How to Train, Support & Inspire at Your Chapter Leader Conference

Have an upcoming chapter leader conference? Learn how to remove participation obstacles, design an experience, and take advantage of subject matter experts.
How to Train, Support & Inspire Volunteers at Your Chapter Leader Conference

How to Train, Support & Inspire at Your Chapter Leader Conference

Chapter leaders are extraordinary folks. These volunteers take on chapter leadership and management responsibilities in addition to their duties at work, home, and elsewhere. Can they count on your association to provide the resources they need during their leadership tenure?

“They may be uber-volunteers, but they’re not association management experts. They need training and guidance from national staff, especially if they’re to meet your expectations and help you achieve mutual goals.”

Chapter leaders also need a community of peers they can count on for support and inspiration. But how can they develop those relationships when chapters are hundreds of miles apart? You can help by providing everything they need in one place: a chapter leadership conference.


Everyone benefits from a chapter leadership conference

A chapter leadership conference is an investment in the future of your chapters. When you dedicate time and money to training chapter leaders, you set them and their chapters up for success—and they know it.

Plus, you give them the opportunity to build relationships and a community with their peers. After the conference, volunteer leaders can stay in touch, share advice, and support each other during challenging times.

chapter leadership conference

You give national staff and volunteer leaders the opportunity to develop and deepen relationships with chapter leaders. The conference also serves as a training camp. Your ‘scouts’ (national staff and leaders) can spot leadership recruits who could move from the minors (chapters) to the major league (national).

At the conference, you can listen to the stories of chapter leaders and better understand their strengths and weaknesses. You can identify how to better support chapters in delivering value to members, and how chapters can help your association achieve its goals.


Remove the obstacles to conference participation

Chapter leaders may not have sufficient funds (their chapter’s or their own) to attend the conference. Consider these options:

  1. Full subsidy: National covers conference, travel, and hotel expenses.
  2. Partial subsidy: National covers conference and hotel expenses, and chapters pay for travel and other expenses.
  3. Matching funds: National matches what the chapter allocates.
  4. Scholarships: National provides full or partial scholarships based on ability to pay or other criteria.
  5. Sponsorships: Affiliate/associate members pay expenses for one or more chapter leaders.


Design the chapter leadership conference experience

Before putting together your conference program, first identify learner outcomes: what do chapter leaders need to know how to do when they get back to ‘work.’ Keep these goals firmly in mind while planning the educational program.

Design the chapter leadership conference experience

Align Content With Pain Points

Session content should align with chapter and national critical pain points. A survey will help you uncover chapter priorities. Ask chapter leaders to self-identify as a new or veteran chapter leader and to rate a selection of possible session topics on a scale of 1 to 5 or “n/a.”


Don’t Assume You’ve Identified Every Topic

Give leaders the opportunity to describe their most critical chapter pain points. What prevents their chapter from growing? What’s causing members to not renew? What gets in the way of them doing their best job as leaders? Keep the survey brief and focused on conference content. If you need feedback on other issues, save those requests for another day.


Create a Conference Advisory Board

A conference advisory board made up of former and existing chapter leaders can also help you understand what chapter leaders need to succeed. Make sure some of those board members have also been involved in national leadership so that perspective is part of the discussion.


Plan For 2 Educational Tracks

One for new and one for veteran chapter leaders. New leaders need to know the basics, for example, how to develop budgets, create and understand financial reports, and comply with federal and state regulations. Veteran leaders may have mastered those financial responsibilities, but don’t assume they have—their survey responses will reveal their needs.


Focus on Topics to Learn Together

And please, don’t spend valuable conference time on passive, informational sessions. For example, don’t dedicate an hour to a review of legislative and regulatory issues. Chapter leaders can read, watch videos, or participate in webcasts about those issues at home on their own time. Focus on topics chapter leaders can actively learn together in person.

To ensure you cover the essentials, take a cue from the National Speakers Association. Their conference focused on the “Five Ms” of chapter leadership: management, marketing, meetings, membership, and money. Here’s a sampling of topics from other chapter leadership conferences:

  • Budgeting basics
  • Chapter dashboards
  • Event contracts
  • Business partnerships (sponsorship/exhibitor sales)
  • Marketing 101
  • Chapter website must-haves
  • Leadership development
  • Diversity and inclusion
  • Educational program development
  • Member onboarding and engagement
  • High-performing boards and board self-evaluation

And, a topic near and dear to our heart: technology strategy.


Take advantage of subject matter experts and partners

When it’s time to find speakers, don’t forget industry partners. We’ve presented our Chapter Secret Sauce session on technology strategy at several chapter leadership conferences. This session addresses chapter pain points, prompts lively discussions, and leads to changed behavior and processes.

Chapter Secret Sauce: Technology as a Strategy to Optimize Impact

In this interactive and engaging session, we explore forward-thinking chapter practices from organizations across the country that use technology to automate everyday administration so their leaders, staff, and volunteers can spend more time focusing on mission, impact, and members, and less time on laborious activities everyone hates.

Prior to the session, attendees complete a survey on their biggest pains and hassles. During the session, we examine case studies where technology is used by chapters large and small to eliminate the pains identified in the survey.

Attendees participate in practical exercises in which they learn how to:

  • Measure and improve member engagement.
  • Identify leading KPIs that influence chapter growth.
  • Leverage technology to gain insights into the minds of members.
  • Create a chapter development plan.
  • Attract strong new talent into the organization.

We take a peek into some of today’s newest technologies that help chapters reduce operational inefficiencies, save money, and gain smarter insights…all with the outcome of having more impact in the lives and communities you serve.



We’d be happy to talk with you about our experiences at chapter leadership conferences and sessions like this one that we can facilitate for you—free of charge! Check out our download of how to Empower & Inspire Your Chapter Leaders At Your Next Conference (and How Billhighway Can Help) post >>


Stay tuned for our next post on selecting conference speakers, planning the program, developing champions, and continuing the learning and networking experience.

Read Chapter Leadership Conference: The Catalyst for Chapter Success >>

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