• Permanent mailing address and office location.
• Shared phone line answered as “Association Office.” After-hours voice mail.
• Store and file archival material.
• Provide timely fulfillment of general requests from members.

Board and Committee Support

• Facilitate strategic planning sessions and provide follow up summary reports.
• Develop board meeting agendas, distribute board meeting notices and minutes, arrange site for board meetings including meeting rooms, lodging and meals.
• Attend board meetings.
• Assist in committee activities, including planning, correspondence and conference calls.
• Monitor timetable of association activities, ensuring follow-through by association officers and committee chairs.
• Assist committees with the development of policies and other functions.
• Guide and counsel the board on office operations, services and program management.
• Assist officers and committee chairs in ordering/coordinating awards, plaques, and certificates consistent with company design and logo requirements.
• Produce membership labels, lists, and reports as requested by officers and committee chairs.

Membership Services

• Maintain an accurate database of members with current information.
• Process membership applications/renewals; post new applications and renewals.
• Prepare and mail annual dues renewal notices and follow-up notices to active members.
• Prepare and mail membership recruitment packages to prospective members.
• Provide periodic membership reports as required by the Board of Directors.
• Produce and distribute annual membership handbook/directory.

Financial Services

• Prepare annual budget.
• Maintain financial records.
• Invoice and collect member dues.
• Prepare bank deposits.
• Reconcile statements and note any discrepancies.
• Receive, verify, and prepare checks for payment of bills in accordance with association policies and procedures.
• Prepare financial statements.
• Coordinate annual tax returns.
• Coordinate independent audits.
• Provide monthly reports regarding financial status and membership data.

Event Planning and Conference Management

• Identify suitable location and site facilities for presenting a high-quality event to participants.
• Negotiate all facility contracts to provide suitable accommodations and meeting facilities for participants and program activities, ensuring the most cost-effective options are available for conference participants.
• Coordinate with conference site host committee and local volunteers to assist with arrangements for events and activities.
• Ensure that site facility needs are communicated to facility managers so conference program needs are met.
• Monitor and manage all event costs and arrangements to ensure cost effectiveness and achieve revenue goals.
• Arrange for local media coverage of suitable conference events.
• Provide a headquarters for telephone and mail contact by attendees, exhibitors and others for the event.
• Provide telephone line, fax number and e-mail, answered during regular business hours.
• Develop marketing plan to assure quality of meeting and attendance.
  Coordinate meeting schedule with hotel, including room set-up, food and beverage counts, breaks and registration area.
• Provide staff and services at on-site registration desk.
• Assemble and distribute meeting packets including badges, tickets, programs and other conference materials.
• Receive all registration forms, input data, provide timely updates to event committee members as requested.
• Receive, track and record all event income and expenses.
• Invoice and collect all accounts receivable, including follow-up to secure collection.
• Provide annual event summary report, including financials, membership data, registration data, etc. to executive committee.
• Create, distribute and collect evaluations of each event.
• Raise funds through sponsorships, booth space, raffle sales and auctions.

Publications

• Coordination of articles and authors, deadlines and overall project management
• Edit manuscripts and press releases and use as appropriate
• Coordination of art direction and photography
• Direct layout and design, ready for printer
• Perform final pre-press proofing
• Proofread all typeset material
• Manage the changes in the Roster, Buyers Guide, and Journal mailing list
• Coordinate regular publication meetings and provide financial reports
• Perform pre-press checking of printer's proofs

Electronic Services

IntrinXec Management, Inc. has an extensive broadcast email and fax system that will improve communications to your members in the following ways:

• Avoid duplication of emails to the same recipient.
• Ensure proper delivery of the email.
• Track bounced emails and respond with a fax.
• Send a fax to those without email.
• Track results.
• Personalized messaging with dynamic content.