Independent Contractor/Association Management Company
American Association of Physician Liaisons
July 5, 2018
Full Time - Experienced
4 Year Degree
Request for Association Management Services
American Association of Physician Liaisons, Inc.
The American Association of Physician Liaisons (AAPL) is an organization of healthcare professionals actively engaged in or supporting physician liaison activities in the health care field. The goal of AAPL is to bring those who function in this capacity together for educational and networking opportunities. www.PhysicianLiaison.com
With a national membership of approximately 600, AAPL is seeking proposals from Association Management Companies (AMCs) to provide the following services:
Headquarters Identity and Business Address
Conference and Event Management
It is anticipated that the AMC contract will have a start date of September 1, 2018.
Letter of Intent to bid should be emailed by July 18.
Deadline for proposals is July 31, 2018.
Letters of Intent and Final proposals should be emailed to _TAnderson0@bwh.harvard.edu with the subject line: AMC Proposal – companyname.
SCOPE OF WORK
AAPL is seeking an AMC that operates in its own office space, with its own equipment, staff and infrastructure. Regular office hours should be M-F 8:30a-5p.
AAPL is seeking the expertise and knowledge of a part-time Executive Director to associate with operational oversight of the organization, strategic planning, budget development and evaluation, fiscal oversight, Board orientation, development, and support. Time estimate 8 hours per week/20% time. Executive Director attends annual conference and face-to-face Board meeting occurring one day prior to the annual conference, typically covering strategic planning activities or reviewing metrics of goals achieved throughout the year.
Executive Director develops an annual report from committee report submission and business meeting slides. Executive Director reviews all final invoices and signs checks on behalf of AAPL. Executive Director is charged with developing surveys, needs assessments, AAPL-branded products, best practices, and fact sheets for the membership. Executive Director works closely with the Board in identifying strategic partnerships, fostering sponsor relationships, and ensuring that AAPL’s reputation and visibility is viewed in a positive manner.
Administratively, the AMC would support AAPL’s back office, answering phones, responding to emails, drafting correspondence, receiving mail, recording payments, tracking deliverables, managing bank deposits, maintaining archives, and other general administrative duties. AMC will manage GoToMeeting or similar conference calling or webinar system for the AAPL Board, all committees, and all scheduled webinars being planned. AMC will provide guidance for webinar speakers, set up practice times and dates, review all GoToMeeting system controls with speakers during practice times, and host all webinar timeslots in the office. AAPL holds 8-12 webinars per year. AMC is responsible for storing archived files and information, both electronically and paper, at the headquarters office. Every year, the AMC will ensure that important documents are added to the electronic or paper archives such as membership rolls, financial and annual reports, board meeting minutes, sample brochures, postcards, and copies of the strategic plan.
AAPL has approximately 600 members and dues of $135 are collected on a rolling schedule based on each person’s join date. AMC will be responsible for managing the membership database, providing monthly query reports to the Board and various committees, overseeing online payments using a credit card gateway such as PayPal, and receiving payments by check through the US mail. AMC will design and provide customized automatic receipts, invoices, welcome and acknowledgement letters to members who join, renew, or register for an event. Maintenance and integrity of the membership data is crucial to outreach and strategic planning activities. Monthly membership files are queried and provided to the Board and to the membership committee, reporting and archiving the number of active members, those due to renew, and those whose membership has lapsed. Issues with online payments, credit card errors, and refunds will all be managed by the AMC.
AAPL holds an annual conference in June of each year that attracts about 260 attendees and 15 exhibitors and sponsors. The 2019 conference is confirmed in Salt Lake City, UT for June 26-28, 2019. Hotel contract has already been secured for 2019 but AMC will be responsible for sourcing and vetting potential cities and venues through a standard RFP process for 2020 and beyond. AMC will oversee the production and printing of materials such as Save the Date, Exhibitor Prospectus, Brochure, and Final Program. AMC will participate on all conference-related calls and work closely with the program planning committee developing agenda frameworks, speaker invitation letters, budgets, audio visual needs, and more. AMC will provide all conference logistics and administrative duties throughout the 10-month planning process, as well as provide onsite staffing throughout the conference and all related event functions. AMC will monitor and track deliverables from sponsors, speakers, and board members such as company logos, headshots, committee reports, business meeting slides, advertisements, payments, and similar conference-related activities. Name badges are prepared by the AMC and queries are performed to identify badge flags for appropriate attendee segments such as Board member, First-time attendee, and so on.
AMC will select and order attendee product giveaways, solicit gifts and manage a raffle that occurs throughout the conference. The annual conference is typically W-F format, ending mid-day on Friday. There are usually 3-4 breakout rooms for simultaneous sessions on the first and second days. There is at least one organized luncheon, sometimes two, one evening reception, and a special event networking dine-around all which will be coordinated by the AMC. AMC handles set up of cloud-based handout materials, tracks handout submissions, and places handouts on the cloud.
AAPL holds two regionals meetings throughout the year and the locations for 2018 are Portland, OR on September 13, 2018 and Worcester, MA on November 7, 2018. AMC will be responsible for all meeting management activities for these two regional meetings including committee participation, agenda frameworks, speaker invitations, and other duties similar to those managed at the annual conference. Regional meetings attract between 40-80 attendees. Venue for regional meeting is usually at a hospital auditorium or medical center meeting room. Catering and audiovisual services are needed as well as name badges, handout materials, and so on. For all educational events, AMC must develop, deliver, and manage event marketing, event registration, payments, attendee evaluations, and share them with the Board and appropriate leadership.
AAPL finances are managed in QuickBooks and AMC will work closely with the AAPL Treasurer in providing financial reports each month to the Board. AMC will provide financial details for projects which are tracked by class expense such as Annual Conference. Accountants will work closely with independent CPA or certified tax accountant to review end of the year financial statements and have oversight of the filing of the Federal Form 990 and State filings required in Tennessee. Accounting staff will work closely with Executive Director to create overall operational budget, as well as budgets for each major expense category such as annual conference. Accountant will work closely with AMC association leader to ensure that income and expenses are appropriately categorized for project tracking purposes. Accountants will follow established AAPL financial policies and ensure that best practices are followed when receiving, documenting, and issuing checks for payment. Transparency in financial activity is a necessity and AMC accountants must seek approval from AAPL Treasurer for payment of all expenses prior to having checks signed by Executive Director.
Working closely with the Communications/Social Media Committee, the AMC will manage all AAPL social media channels, schedule content materials to be posted, monitor group access, and keep channels engaging by posting new content. AMC will participate on committee calls and assist with any administrative and support duties as needed. AAPL’s website is currently a component of its membership and event registration web-based software. The AMC is responsible for the maintenance and updating of the information on the website weekly. A weekly e-update is sent to the membership every Thursday. AMC must solicit content from Board and committees, as well as others sharing beneficial information within and outside of the membership. Content is also developed internally by the AMC regarding updates on AAPL meetings, events, speakers, webinars, and so on.
AAPL has a growing membership and the AMC should work collaboratively with the Board in developing a marketing plan, social media schedule, and outreach activities to attract new members. A retention plan should be developed to prevent membership lapse and AMC will need to identify and deliver multiple touchpoints throughout the year to keep members informed, engaged, and aware of the benefits of AAPL membership.
Staff hours expended to currently manage the scope of work outlined in this RFP falls within the range of 3000-3300 annually.
Please include the following additional items in your proposal:
Resumes of AMC staff person serving as Executive Director and person serving as AAPL manager
List of current clients
Details on how you plan to address and manage the Scope of Work outlined above
Pricing, indicating the number of annual work hours included
List of references
Any additional information you would like to include
Please email TAnderson0@bwh.harvard.edu with any questions you have regarding this RFP. It is anticipated that the AMC contract will have a start date of October 1, 2018 which will allow for a 30-day transition with the current management company.
Letter of Intent to bid should be emailed by July 18.
Deadline for proposals is July 31, 2018.
Letters of Intent and Final proposals should be emailed to TAnderson0@bwh.harvard.edu with the subject line: AMC Proposal – companyname
Have a minimum of 5 years experience in the Association management business.
Provide headquarters office space, equipment and staff.
Provide onsite conference management and staffing for annual meeting / Travel
Telecommuting is allowed.
Internal Number: 2018
About American Association of Physician Liaisons
The American Association of Physician Liaisons (AAPL) is an organization of 600 healthcare professionals actively engaged in or supporting physician liaison activities in the health care field. The goal of AAPL is to bring those who function in this capacity together for educational and networking opportunities. AAPL is seeking proposals from qualified AMCs that operate in their own office space, with their own equipment, staff and infrastructure. www.PhysicianLiaison.com
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