Services

The Association Office provides small businesses, non-profit foundations, and trade associations with the administrative, management, and event planning services required to run a smooth operation.

The Association Office provides a full range of administrative and management functions. The following list of services is by no means complete. Our clients are the best source of additions to this list as their unique needs surface over time.

Associations

Board and Volunteer Support

Coordinate Board meetings and attend Board meetings as requested by President or Board of Directors.

Arrange location logistics, assist as requested with preparation of agenda, formatting of documents, record minutes of the Board meeting, as necessary, should the Secretary Board position be vacant or the Secretary unable to attend.

Maintain master volunteer needs list and job descriptions developed for each Board or Committee position.

Assist volunteers as determined by Board and provide reports and statistical information.

Train volunteers and/or Board members to properly complete their assigned tasks.

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Contact Database Management

Maintain an up-to-date membership and prospect database, utilizing the Client’s system currently in place. Develop proficiency in working with the Client’s website and utilize the website in conjunction with the Association database to manage membership.

Purge prospect list and delinquent members as necessary and at the request of the prospect, member, or Board/Committee members responsible for Membership Recruitment and Membership Retention.

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Membership

Have staff trained and available at all times to answer questions regarding membership.

Respond promptly to membership inquiries, with membership applications and materials sent out within established guidelines. Compile prospect packets to have on hand at monthly events, workshops, etc.

Provide monthly reports from National or headquartered offices to the appropriate Board/Committee members such as lists of new members, delinquent members, non-renewals, etc.

Coordinate membership records and applications with the National or headquarters office; maintain member and prospect lists; download up-to-date membership list updates from National or headquartered offices and/or websites for distribution within the organization.

Collect and submit enrollment fees using established Client guidelines; prepare financial spreadsheets at the close of events.

Support Board and Committee members with setup and distribution of announcements for membership drives, volunteer/board member recruiting announcements, etc.

Order, produce, or coordinate production of membership flyers or applications, marketing collateral materials, etc.

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Publications & Mailings

Support President with select Association projects as necessary, e.g., proposed changes to bylaws or election activities annually. Develop, design and edit as necessary email campaign communications using Client’s preferred system.

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Event management

Event Management

Monthly Meetings, Workshop/Educational Seminars/Conferences, Career Services, or Member-Only Events

Develop rapport with the event staff at the meeting site to prompt their willingness to be flexible. Coordinate room, food and beverages, audio-visual equipment, and any other program items as needed. Provide venue with guarantee to ensure adequate seating and meals while minimizing Client’s exposure.

Assist in the development of meeting materials and registration documents to ensure the registration information is accurate; email these documents giving sufficient notice to prospective attendees on dates as set by the association calendar.

Establish events in registration system; provide links from Client’s website to registration system. Receive, process, and track reservations and on-site registrations. Record all payments received and send receipts to attendees when requested.

Order meeting supplies, membership badges, ribbons, etc., as necessary. Prepare name badges for attendees, speakers, and walk-in attendees and provide meal tickets as required.

Transport meeting materials to events including Client banners, flags, sign and brochure holders, signs, and opportunity drawing supplies, Client brochures, membership applications, promotional materials, copies of speakers’ presentations, etc.

Staff registration desk and, if applicable, coordinate the members and/or volunteers assisting with registration. Onsite registration services depend on attendee headcount.

Provide attendance lists and/or registration rosters to appropriate person. Provide final accounting of meeting and track meeting attendance numbers.

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general support

Bookkeeping/Financial Support

Collect, record, and forward to the appropriate person any monies collected at events for registration fees, etc. Provide financial data to designated person or Association officials.

Track administrative time spent on Association activities so as to ensure that each area is properly charged for their portion of the administration fees.

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Correspondence

Initiate correspondence as directed and distribute to Board and Committee members as appropriate. Correspondence will support contracted duties outlined.

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Office Administration

Oversee the day-to-day operation of the association, under the direction of the Board of Directors.

Answer all inquiries about Client promptly and courteously, supporting Client’s public image as a professional association. Maintain and provide an Association office as a central base of operations, which may include a mailing address, telephone answering/message retrieval system, email & FAX capabilities, copying equipment, computer systems and other office equipment to support the association’s needs.

Respond to calls from the media quickly, forwarding them to the proper resources. Receive and relay phone messages and written communications to designated Client officers and liaisons.

Maintain and/or oversee the storage of Client files and records; bring necessary items to and from events as required. Maintain a supply of letterhead, envelopes, membership kits, marketing collateral, etc. to support inquiries and all upcoming events. Provide written and oral monthly and/or quarterly reports as specified by the Board.

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Public Relations

Perform mailings as requested by Board/Committee members.

Forward via email or U.S. Mail as required all calendar postings and/or event announcements to partners, media, etc.

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Internet & Website Support

Website Updates

Perform website updates as requested by Board/Committee members (a schedule and specifics will be developed for this area)

Develop or create website pages as necessary for new information or event management

Email Campaign Management

Perform mailings as requested by Board/Committee members and according to established and pre-approved schedule.

Provide statistics at pre-approved intervals.