Crises are not things any organization looks forward to dealing with, but it’s crucial to always have a contingency plan.

ASAE and The Center’s move on Tuesday to cancel the Technology Conference and Expo was the right call. Even though the event is the organization’s third biggest event of the year, the winter weather presented too many risks to attendees and exhibitors alike.

On top of making the safe decision, ASAE also announced everyone would be issued a full refund.

This is an extremely refreshing move on ASAE’s part. Obviously, no one can control the weather, but ASAE kept it classy with full refunds and apologies. To be honest, on Tuesday morning, I didn’t think the event would be cancelled. But as I continued to keep up with the #Tech10 Twitter stream throughout the day, I realized that the risks far outweighed the benefits.

Long lines at the Atlanta airport...

Our own MemberClicks crew made it as far as Richmond, Va. They were supposed to fly to D.C. this morning, but when flights started getting axed, we sent them up early, anticipating that the show would go on. When it was cancelled, we decided it wasn’t safe for them to drive from Richmond to D.C. on snowy, icy roads, and they returned to Atlanta.

...and long lines at the Richmond airport.

We’re going to be virtually attending UnTech conference, which will last from 9 a.m. to 5 p.m. Thursday. If you’re in the D.C. area and can get to the Renaissance Hotel, try to be there in person! If not, they will be streaming some session live. If you’re on Twitter, be sure to follow the #UnTech10 stream, as well.

We were truly happy to see ASAE make this right, albeit difficult, decision and hope small-staff association professionals in the D.C. area take part in the UnTech conference. Or, just sign up and attend virtually! Many speakers will be presenting their planned sessions, and this is a great opportunity to take part in the association community, ASAE-official or not.

It’s one of those things we have no control over. No matter how much you plan and how detailed those plans are, we just can’t control the weather.

So what do you do when the radar map for your area looks like this, as it does for Washington, D.C., just days before you’re supposed to travel or host an event for your organization?

What are your provisional plans?

And how can you follow ASAE and The Center’s Technology Conference and Expo if the snowy weather prevented you from getting to D.C.?

Provisional plans

Hosting an event during winter can be tricky. Even if you’re not in a city where snow is common, things happen — and if attendees live in Northern cities, they could have trouble leaving their local airports.

There’s no reason why keynote speeches and learning sessions can’t be streamed online, or at least recorded for future viewing. Publicize which sessions will be recorded and available later, and make them available in as many formats as possible – YouTube, a blog, links on Twitter, etc… Inclement weather is an unfortunate and unavoidable situation, and with today’s technology capabilities, no one should be denied a virtual experience if the situation is out of their control.

Plan to post presentations on SlideShare for easy sharing in the future. (Here’s my summary of SlideShare from the Beyond the Big Three series.)

Enlist volunteers to tweet and take photos during sessions. The more information out there, the better.

Amy Lestition, Executive Director of Association Media and Publishing, posted her organization’s provisional plans for the Technology Conference on Twitter earlier this morning.

Each of these tools are fantastic for sharing information quickly because they store data on the Internet and are mobile. Google Wave hasn’t quite taken off the way Google expected, but it’s still a great resource to communicate with multiple people and share files amongst yourselves.

As for our own provisional plans, MemberClicks team members had originally planned to leave for Washington on Wednesday morning. Not surprisingly, flights from Atlanta to D.C. had been cancelled. So they packed up their bags a day early, hopped on a flight to Richmond and are braving the icy roads to drive the rest of the way. It will definitely be an adventure, but everyone will have a good story to share once they get there!

A virtual Technology Conference

Snowpocalypse, Snomg, Snowverkill, Snowmageddon … there are many variations of the blizzard Washington, D.C. is experiencing right now, but no matter what you call it, it’s created a tricky situation just days before ASAE’s Technology Conference and Expo.

ASAE’s Technology Conference Twitter account (@TechConf) tweeted Monday that the show would not be cancelled and then changed plans this afternoon. Unfortunately, countless flights to D.C. are cancelled, and attendees and exhibitors alike are making provisional plans on the fly.

There are alternate “unofficial” plans in the works for those who already made it to snowy D.C., so be sure to check our Twitter (@MemberClicks) and the #Tech10 stream for information if you’re in D.C.

There will still be lots of info available online, though. There has been talk of speakers putting together mini-webinars of their presentations, recording them and putting them online for everyone.

ASAE created a great hub to compile all the tweets and blog posts about #Tech10. Visit http://tech10.org on your computer or http://tech10.org/m on your mobile device to get the latest info from in-person and virtual attendees. All the tweets that contain the hashtag #Tech10 are included.

Other tools to follow the hashtag: TweetChat, TweetDeck, HootSuite and Seesmic Desktop. If the Technology Conference is anything like ASAE’s Annual Meeting, the Twitter feed will be blowing up with gems from attendees during sessions and expo times.

The Acronym blog also put out a call to association bloggers who will be updating during the Technology Conference. The blog roll can be found here, and there are tons of awesome blogs on the list — everyone will have a unique experience, so read around to get lots of different perspectives.

Stay tuned for back-up plans to this year’s Technology Conference. There will still be many “unofficial” events going on, and possibly webinars of learning sessions, as well.

Since the 2010 Technology Conference and Expo is next week, I wanted to introduce everyone to the MemberClicks team members who will be in Washington DC. Last week, I introduced you to Solution Adviser Hannae Berhanu. This week? Customer Maximization Lead Duncan McCreery.

Duncan has worked at MemberClicks for two years now, and just recently moved into the Maximization Team Leader position. Prior to that, he was a solution adviser, and helped implement more than 50 small-staff associations during his time in that role.

Last fall, we developed the Customer Maximization Program to ensure that we always stay engaged with our customers and be certain our solution meets their ever-changing technology needs. As Customer Maximization Lead, Duncan trains our organizations’ administrators each month to help them put their data to better use and get the most from their MemberClicks solution. He focuses on enhancing our customers’ knowledge and use of the MemberClicks solution through trainings, consultations and optimizations.

Because we serve so many different organizations and their purposes and missions run the gamut, Duncan enjoys the change that comes with his role each day. Prior to joining MemberClicks, Duncan was an English teacher in Russia, which is a huge asset as he assists and trains customers. And his interest in the ever-expanding world of technology doesn’t hurt, either!

When he’s not helping our customers offer amazing membership experiences, the Cleveland native (and huge Browns fan) likes to read fiction and newspapers, and also brush up on his Russian. He’s looking forward to meeting with as many small-staff association staffers as possible, and is always ready to chat about technology solutions, whether MemberClicks is the right fit for you or not.

For more information, feel free to e-mail Duncan at duncan@memberclicks.com, or reach out to him on his LinkedIn page. And please stop by booth 326 next week at the Technology Conference and Expo!

Since the 2010 Technology Conference and Expo is rapidly approaching, I wanted to introduce everyone to the MemberClicks team members who will be in Washington DC. I’ll be profiling one Clicker this week and one next week. First up? Solution Adviser Hannae Berhanu. (Pronounce her first name like you would the capital of Hawaii: Honolulu.)

Hannae has worked at MemberClicks for almost three years, and she’s been a part of implementing solutions for more than 300 small-staff associations during that time! Not only is she a fantastic problem solver, Hannae always has a positive outlook and her amazing attitude is infectious in the office.

These skills are a great asset as she helps organizations find the most appropriate technology solution, whether it’s MemberClicks or not. She’s always able to maintain a good perspective when working with potential customers and has a knack for listening to and understanding their needs.

Hannae is looking forward to meeting as many small-staff association professionals as possible in Washington DC and she’s psyched to learn more about their technology issues and needs. Whether MemberClicks is the right fit for you or not, she’s happy to discuss your technology needs and point you in the right direction.

When she’s not advising associations on membership- and data-management technology, the Georgia State University graduate likes to watch independent and foreign films, as well as makeover shows. Hannae also loves spending time with her family and trying new restaurants in the Atlanta area.

For more information, feel free to e-mail Hannae at hannae@memberclicks.com, or follow her on Twitter at @hannaeb. And don’t forget to stop by and say hi at Booth 326 in a few weeks!

I’ve briefly discussed before ASAE and The Center‘s 2010 Technology Conference and Expo, but it’s now less than a month away!

MemberClicks is so excited to be participating in the Washington, D.C. event next month! Representatives have attended every year since 2000, and each year has been a fantastic experience.

Stop by booth 326 at the show for a button!

“We always look forward to great learning opportunities to share our collective experience and knowledge from dealing with small-staff associations, but also to listen and learn about more needs of today,” MemberClicks President Thomas Howard said about the event.

We’re especially psyched the event has been expanded this year to add educational programs geared toward small-staff associations. For the past 12 years, our solution has been specifically targeted to meet their needs, and we’re always interested in learning more about our existing and potential customers’ needs.

“Small-staffs have historically been underrepresented and we are proud to champion their needs and place the spotlight on them,” Howard added. “Many companies have maneuvered to be able to serve this largest and fastest growing segment, but we’ve been all about small-staffs since day one.”

Come visit us during all expo time slots at Booth 326! And if you’re on Twitter, be sure to follow the hashtag #Tech10 before, during and after the event to see what attendees and exhibitors are saying!