Association Management Services - Total Event and Association Management, Inc. (TEAM)

Let TEAM manage your association!

Coordination of all incoming correspondence, inquiries and requests
Coordination of all outgoing communications to members, exhibitors, sponsors and vendors
Management and maintenance of all Association files, records, and membership information
Coordination of all administrative business – elections, awards, bylaw revisions, and corporate filings, etc.
Organization, preparation and participation in Board of Directors meetings, and related communications and activities
Ongoing outreach and public relations efforts which are targeted at the continued development and expansion of industry awareness (e.g., responding to public and media inquiries and providing Association press releases, etc.)
Ongoing interaction and coordination with Association Board of Directors, members, all affiliate organizations, regional representatives, and all other individuals and organizations interested in the issues that affect Association and its members
Provide a fully-equipped office, including dedicated telephone lines and fax machine, use of photocopiers, computers, staff offices, storage space, library, workroom facilities, and conference room (actual expenses for supplies and telephone charges will be billed separately)

Development and execution, in cooperation with the
Association Board of Directors, of all Association promotional
programs, including membership recruitment campaigns and new member
services and programs
Maintain and update membership database, membership
directory, communications and contact lists

Provide financial management in coordination with the Association Treasurer, including development and implementation of annual budgets, full-service bookkeeping (including Accounts Payable, Accounts Receivable, billings, collections, banking, and reconciliation), and preparation of financial statements
Annual financial information will be provided to an outside Certified Public Accounting firm to prepare tax filings and an annual audit

Planning, development, and implementation of Association’s conferences and trade shows, which shall include: committee support, planning logistics, budgeting, program design, site negotiations and selection, program development and speaker coordination, marketing and promotion, database management, exhibitor and sponsorship sales and management, awards program coordination, event materials preparation and organization, pre-event registration and accounting, on-site registration and services and post-event accounting, evaluation and follow-up. In addition, the site selection for the annual conference for the next fiscal year will also be conducted as part of this contract due to the requirements of securing a hotel facility at least 12 months prior to an event.

Planning, development, and implementation of Association sponsored technical seminars/workshops, which shall include: committee support, planning logistics, budgeting, program design, site negotiations and selection, program development and speaker coordination, marketing and promotion, database management, exhibitor and sponsorship sales and management, awards program coordination, event materials preparation and organization, pre-event registration and accounting, on-site registration and services and post-event accounting, evaluation and follow-up. In addition, the site selection for technical sessions for the next fiscal year will also be conducted as part of this contract due to the requirements of securing hotel facilities at least 12 months prior to the event.

Provide editorial oversight, vendor supervision, and coordination of Newsletters or other Association Publications in cooperation with the publication Chair (the production cost of the newsletterand or publication is a separate expense and covers the cost of design, editing, printing, postage, and mailing)

Provide ongoing development, maintenance, and utilization of the Association Internet Website