Ruggles will initiate and develop the budget in consonance with the Treasurer. In accordance with our strict internal control procedures for accounts payables and accounts receivables, we process all payables in a timely manner, prepare invoices as needed and maintain the accounts receivable. Your leadership will receive monthly financial statements, including a balance sheet, income statement, check register and prior year comparative summary. A general ledger and copies of invoices are provided upon request. In addition to providing monthly reconciliation of checking and investment accounts, we will provide cash flow oversight.  Ruggles will coordinate the year-end audit (if needed) and the preparation of federal Form 990 with an independent CPA firm. We will secure insurance as necessary for board members and meetings.

Your target audience will receive professional, graphic and timely broadcast emails. Custom designed membership mobile apps and social media integration will keep your members engaged. Our Mobile Meeting Guides have transformed the way syllabi are delivered and are an excellent tool for encouraging last minute registrants to attend your educational activities. We publish mobile responsive e-newsletters to communicate with members and sponsors, and video may also be used to encourage membership and registration for educational activities.

Brochure Development and Distribution

Our seasoned team will work with your scientific program committee to develop a complete final program. From start to finish, we will layout, proof and publish the brochure, whether print or electronic. Your educational offerings will be marketed to members and all target rich prospects to generate registration and membership.

Ruggles will prepare the board meeting agenda in consonance with the President. We will organize and disseminate board book supporting materials and take the meeting minutes with special emphasis on action items and their follow up. Ruggles will assist the Board of Directors with its Strategic Plan implementation and can assist with the development of Bylaws and Policies / Procedures.  Committees and task forces will receive support with their meetings and conference call arrangements as well as with general correspondence and reports.

We recognize the importance of having your website content display beautifully without unnecessary zooming, scrolling and pinching on mobile devices. Our in-house web developers can transform your site using mobile-responsive style sheets and professional themes.

Additionally, your society has access to our proven, custom technology and IT support, making it simple to customize your website to fit the needs of a growing membership.

Explore Ruggles’ Custom Technology

All faculty and moderator handouts will be organized and published online and/or in print. Our popular Mobile Meeting Guides have replaced the traditional Syllabus that others provide with a mobile responsive online product that your registrants will love. Online meeting evaluations may be done through the Mobile Meeting Guide and then registrants may print their own CME certificates.

All faculty disclosures will be acknowledged to the learners in accordance with ACCME guidelines. Our graphic designers will provide professional meeting signage and registration materials for your delegates.

Your meeting contracts are leveraged through Ruggles’ buying power in the marketplace. Our seasoned meeting planners negotiate favorable hotel contract terms including, but not limited to room rates, attrition clauses, food & beverage minimums, cancellation clauses and concessions. We conduct thorough site inspections for future meetings, which can frequently be combined with other trips for cost sharing.

We generate detailed faculty letters outlining each speaker’s date/time and title of lecture, learning objective as provided by the program committee, instructions and deadlines for faculty manuscripts, meeting and hotel reservations, appropriate continuing education language and individual remuneration. All faculty members receive the appropriate forms, e.g. Willingness to Participate, Audio-Visual Requirements and Disclosure Statement. We assist the leadership in managing Conflicts of Interest in accordance with ACCME Criteria.

For years, Ruggles has embraced change with new and proven technology at tailored specifically for the meetings we plan. We understand the changing dynamics of the member base; creating and curating content delivery methods targeted to society membership, prospective members, and specific society events.

Explore Ruggles’ Custom Meeting Tools