OUR SERVICES

PMA can provide full-service management of your association or you may choose the services that you need. PMA offers:

Central Headquarters Administration
PMA can provide an experienced Member Services Director/Association Administrator to be responsible for the following:

• membership management, including prompt response to member and prospective member inquiries
• renewal processing and persistent follow-up with non-renewing members
• maintaining an accurate database of current and past members

• providing courteous responses to members' and non-members' questions and inquiries
• maintaining and storing association files, archives and records in a fireproof warehouse
• securing your electronic files and records with off-site data storage
• routing correspondence, e-mails, and telephone calls to appropriate volunteers
• recommending policies and updating the association's procedures manual
• working closely with the website manager to update the association's website and members only pages
• tracking member demographic information such as volunteer positions held, areas of special interest, courses attended, purchases made, etc.

Finance and Accounting
PMA can provide both a full-charge bookkeeper and a CPA experienced with exempt organizations who will:

• maintain the association's checking and money market accounts
• reconcile bank accounts monthly
• provide monthly budget reports to the Board of Directors

• work with the Treasurer to develop the annual operating budget and to maintain the reserve fund
• monitor investments and provide guidance and direction
• work closely with the association's accountant for the filing of IRS forms 990 and 990-T and the preparation of the annual audit.
• work closely with the Treasurer and other volunteer leaders to support prudent fiscal management, as well as compliance with Generally Accepted Accounting Practices and laws and regulations affecting tax-exempt organizations

Conference, trade show, convention, seminar or other meetings management
PMA has conducted over 400 conferences, conventions, annual meetings, trade shows and seminars in the past twenty-four years and will provide a Certified Meetings Professional and experienced meeting planners to efficiently manage your association's meetings. Services include:

• developing a detailed Request for Proposal (RFP) and distributing it to selected properties, evaluating responses, and negotiating contracts with meeting facilities
• conducting comprehensive site inspections of properties under consideration, and preparing a report to the planning committee

• developing a detailed conference budget and providing monthly income and expense reports to the volunteer committee - working within the conference budget to assure the financial goals are realized
• developing sponsorship and advertising opportunities, assisting with the marketing, promotion, and recognition of sponsors and other supporters
• developing the exhibit prospectus, and working with exhibitors to assist them with their drayage, electrical and other needs, contracting with an exhibition service company, assigning booth locations and managing the exhibit hall
• participating in committee meetings and preparing minutes
• applying for CEU's and tracking and administering CE credits
• preparing the promotional materials about the meeting, providing graphic design and marketing services to promote the meeting
• providing registration services, receiving, recording and acknowledging registrations, monitoring counts and anticipated attendance, serving as liaison to the host facility regarding meeting set up, guarantees, food and beverage and speaker needs
• contacting and confirming speakers selected by the volunteer committee, coordinating speakers' audio-visual requirements, handouts, room set-up, obtaining background information for inclusion in the brochure and composition of speaker introductions, composing speaker thank yous; purchasing their gift or preparing their honorarium, composing, collecting, and tallying speaker evaluation forms
• preparing the application for discounted Convention Cancellation and Interruption Insurance
• designing customized giveaways for attendees
• preparing a detailed resume of the conference schedule and requirements to the host property, reviewing the BEO's for accuracy, and participating in a pre-conference planning meeting with key conference service staff
• preparing, ordering, proofing, and shipping directional, session, and sponsorship signs
• preparing the program book for distribution to attendees, composing copy, creating camera-ready artwork, overseeing design, layout, proofing, printing, and shipping to meeting facility.
• providing experienced on-site meeting planners to attend/facilitate pre-conference meeting with key hotel service staff and to serve as liaisons to conference facility, exhibitors, speakers, and registrants

Association Communications and Publications
PMA can provide experienced communications professionals to write, design, and edit your communications to members. Services include:

• newsletter writing and publication
• electronic communications, including e-newsletters and journals, and instant blast e-mail bulletins to members (spam scanned and with a high delivery rate)
• membership brochures

• annual reports
• membership directories
• "quick pulse" online member surveys
• conference promotion, program books, and exhibit prospectus publishing
• press releases, media kits, and media inquiry areas for the website

Website and internet development and management
It's your face to the world, so it's crucial that your website be friendly to your members, prospective members, the media, and legislators. PMA can help you:

• design, build, and keep your website updated, refreshed, and current
• analyze statistics ("hits") to maximize work on the most frequently-visited pages
• maximize the site's visibility on the most widely-used search engines

• develop both a public site as well as a "members only" site
• develop and conduct online member surveys (compensation, operating ratio, opinion, etc.)
• develop listserves for member segments, sectors, or interest groups
• develop online forums, chat rooms, or other vehicles to facilitate member communications
• provide e-commerce solutions for secure ordering online

Board and volunteer leadership support: Executive Director or Association Manager role
Elected leaders bring the content and professional or industry expertise; PMA provides the experience and support. Your Executive Director will:

• inform the Officers, Executive Committee, and Board of Directors on important factors influencing the condition and operation of the association and actively participate in meetings of the Executive Committee and Board of Directors
• work with the leadership to plan and formulate policies and programs that will further the mission and objectives of the association.

• recommend and monitor effectiveness of independent contractors (attorney, accountant, public relations counsel, etc.).
• provide the necessary liaison and staff support to committee chairs and committees to enable them to perform their role and function, assuring that committee decisions and recommendations are submitted to the Board of Directors for approval.
• help volunteer leadership identify potential Board members, Committee Members and Committee Chairs; assist the Nominating Committee with the preparation of the ballot.
• identify and assign resources to implement programs, projects, and policies identified by the leadership
• keep abreast of trends, regulations, legislation, and tax issues affecting the association and its members, and assure the association's compliance.
• present ideas for new programs and services or changes in existing services to Committees and leadership
• oversee the public relations activities of the association and seek ways to enhance the professional status of the organization and the members; serve as liaison to the media concerning the business of the members and the association's activities. Work with the Membership and Public Relations Committees to plan, develop, and implement programs and initiatives, both internally and externally to 1) communicate the value of membership, 2) recruit new members, 3) effectively communicate the value of the protocols or standards developed and adopted by the association, 4) increase the awareness by the public of the value of the services provided by members; 5) raise the media's awareness of the profession or business; and 6) promote the association as the leader in issues regarding the business or profession of the members
• maintain effective relationships with other organizations, both public and private, and strive to enhance the position of the association and its members in accordance with the mission and objectives of the association
• be responsible for the financial management of the association, including planning, purchasing, receipts, disbursements, reports and analysis. In cooperation with the Treasurer, develop, recommend, and upon approval, operate within an annual budget. Insure that all funds, physical assets, and other property of the association are appropriately safeguarded and administered
• plan, promote, and manage administration of official meetings of the association; work with the President to develop the agenda for board meetings; provide agenda and supporting documents to the Board prior to the meeting; participate in board meetings, serving as liaison to meeting facility and composing minutes
• be responsible to the Board of Directors for the administration of the association, and for proper interpretation and fulfillment of its functions, responsibilities, authority and relationships
• supervise the staff liaison to committees and provide the liaison between the committees and the Board of Directors
• maintain relationships with other associations, industry, government, public service organizations and vendors as are desirable or necessary in the best interests of the association, and in conformity with the mission, objectives, and policies of the association.

And more…