Association Management

Executive Management

  • Serve as executive director for client associations.
  • Direct all day-to-day operations.
  • Manage meetings, training events, educational and certification programs.
  • Develop board and committee policy manuals and training programs.
  • Develop a code of ethics for the board of directors.
  • Write a policies and procedures manual.

Strategic planning

  • Develop long-term strategic plans for the association as a whole.
  • Develop strategic plans for specific functions (such as marketing).
  • Facilitate the drafting of mission statements for the organization or individual program areas.
  • Design and conduct membership opinion surveys of programs and activities.

Public Affairs and Lobbying

  • Write news releases, media advisories and backgrounders.
  • Manage news conferences.
  • Implement media contacts and maintain relationships with key reporters.
  • Lobby on Capitol Hill.
  • Develop a grassroots network and train grassroots lobbyists.
  • Manage a political action committee, including designing solicitation programs and preparing all required reports.
  • Develop crisis management plans for responding to a crisis in the association’s industry or profession.

Membership Development

  • Create and implement a membership recruitment strategy as part of the association’s overall strategic plan.
  • Develop incentive programs for membership recruitment.
  • Create a handbook of services for members.
  • Ensure membership retention by developing procedures for quickly and efficiently handling members’ requests.
  • Create an annual report for the membership.

Communication Services (Public Relations, Printing, Production)

  • Ensure membership retention by developing communications strategies that inform and educate, but that also illustrate the value of membership.
  • Manage publications (magazines, newsletters, directories).
  • Manage listservs and other electronic communication options.
  • Manage advertising programs for all publications.
  • Prepare PR strategies and create PR tools.
  • Select printers, designers and related vendors for hard copy and electronic document preparation and distribution.
  • Manage all day-to-day aspects of routine membership communication, whether distributed electronically or in hard copy form.
  • Manage the complete production cycle of special publications and manuals.

Meeting and Convention Planning (including exhibition management)

  • Design a process for site selection and coordinate board or officer involvement in the process.
  • Manage contracts for hotels and other properties chosen as sites for conventions, seminars and other special events.
  • Manage exhibitor activities.
  • Hire supplemental staff or vendors to facilitate on-site operational management.

Marketing

  • Develop a marketing strategy based on existing research; conduct new research if none exists.
  • Design membership recruitment materials and new member orientation programs.

Education and Professional Development

  • Help assess the need for incremental educational programs or full-scale accreditation programs, and market them to the membership.
  • Develop and manage conferences, seminars and institutes.
  • Develop self-instruction training programs, including distance learning opportunities.
  • Develop and implement new officer orientation programs.

Financial Management and Accounting

  • Provide a thorough articulation of the financial principles upon which the client-AMC relationship is based, particularly as they affect the financial position of the client.
  • Document and organize corporate records and advise how to prepare appropriate and timely reports to state and federal agencies and the fiscal condition or obligations due them.
  • Ensure that competent and bonded or insured individuals trained to carry out their assigned fiscal responsibilities handle the accounting function.
  • Implement a process for the maintenance and presentation of timely, understandable financial reports that meet the client’s organizational and operational needs.
  • Implement a financial system with formal accounting policies and procedures based on the appropriate generally accepted accounting principles that have been ratified by the client association’s board of directors.
  • Implement management plans and practices that ensure the integrity of the AMC’s and the clients’ financial assets; specifically, prohibit the commingling of funds between the AMC and any client, or among clients.
  • Help the board of directors develop and administer a budget.
  • Establish an effective cash-flow management program and investment policies that include a reasonable return on the investment of clients’ funds.
  • Serve as the procurer of goods and/or services of third-party vendors to the client association.

Office and Technology Systems

  • Establish a professional office suitable for office-related business functions to serve as the headquarters location for each association client.
  • Maintain all equipment necessary for the efficient delivery of AMC services.
  • Maintain a planned equipment replacement schedule, with funding plans, for those pieces of equipment critical to the delivery of professional AMC services.
  • Make available storage space, both internally and off-site, necessary to meet contractual obligations for the storage and/or availability of all materials, records and other storage items.
  • Segregate all property of one association from that of all others, so that the property of each client association remains easily identifiable in the event of separation and/or any other request for the prompt return of any or all association property.
  • Segregate each client’s files within the established written office filing procedures and provide general ongoing maintenance of the association’s current and historical files in a manner consistent with each association’s file retention policies currently in effect. Include a disaster restoration plan for the safeguarding of files, off-site storage of computer backups, and appropriate insurance.
  • Maintain all files in an orderly fashion so that the identification of both the general file location and individual file contents can be determined by anyone, including members of the association and staff members not directly involved with the association.
  • Clearly state in association service agreements that all physical property purchased by the association (including furniture, cabinets, computers and other office equipment, merchandise, files and supplies) will remain the property of the association in the event of separation.
  • Remain proficient in current and emerging technologies, enabling the AMC staff to provide professional guidance to each association client about anticipated changes and improvements in commonly used computer and communication technology.
  • Maintain written policies and procedures for internal office operations in a manner consistent with the professional nature of the AMC and the industry.

Other Services