Other Specific Specialty Services

The following full service association management activities are provided by Easter Associates.

Telephone Services

Staff will respond to all telephone inquiries relating to activities of the association promptly and courteously to foster good public relations and coordinate responses through such officers, committee chairpersons, and other appropriate officials of the organization as necessary. All outgoing calls would be made through a cost saving dialing service. Incoming calls will run through a multi-line system to avoid busy signals. Telephone directories for Virginia’ major cities are on file.

Staff will receive all visitors and telephone inquiries efficiently and courteously from the hours of 8:00 a.m. to 5:00 p.m., Monday through Friday, except for the following holidays:

• New Year’s Day
• Martin Luther King Jr.’s Birthday
• Washington’s Birthday
• Memorial Day
• Independence Day
• Labor Day
• Columbus Day
• Veteran’s Day
• Thanksgiving Day
• Christmas Day

Postal and Voice Mail Services

• Sort mail upon receipt.
• Process and answer all incoming mail and e-mail relating to activities of the association in a timely and well-written fashion.

Membership Processing

• Compile, input, and maintain membership and dues records on an automated computer system.
• Initiate mailing of renewal notices, as well as second and third notices.
• Promptly process renewal notices and dues collection.
• Deposit all monies received for membership (new and renewal).
• Respond with letter and membership information to inquiries about the association.
• Provide a current member list to board of directors every six months.
• Assist membership committee in developing, producing, and distributing membership promotion materials.
• Identify existing and potential membership markets and individual prospects.
• Work with the membership committee to develop a membership development plan.
• Prepare new membership benefit brochure for use with present members and prospects, if such a brochure does not now exist.
• Acknowledge all new members and mail membership plaques.
• Notify existing members of new members.

Office and Administration

• Provide office facilities to include executive offices, reception area, data processing equipment and production rooms, conference room, support staff space, and office equipment and furnishings.
• Keep the officers and directors informed on a regular basis of developments that affect your industry and association.
• Provide fireproof storage for association’s most essential records.

Print and Electronic Communications

• Writing/editing newsletters, bulletins, brochures etc.
• Formatting and designing printed materials.
• Typesetting.
• Supervise printing, processing, and binding.
• “In house” mailing of normal publications. If use of outside mailing house is needed for unusually large mailings, the Easter Associates staff supervises the activity.
• Routine fax and e-mail service.
• Disseminate broadcast fax and e-mail alerts.
• Establish and maintain web sites.

Meetings Management

Coordinate arrangements for conventions, trade shows, seminars, committee meetings, and board meetings as specified. An Easter Associates Inc. executive will attend board meetings, and an executive and one support staff member will attend the annual membership meeting.

• Participate in meeting site selection and negotiate fees and services of hotel or resort. Prepare budget of annual meetings.
• Provide for logistical, scheduling, and physical arrangements.
• Coordinate production and distribution of promotional materials, advance registration information, badges, program, and registration tickets.
• Coordinate production and distribution of annual meeting programs.
• Process meeting registration and deposit monies to produce planning and control data.
• Coordinate staffing for on-site meeting management and registration.
• Provide financial summary report.
• Communicate with appropriate board members to develop an agenda for the board meeting and general meeting of members and produce related reports for the board prior to the meeting.
• Assist chairman in selection of theme and speakers (sponsors, if desired).
• Negotiate with hotel regarding dates, rates, facilities, menus, and other requirements.
• Confirm speakers, travel, and hotel arrangements.
• Promote attendance so meeting is profitable.
• Review and sign all hotel charges before leaving.
• Invoice registrants, advertisers, or sponsors not paid in advance.
• Prepare and mail “thank you” letters to speakers and sponsors.

Financial Management

• Deposit and record all income received by the association including monies received for membership meeting registration, sponsorship, and advertising.
• Maintain an interest bearing account in the name of the association into which all funds shall be deposited and out of which funds shall be disbursed for the payment of legitimate expenses of the association.
• Disburse funds for payment and signature by the treasurer. Provide said officer with appropriate invoices, prepared checks, and addressed envelopes for mailing to suppliers.
• Assist the association in forecasting, budgeting, and managing financial resources.
• Coordinate annual audit.
• Provide quarterly financial statements (profit and loss statements with comparison to budget, plus balance sheets).
• Safeguard all assets.
• Provide cost effective and value conscious purchasing.
• File annual report in state of registration.
• Submit year-end financial reports and documentation to CPA for audit and filing of 990 tax returns.

Exhibit Sales (if applicable)

Promote exhibit sales for annual meeting, oversee setup, and operate trade show.

Additional Services

Provide staff coordination and support to board.

• Planning – one year operational plan and three-five year long range plan.
• Minutes – proper form to avoid legal problems.
  • Prepared and mailed within two weeks of meeting or according to specified deadlines set by the board.
  • Proper retention and updating of articles of incorporation, bylaws, minutes, SCC reports, tax exempt certification, and other essential papers.
• Recommendations – how to run your association for greater success.
  • Industry trends, opportunities, and problems.
  • Introduce plans for nondues income.
• Project tracking.
  • Establish goals and deadlines.
  • Expedite and manage projects to successful conclusion.
• Development – new programs for improved benefits to members.
• Procedure – businesslike, effective, timely, reliable.

Maintain and enhance the board’s committee structure to insure effective programs.

• Provide staff coordination and support to all committees of the board.
• Provide helpful ideas to committees.
• Encourage committees to complete work on schedule.

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