Creating an Event Exhibitor Advisory Group

Challenge

NCTM was looking for a way to enhance communication, gather valuable insights, and foster collaboration between the YGS Associations Solutions and NCTM teams and our event supporters. NCTM sought the following meeting support from the YGS events team:
 
– Establish a list of criteria for advisory group members
– Create and distributing meeting invitation and RSVPs from members
– Draft and route meeting agendas through internal teams
– Moderate and facilitate meeting content
– Provide follow up notes and clear next steps/action items

Results

Each year since the collaborative creation of the Exhibitor Advisory Council (EAC) in 2018, YGS Association Solutions has managed in-person or virtual EAC meetings to engage in meaningful discussions with actionable outcomes. The EAC criteria and discussion points continue to evolve post-pandemic and as the events industry continues to change and regain momentum.

Both NCTM and EAC members report positive outcomes from meetings, leaving the association with feedback from its supporters and participating EAC members feeling as though their thoughts and opinions have been heard by meeting management—outside of a rushed show site environment or quick conversation. The most recent EAC meeting took place in May 2024 and included relevant events industry discussion topics, including paper light event programs and continuing the conversation around evolving event sponsorship programs.