The following process is suggested for selecting an association management company:

1. Secure approval from your Executive Committee or Board of Directors to start the search for an association management company.
2. Identify a short list of association management companies based on the criteria outlined below. Due diligence should start before the RFP is sent:
   • Companies being considered should have experience working with associations in your industry or allied industries. This will shorten the learning curve and should improve overall performance.
   • The companies should currently offer all of the services that you need. Start-up or outsourced activities can create problems in meeting cost and quality expectations.
   • An impressive list of clients is a good indication that the association management firm is meeting expectations.
   • Client retention is crucial. Be careful with companies that have a high turnover rate.
   • The associations being managed should be successful. Check their Web sites for the following information:
     • Were you impressed with the Web site design and functionality?
     • Did the programs seem innovative?
     • Did they have an impressive Annual Meeting (education program, list of sponsors and exhibitors, quality of promotional effort)?
   • The size of the association management company is an important consideration. Too small, they may not have the breath of services you need. Too large, and you may not get the attention that you deserve.
3. Develop the RFP. Guidelines developed by the International Association of Association Management Companies are as follows:
   1. Provide as much of the following information about you association as possible to insure a complete and comprehensive response to your request for a proposal:
      1. A brief history of the organization, its past management, and how its services are perceived.
      2. The purpose of the association and its goals; a copy of your long-range plan, or an informal statement of your mission and goals.
      3. A description of your group’s current operating plan.
      4. A summary of the group’s particular concerns—for example, financial stability membership growth, defining mission and long-range planning, governmental and legislative issues or regulatory programs.
      5. A description of your membership:
         • Whether it be corporate, individual or a combination
         • Classifications of membership
         • Dues structure and amount(s), and renewal policies (i.e., anniversary or annual—if annual give the date)
      6. A summary of benefits to both existing and future members.
      7. A description of the leadership structure, including board positions and committees, along with their terms of office; and the staff services required by various committees.
      8. A list of meetings held within a year:
         • A description of the annual meeting (conference, convention, trade show, number of attendees, registration fees, number of exhibits), date and location of most recent meeting and next meeting, and existing contracts for future meetings.
         • Comparative attendance and exhibit figures for three previous years
         • Board and committee meetings
         • Educational seminars (number of attendees, registration fees, date and location of most recent seminar and complete seminar schedule)
         • Exhibits (if they are stand-alone, give the square foot charge, the total square feet and size of booths)
         • Other regional or local meetings (describe these if the national organization is involved)
      9. A list of publications, including frequency of publication, circulation, writers and editors, fulfillment programs, and advertising solicitation.
      10. A summary of contracts now in place for publications, office lease, equipment leases, auto leases, etc.
      11. A description of any new services you will require beyond those presently provided.
      12. If you are a national or international organization, describe your relationship to regional, state, provincial, or local groups.
      13. If you are a state of regional chapter of national or international organization, describe your relationship to the larger organization.
      14. Relationship to competing organizations.
      15. The date that the management company should be prepared to assume responsibilities.
      16. The preferred format for the response to your RFP, if one exists.
      17. Copies of the following documents:
          • Current bylaws and any proposed changes in bylaws
          • Any written policies and procedures
          • Publications and brochures, including a current roster
          • Recent financial statements, including a current balance sheet
          • Three most recent year-end financial reports, audits and federal and state tax returns
          • Current operating budget and fiscal year
          • List of officers and phone numbers of those who may be contacted
      18. Information on pending litigation.
   2. The items to request from an association management company may include:
      1. A description of how the management company is organized to serve its clients.
      2. A representative client list and references.
      3. An explanation of the company’s experience in related industries or areas of concern.
      4. A clear explanation of how the firm charges for its services and how these expenses will fit into your budget.
      5. The qualifications and responsibilities of the account executive who will serve your association.
      6. A description of how the association management company will meet the immediate challenges and fulfill the future goals of your organization.
      7. A specific transition schedule.
      8. Costs for the transition activities.
      9. Financial references.
4. Allow at least 45 days to respond to the RFP. Select candidates to interview.
5. Negotiate a contract with the association management company that best meets your selection criteria.