ASSOCIATION MANAGEMENT

Request for Proposal (RFP) For Association Management Services

The selection of an association management company can have a long lasting impact on your organization. A comprehensive proposal that will enable you to make an informed and reliable decision about the future management and support for your organization. 

Typically, a proposal should include the following:

• Company history and basic information on the firm.

• Description of offices and equipment

• Outline of our Services and Methodology

• Information on our Management Team

• List of Current and Past Clients

• Client References

• Proposed Management Fees and management fee structure

• Transition Plan

The AMC may also:

• Propose value added services and detail some of the additional opportunities we may be able to bring to your organization.

• Make recommendations on ways we can help your organization fulfill its mission and achieve its goals.

• Make suggestions on projects and new initiatives such as membership development and special events.

• Suggest and explore other alternatives for covering part of our management costs and costs incurred from new projects and initiatives.

What information does an AMC need from your organization? 

In order for an AMC to assess your organization and provide you with a detailed proposal, it will need to learn a little more about the purpose of your organization and the reason for its existence.  All information provided to an AMC for the proposal should be kept strictly confidential and returned to you upon finishing the proposal.  The proposal from the AMC should also be treated as confidential, and only shared among the organization's committee and/or board mandated with the AMC selection process and decision.

The following information will help an AMC assess your organization.

General Information

1. Name of organization

2. Primary contact of organization

3. Industry or profession served

4. Geographic scope of organization (international, national, provincial / state, regional, local)

5. Chapters and affiliates (Is your organization a national group with chapters, or a chapter of a national group?)

6. History

Understanding the Requirements

1. Is the organization seeking administrative / secretariat support, executive leadership, or both?

2. What are the current concerns and problems of the organization?

3. What services is your organization looking for?

4. Are there services or programs that are not currently provided by the organization that the organization would like to provide?

5. Is there a special need or service the organization provides or would like to provide?

6. Has the organization gone through a strategic planning session in recent years?

7. What are the immediate and future plans for the organization?

Board of Directors Meetings

1. How many directors are on the Board?

2. How many board meetings are held each year?

3. Where are board meetings typically held?

4. How long are board meetings typically?

5. Is there an executive committee?  If so, please answer the above 4 questions for the executive committee.

6. Are there any other committees that will require staff services?  If so, please provide as much information as possible on these committees and what services will be required.

7. Please provide a copy of the organization's bylaws and any written policy and procedures.

Financial Management

1. Are financial services needed?

2. Please provide a copy of the most recent year-end operating statement, balance sheet, and budget.

3. Please provide the most current operating statement, balance sheet, and budget.

4. What financial institution does the organization deal with?

5. When is the fiscal year end?

6. What existing leases and contracts does the organization have?

Newsletters and Publications

1. List all of the organizations publications such as newsletters, magazines, journals, and directories.

2. What is the frequency, circulation, size, and advertising requirements for each of the organization’s publications?

3. If possible, please provide examples of most recent issues of all publications.

Communications and Technology

1. How does the organization typically communicate with its members?

2. Does the organization have regular bulletins, emails or mailings?  If so, please describe, list the quantity, and number of times per year they are distributed.

Membership and Database Management

1. How many members does the organization have?

2. What are the membership types?

3. Please describe the dues structure or provide us with a membership application form.

4. When is membership renewed?

5. Does the organization keep a membership database?  If so, what format is the database in?

6. How many records are there in the membership database?

7. Are prospective members entered into the membership database?

8. What are the benefits of being a member to the organization?

Events, Meetings, Seminars, Conferences and Tradeshows

1. Please list all meetings, seminars, conferences, trade shows, and events the organization holds throughout the year. 

2. When are the events held?

3. Where are events held?

4. How often is each event held?

5. How many people typically attend each event?

6. What fees are charged for each event?

7. Please provide examples of past event announcements, programs, agendas, etc…

Web Design, Maintenance and Management

1. Does the organization have a website?  If so, what is the website address?

2. Who maintains the website?

3. How is the website maintained?  What software is used to maintain the website?

4. How often is the website updated?

5. What is the organization's website used for?

6. How would you rate the organization’s website?  What would make the website more valuable to the organization’s members?

Other

1. Please list in as much detail as possible, the organization’s requirements for support with Government/Public Relations, Accreditation and Certification Programs, and Consulting/ Strategic Planning.

2. If the organization is looking for executive leadership, please provide a detailed list of job duties, expectations, skills, and requirements for the position.

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