Summit Tips

Tips for Coordinating a State Cooperative Summit

Background

The Vermont Cooperative Summit was held in October 2006. The summit represented the first step in coalescing cooperatives in Vermont and raising public awareness about cooperatives, particularly in the media.

After working closely together for two years to create an alliance of Vermont Cooperatives, the Vermont Association of Credit Unions and Cabot Creamery Cooperative decided to expand on using NCBA's "October is Co-op Month" materials. They determined a cooperative summit would be an appropriate venue in which to involve candidates for national office.

Further, it was time to bring together the boards and top management of all types of Vermont cooperatives - mining for broader and more diverse cooperative participation than the alliance originally sustained.

Cooperative Month provided an ideal time for national candidates to address cooperatives on how they would enhance the climate for cooperatives in Vermont, as well as nationally, before they ran for election. It was time to get the message out and it worked.

Candidates were asked to address the value of cooperatives in Vermont and throughout the country, while prominent local and national speakers also spoke on issues relevant to cooperatives in the areas of policy, legislature, administration and capitalization.

Workshops were devoted to understanding the value of the coop business model as a branding tool and the inherent benefit to customers and members who sought to support socially responsible organizations in their communities.

Check List of Main Components

• Sponsors
• Speakers
• Exhibitors
• Invitation/Agenda
• Media needs
• Date options/Conflicts
• Premiums
• Location options/Benefits/Charges
• Admission costs
• Meal/Overnight accommodations/Parking
• Follow up
• Budget development

Steps and Recommendations

Events Coordination Team

Form an Event Coordination team to build an agenda that makes sense for your state and its cooperative alliance needs and issues. This must include team members who can make budget decisions quickly. In Vermont's case, Cabot dedicated staff to act as event coordinators after reaching decisions about budget, participants and speakers.

Sponsors

All coops, coop alliances or organizations, government agencies (USDA) and/or media should be considered potential sponsors. Sponsor options can include funds for underwriting the cost of the conference; in-kind donations through staff support or premiums; sponsoring specific parts of the agenda, such as break-out sessions, luncheon or receptions; cost of program by providing ads in the event program, brochure, etc.

Speakers

Experts and high-profile speakers attract media attention and spike attendance numbers. Speakers should be experts on a few key subjects relevant to the broadest number of cooperatives. Solicit the highest caliber available - preferably from out-of-state and with regional or national reputations and/or representatives of national cooperative associations.

Present in a panel discussion format or as a combination of keynote speaker and breakout sessions that provide a workshop format to support various participant needs.
For example: 1) Marketing the Cooperative Advantage, 2) Accessing Capital 3) Creating a Cooperative Alliance 4) Best Practice for Cooperative Governance, etc.

Sample Agenda

Exhibitors

All sponsors should be offered exhibit table space first. Approach coop partners and others, such as non-profit and education organizations, to provide information at exhibit tables. A nominal fee can help underwrite conference costs. NOTE: Cost of exhibiting will depend on location and facility flexibility for providing space and tables. Remember to allow ample time in the agenda for participants to visit the exhibit area.

Invitations

Your event invitation should be available at least two months in advance so that participating cooperatives can insert their own membership communication pieces. Produce as a print card or as a jpeg for electronic mailings. Provide templates to help build awareness and excitement for the event through paid ads and PSA's.

Media

Pitch to media should be tied to the candidate forum and highlight the conference topics in order to bring greater awareness to the cooperative business model and brand. Hire a public relations group or task the staffs of the sponsoring cooperatives to work as a team to pitch event. Make sure all cooperative summit sponsors invite journalists in their membership newsletters and local area newspapers.

Premiums

Premiums can include take-away items sponsors are willing to provide free of charge. Consider providing something conference-related to all participants or send them to a website for follow-up conference information. The goal is to help participants keep walking the talk to promote the cooperative brand. Challenge participants to recruit others into cooperative awareness, perhaps through a sweepstakes.

Tip

Project the maximum number of participants likely to attend (put out a feeler to potential sponsors and coops through a statewide coop organization) and find a central location. Make sure parking is adequate and housing is available for those traveling long distances.

Follow Up

Put all proceedings in PDF format on a website used to link participants to registration and agenda for the event. Send thank you notes to all speakers. Poll sponsors to find out how successful the conference was in their opinion and ask if they would participate again. Write elected candidates to determine what they will do to advocate for cooperatives in their new positions and send them the conference proceedings.

Budget

A summit can cost anywhere from $5 - $25,000 depending on your location, scope, speaker costs and projected participation. Labor is listed as in-kind, but should be considered an expense if applying for grants to underwrite the event or hiring a conference coordinator.

Please click on links below to download samples of SUMMIT Agenda and Invitation. These pdf files from the original cooperative SUMMIT held in Vermont have been provided to support your planning needs. As more summits are staged, Cabot, CUNA and NCBA will continue to provide links to these files.

Samples & Templates