Our Services
With EAMI, you hire no personnel, you buy no equipment, and you lease no office space. Our offices become your association’s offices. We manage your entire association—as you want it managed—maintaining its unique identity as an autonomous organization with your leaders in control. Since our personnel perform all association functions, you benefit from economies of scale. You only pay for what you need in administration, facilities and computer services. You have the maximum resources available for member services.
Learn More About Our Services
We have the flexibility so that you can expand your professional expertise without hiring extra staff. We provide a comprehensive package of specialized services. Discover more about our available services using the toggles below.
Meetings & Events
Event organization and management can be difficult and time-consuming. EAMI’s experienced team of professional event planners relieves you of this by managing and overseeing all aspects of meetings, conferences, trade shows, and executive functions.
- Coordination of all meeting logistics including food and beverage, audio visual, room (or virtual platform) setup, transportation, room block and networking sessions
- Participate in site selection
- Negotiate contracts with hotels, convention centers, decorating companies, audiovisual companies, and speakers
- Assist board or committee in developing quality educational programs, identifying appropriate speakers and planning social events
- Assist board or committee in establishing a conference budget
- Promote conferences and seminars in association publications, and other methods developed by staff
- Process all registrations and produce name badges, educational materials and onsite programs
- Provide onsite conference management, including supervision of registration desk, coordination with hotel and vendors, and coordination of volunteers
- Ensure preparation of awards, plaques and certificates
- Ensure education sessions are approved for continuing education credits
- Manage database of prospective exhibitors and sponsors
- Negotiate contracts with venue, decorating company, and other contractors
- Promote trade show to prospective exhibitors
- Manage and promote trade show including exhibitor contracts, assignment of booths, and onsite coordination
- Assist the president with the preparation of the meeting agenda
- Compile and distribute background material to board and committee members
- Provide onsite presence at all meetings and serve as information and leadership resource
- Prepare and distribute meeting minutes following each meeting, and follow up on board assignments
- Serve as liaison between board of directors and committees
Communications
EAMI's design and production service supports each association with the creation, writing, design, and production of content and publications. This includes everything from email marketing to membership mailings to website management.
- Assist publications committee with planning content, creating standard features and news items
- Coordinate and edit articles
- Design formatted e-blasts or supervise printing and distribution of publications
- Design and produce conference materials, annual reports, directories and brochures
- Invoice for advertising
- Setup and manage conference mobile app
- Website design and management
- Development of business plan and content for website
- Production and design of e-mail newsletters for distribution to membership
- Curate social media posts and manage social media content across all platforms
- Monitor social media pages
- Develop and distribute press release if there is a demand
- Assist in development of public relations plan as directed by board of directors
Finance
Financial management can be overwhelming between dues management, billing, preparing annual budgets, and the list goes on. EAMI’s finance and accounting professionals provide the complete range of day-to-day association financial management.
- Generate and distribute membership dues and other invoices
- Process all dues payments
- Report delinquent dues payers to the board of directors for follow-up
- Maintain financial records and transactions
- Prepare accurate and meaningful financial statements in accordance with standard accounting procedures
- Make timely payments of all expenses incurred
- Prepare documents for annual audits
- Assure that the annual tax return is filed
- Manage checking and/or money market accounts and reconcile all monthly bank statements
- Make timely deposits of all funds received
- Manage investments in accordance with guidelines established by board
- Manage cash flow to maximize interest income
- Assist board in developing annual operating budget
- Assist treasurer in delegating their responsibilities in an effective manner with the least expenditure of time
Membership
For every association, retaining current members and attracting new ones requires ongoing membership development. We work with each association to create strategies and programs which target member retention and new member development.
- Creation of professional membership materials and forms to enhance image of the association (print and web)
- Manage entire membership process from initial distribution of materials to prospective members to acceptance and notification of new members
- Research, market and implement member services necessary to develop and retain membership and provide a savings in cost or efficiency to members
- Conduct membership surveys to identify member needs and services that can be provided by the association
Administration
EAMI's in-house team can execute a variety of administrative duties for your association including database management, board elections, strategic planning, and more. This is all done under your association name and branding to maintain your position as an independent association.
- Organize and maintain membership and other databases
- Provide specialized reports, lists and mailing labels
- Backup files daily to cloud storage for security
- Develop, produce and disseminate ballot for election of board of directors and officers
- Tabulate and retain final ballots
- Assist board of directors in developing short and long-range plans to ensure growth and successfully achieve the goals and purpose of the association
- Staff all association telephone lines Monday through Friday from 8:00 am until 5:00 pm, with “user friendly” voice mail in operation during non-business hours
- Handle all email and mail correspondence
- Establish and maintain an association presence including a permanent mailing address, phone coverage for general association/member inquiries, and other support services as necessary during business hours
- Maintain all files, legal documents and records
- Maintain knowledge of state and federal laws affecting nonprofit organizations and make recommendations to the board of any necessary changes in the association’s bylaws or articles of incorporation required by changes in the law
Government Relations
At EAMI, we offer support for the strategic engagement of members, key stakeholders, advocates, legislators and others to advance association priorities by managing political action committees (PACs) and providing a network of recommended lobbyists.
- Manage PAC accounting and reporting required by Texas Ethics Commission
- Assist in fundraising campaigns, events and auctions for PACs
- Recommend lobbyist if the association so desires
- Coordinate with lobbyist to communicate legislative updates to members
Contact Us
To get started, contact us to discuss your association management needs and learn how EAMI can help.