WRA/WLA Communications Transition Plan

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Emory Green
5 years ago
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1 WRA/WLA Communications Transition Plan SUMMARY OF BRAINSTORMING Getting an inventory of existing WLA Communications was the initial step of the Communications transition process. The group determined the main tools WLA members are reached. Current methods and resources were also prioritized, so that they are factored in to the WLA Wants portion of the brainstorming. Existing WLA Communications Assess current communications w/ member needs and wants through a member survey implemented at various stages of the transition. Inventory all current WLA communications o Assets o Processes o Guidelines o Considerations Allieds Hotel Consultants WLA Resource Priorities Hospitality Law Manual CD Prepared by attorney Sandman Savrann PLLC o Pricing, processes, etc:. o Timeline for delivery to members: As they join or request replacement. o Last updated in Sept 2012 (Sent to all members as they renewed in 2012 and 2013) o Updated after Summer Employer Compliance Guide o CD/PDF o Works with partner, Co-branded, Fisher Phillips LLP o Employee law only; forms, guidelines o Timeline for delivery to members: As they join or request a replacement. Send to all members when there is an updated edition. o Last updated in August 2013 o Update process: Reviewed by Fisher Phillips when new CDs are requested (generally on an annual basis). o Pricing, processes, etc.: Fisher Phillips provides CDs to WLA at no charge. Online Buyer's Guide o Published in house as part of WAlodging.org (no third party commitments) o Updated by membership manager and communications coordinator. StayinWashington.com (consumer website) o Updated annually with content from Visitors Guide (Next Update is Winter 2016)

2 o Member pages WLA Website Events o Spring Board-Hosted Luncheon (April 23, 2015) o Summer Board-Hosted Luncheon (June 23, 2015) o Annual Convention & Trade Show (November 15-17, 2015) o Educational Workshops Washington State Visitors Guide o Lex to be on boarded as part of 2016 Visitors Guide Editorial Board WLA Priorities 1. OVERALL PRIORITIES o Website o Minimum of regular quarterly communication o Law Manual o Workshops & other in-person events o Annual Convention o Luncheons o Member-only LinkedIn Group (ready to go) 2. CONTENT PRIORITIES o Merger Updates o Events/Dates Expanding Sustainable Lodging Workshop into Annual Event o Legislative/Regulatory o Industry Updates o New Resources o Allied Spotlights o Establishing Stay Green Washington Certification Program 3. Joint update on merger and progress o Continue updates once per month at least 4. Weekly or Bi-weekly newsletter o Archive on website o Topics Political, Events, Training, Leadership development Transactional information Mergers & Acquisitions What is getting developed 5. Lodging content integrated into magazine format (Phase 3 future planning) Determine regular WRA Communications Integration Opportunities

3 Projects Member Database (all data migration and software updated to be completed by July 31, 2015) o WLA Data Migration into SLX o Updated billing procedures Utilize third party or in-house? o Timeline needed o Bids out for necessary coding work/development Other Feedback Ideas and Considerations o Use DMOs to populate web calendar o Utilize STR Reports (Smith Travel Research)

4 Transition implementation plan (April 2015 through October 2015). Complete operational transition by October 1, Phase 1 (April-June) Database Assessment Joint update on merger and progress o Continue updates once per month at least o Monthly updates on merger process Begin update WLA website; backend converted to Wordpress o Move maintenance, operations and hosting from WLA to WRA Send out WLA member survey (Electronic) o Sheryl Jackson, Director of Information Services o SurveyMonkey; Have WLA Executive Committee review first Resources contracts/requirements vetted o Hospitality Law Manual (CD/Electronic version only; Handled by attorneys; Next update Summer 2015) o Employer Compliance Guide (CD/Electronic version only; Handled by Fisher Phillips; updated every other year in July; update likely due in the next 18 months) o Online Buyer's Guide o Event Management (Detailz Event Management Group) Begin working with WRA membership on Area Coordinator (AC) outreach plan of WLA members in each territory WLA Communications staff on boarded as part of WRA Comm team; will participate in June Communications Retreat o Complete Job Skillsets and Responsibilities; Market salary survey (Bekah) o Marianne on staff by mid-may Convention Marketing and Communications for WLA events to be handled by Marianne o Biz Buzz events will be transitioned under Comm State Visitors Guide transition o Lex on boarded as part of 2016 Visitors Guide Editorial Board Transition budget submitted by April 7; draft by April 3 o Needs from now to October 1 o Includes data migration and integration o Work with Stan on billing back process for Marianne s salary

5 Phase 2 (July-September) Resources integration plan completed o Hospitality Law Manual o Employer Compliance Guide o Online Buyer's Guide o Events Resources transition begins o Hospitality Law Manual (new disks Summer 2015) o Employer Compliance Guide o Online Buyer's Guide o Events WLA website; backend converted to Wordpress completed Dedicated WLA Comm to update on a regular basis WLA Data Migration, Testing and Integration into SalesLogix (July 31) Develop short list of potential branding candidates and budget for RFP State Visitors Guide transition Research technical requirements of StayInWashington.com; prepare to transition to new system that can be managed in-house Implementation of WRA AC outreach plan of WLA members in each territory Events (WLA Events requirements vetted) November Annual Convention Begin operational transition; planning Need work plan for convention Marianne Budget for Post-merger Communications to be submitted by August 10; be sure to include any added costs to Fields Survey for the addition of lodging

6 Phase 3 (October-Onward) Merger issue of Magazine o Lodging content integrated into magazine Any new resources identified Allied Spotlights vetted; plan determined Events integration plan completed and begin Implementation o November 17 Annual Convention State Visitors Guide transition o Update StayInWashington.com; backend converted to Wordpress Move maintenance, operations and hosting from WLA to WRA Coordinate content and needs with Saga City Media Converted StayInWashington.com launched Winter/Spring 2016 Strategic Planning (Long Term) o March 2016 Breakout session at Board meeting to get feedback on long term Communications Plan o Fields survey bi-annual membership survey to integrate lodging in 2016; Budget for separate lodging members only survey o New long-term plan done by August 2016 (3-year plan) Branding of new joint association o RFP to select outside branding firm to make recommendations o Establish Task Force on hiring and managing brand consultant (2 from Lodging, 2 from Restaurants, Chaired by Lex) o Start RFP process on October 1, 2015, select by November 1, 2015 and present selected branding consultants at November 17 Board meeting o Work completed by branding consultants and Branding Task Force by March 2016 o Present final recommendations by summer 2016 (Need to be able to roll out for November 2016 Convention) Weekly WLA s begin o Determine weekly topics

Association for Communication Excellence (ACE) In Agriculture, Natural Resources, and Life and Human Sciences RFP FOR ASSOCIATION MANAGEMENT SERVICES

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