Scope of Services

Membership

Recruitment, Retention, and Engagement

• Enact ongoing recruitment strategies through various avenues developed with membership committee
• Actively refresh and update member benefits to encourage retention and engagement, as well as drive new recruitment strategies
• Provide a full-time, responsive and accessible staff and membership department ready to support members and prospects
• Develop concise and timely communication methods to encourage active member engagement, including targeted email communications, member forums, and chat boards
• Spotlight new members through media and at meetings in order to encourage growth and investment within the membership
• Drive reinstatement campaigns to reengage lapsed members

 

Membership Database

• Provide custom membership database (included in full-service association management package)
• Maintain each member’s record in an integrated, secure database: complete contact information, detailed history of finances, and meeting participation
• Update member records in the protected Members’ Section of the website
• Collect dues and meeting registrations through the website in a secure, protected area

 

Board Development

• Provide insight, guidance, and proven methodologies for development of a strong, well-equipped board able to meet individual and organizational goals
• Offer council and advice to Board of Directors for specific strategic plan implementation regarding best practices, society goals, benchmarks and analytics
• Assist with development of Bylaws and Policies / Procedures to strengthen society framework and performance
• Work in consonance with President to prepare and develop comprehensive Board agendas
• Drive preparation of board books; engage Board for provision of supporting documentation
• Record and archive board meeting minutes
• Prepare action items and engage Board on follow-up

 

Financial Services

• Provide depth of knowledge and proven practice expertise in not-for-profit financial management
• Initiate and develop budget in consonance with Treasurer
• Provide comprehensive financial and accounting services, including monthly financial statements, balance sheets, income statements and prior year comparative analysis
• Coordinate year-end audit and/or preparation of federal Form 990 with outside CPA firm
• Secure insurance as necessary for board members and meetings as directed
• Monitor and manage online payment portals; process and record donations
• Provide investment account oversight of cash flows

 

Committee Support

• Maintain society committee and subcommittee online presence
• Assist development of general committee and task force correspondence and meeting arrangements
• Secure and disseminate committee reports
• Develop schedule and calendar for committee meetings and conference calls; provide timely reminders
• Provide conference call platform at reduced price

 

Marketing and Communications

Membership Communication

• Leverage social media accounts and develop any necessary content
• Create and market membership app
• Market membership list for approved non-dues revenue
• Communicate and partner with parent and/or other organizations as needed for clients
• Create and send targeted marketing emails to membership and prospective members

 

Publication Development and Distribution

• Develop new graphics for meetings and society initiatives through in-house graphics department
• Assist newsletter editor with soliciting articles from committees and membership
• Collect and proofread newsletter articles, lay out newsletters and other publications
• Assist Editor with determining protected vs. unprotected newsletter content
• Publish and host newsletters on website and notify membership via broadcast email

 

Meeting Planning

Hotel Negotiations and Contracts

• Issue RFPs to hotels and convention centers for meeting space and hotel requirements
• Collate and present hotel and convention center options to board
• Negotiate the best possible meeting contracts to include the best room rates, attrition clauses, food and beverage minimums, room rental, cancellation clauses and all other pertinent terms
• Conduct site inspections for future meetings, which can frequently be combined with other trips for cost sharing

 

Menu and Meeting Planning

• Work closely with the hotels to provide creative, budget-sensitive menus
• Oversee and manage all on-site meeting specifications including room set-up, meals, and guest rooms within the group block
• Oversee and monitor quantities for all room set-ups and meals
• Work with faculty on special set-up needs

 

Vendor Contracting and CME for Meetings

• Monitor and negotiate with all outside vendors including, but not limited to, audio visual companies, decorators, transportation companies, photographers, florists, etc.
• Monitor and ensure that the contracted equipment and services are provided on-site as agreed
• Apply for and coordinate CME approval for each meeting

 

Development and Distribution of Promotional Materials

• Create custom graphics for meetings through in-house graphics department
• Proof and edit the scientific program for online and/or print media
• Create, manage and market the online Mobile Meeting Guide
• Market the program to the membership, past meeting registrants and other distribution lists through print and electronic means
• Prepare the printed Program at a Glance

 

Faculty Communication

• Generate faculty letters outlining each speaker’s date/time of lecture, title of lecture, learning objective as provided by the program committee
• Provide instructions and deadlines for faculty manuscripts, meeting and hotel registration instructions, appropriate continuing education language and individual remuneration as determined by program committee
• Provide all faculty members with the appropriate forms, e.g. Willingness to Participate, Audio Visual Requirements and Disclosure Statement
• Distribute multiple reminders for submission of all faculty documents in a timely manner with support from the program committee

 

Meeting Materials Preparation

• In-house graphics department designs all online and printed meeting materials
• Development of meeting slides for general sessions to encourage engagement, recruitment, etc.
• Compile meeting materials collected from faculty and moderators and develop into complimentary, cohesive format
• Prepare and distribute materials for meeting registrants, either in print or online

 

Exhibit, Sponsorship, and Advertising Sales

• Leverage relationships with industry representatives from pharmaceutical and medical product companies
• Solicit existing and new companies which may be interested in supporting and participating in educational offerings
• Coordinate the shipping, set-up, booth assignments and registration of the representatives from industry at meetings
• Implement proactive strategies to enhance exhibitor and sponsor relationships
• Work with development committee to secure unrestricted educational grants
• Provide online booth space selection, sponsor/exhibitor recognition, and exhibit service information
• Ensure exhibitors and supporters are appropriately recognized in the appropriate meeting marketing materials

 

Meeting Management

Advance Registration Processing

• Process registrations daily through secure online registration portal
• Send confirmation letters or emails in a timely manner
• Provide incremental registration reporting to board/committee(s) as determined
• Maintain and cross-check meeting registration and hotel reservation lists to ensure that both lists are managed effectively

 

Registration Packets

• Prepare meeting registration packets for all registrants and exhibitors
• Code non-member packets for easy membership recruitment efforts on site
• Provide tickets, evaluation forms, signage and certain other materials as prepared by in-house graphic design department

 

On-site Registration and Meeting Management

• Conduct pre-conference meeting with the hotel to help ensure a smooth conference
• Provide necessary on-site meeting registration and management staff
• Check all meeting setups including audio visual equipment in advance of program start times
• Carefully review all banquet checks to ensure charges match either the guarantee or the number of covers served
• Assist registrants with Mobile Meeting Guide navigation and conference questions
• Develop active membership drives and recruitment initiatives to enact on-site targeting non-member registrants
• Engage members through new member welcome receptions and social events
• Provide active guidance and presence in membership committee meetings on site

 

Post-meeting Management

• Carefully review and pay all meeting invoices after substantiated
• Provide customized post-meeting reports upon request
• Tabulate meeting evaluations, including the registrant comments
• Provide online evaluation system with real-time results for program planning committee
• Maintain and connect registrants with CME records

 

Custom Technology

Membership Tools

• Provide professional and secure website hosting, maintenance and management service
• Maintain and customize database-website integration and development
• Provide password-protected Members’ Section with alpha and geographical member search
• Update membership data instantaneously on website integrated with membership database and financial records
• Generate and maintain secure forms for applications, online dues payments, renewals, donations and meeting registrations
• Provide private accounts with varying levels of access for board, leadership, members, and committees to securely manage their business
• Online member voting with candidate shuffling and real time results
• renewals, and donations
• Customize website with social media, blog, forum integration, and member job postings
• Develop and maintain membership mobile apps
• Maintain secure members-only listserv

 

Meeting Tools

• Develop and maintain customized Mobile Meeting Guide
• Provide secure online meeting registration
• Host and maintain meeting presenters’ digital posters and discussion board
• Customize and maintain faculty submission portal
• Provide online abstract submission site; including submissions, grading/review and sessioning modules
• Provide online evaluation forms for each meeting as needed through custom in-house evaluation system
• Host CME/CE activity recording platform in Members’ Only section where members may store and print their own CME/CE Certificates
• Host meeting audience response system to provide instant results