management, and what can they expect from the typical user experience?

DA: Potential customers can begin by submitting our meeting questionnaire, which can be obtained by reaching out to me at info@kwglobal.com. I will then schedule a call to explore their specific needs in more detail. We discuss the meeting goals, budget, available staff and volunteers and the tasks they need assistance with. We then provide a written proposal outlining the scope or work and estimated costs. Once everything aligns, we enter a formal contract. We can start with a few services and add more as needed or we can manage the entire planning process from start to finish, taking the burden off our client’s shoulders. This recently happened when a client required assistance with budget development. As they progressed through the planning process, they were pleasantly surprised to secure twice as many exhibitors as the previous year. Consequently, they engaged KGL for an additional service: Exhibitor Support. We manage all communications with exhibitors, including arrival times, set up locations, and arrangement for booth furniture, power, internet. This service saved our client valuable time on emails, phone calls and text messages, for which they were extremely grateful!

MG: When you are not helping associations manage their meetings operations, how do you like to spend your free time?

DA: In my free time, I enjoy spending time at the beach, swimming in the ocean and soaking up the sunshine. I am an avid animal lover and have a new puppy that I am training, which is both challenging and rewarding. Additionally, I dedicate a significate portion of my free time to continuing education to maintain my Certified Meeting Professional, (CMP) designation, staying updated on the latest trends, exciting meeting destinations and cost saving strategies.

The KGL Association Management team works with scholarly societies and professional associations to forge direct and personal connections with their communities through dedicated customer service, timely communication, and meetings management. The team can be reached at info@kwglobal.com.