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Our Services

 

Chapter Office

 

We will provide a "Business Office" and a permanent mailing address, with space for your current & previous files. A receptionist to answer your phone is provided. A separate telephone line can be installed and answered in your name for the cost of installation and monthly fees (voice mail can be provided for an extra charge). Telephone communications and mail will be handled according to your instructions.. An estimate of the installation & monthly cost will be provided to you upon request.

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Administrative

 

Our staff has an extensive background in managing all facets of associations. Having worked with several different Board of Directors and coordinating many different meetings simultaneously, we are qualified to provide quality services in an efficient manner.

Proficient in Microsoft Office Professional and various other current business software programs, SAM Inc. will provide the administrative services as requested including board minutes, newsletters, meeting notices, membership brochures and miscellaneous correspondence. Database reports will be generated upon request and meeting reports will be generated after each event or as requested. We will participate on committees as requested to further enhance the changing and developing needs of the organization.

A conference room can be established at one of the facilities at which monthly meetings are held. SAM, Inc. will also assist with locating a cost effective meeting room for holding board or committee meetings. If there is a rental fee, the association will pay this fee directly to the facility.

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Meeting Planning

 

We will serve as your liaison with the facilities of your choice for your meetings and conferences. If a facility is currently under contract with the association, SAM, Inc. will continue forward with this relationship. We will coordinate with the facility for meeting room space, food & beverage selection, room set up, audio visual equipment, registration areas and all aspects of contract negotiations. All of the following services can be provided:

  • Collect and process incoming registrations and payments

  • Balance payments, provide transmittals, deposit income and report deposit to Treasurer

  • Act as a referral source for registrants as needed

  • Prepare materials for meeting attendees

  • Prepare computerized registration check-in lists

  • Prepare computerized laser quality name badges for attendees (non-members and guests)

  • Obtain and reproduce speaker handouts

  • Coordinate association handouts, ribbons, receipts, signs, banners, table tents, etc.

  • Provide personnel for on-site registration check-in

  • On-site event management

  • Coordinate speaker audio visual needs and testing of equipment

  • Distribute materials at event

  • Coordinate speaker gifts and provide at meeting

  • All materials to be transported to and from meeting location

  • Collection and summary of attendee or member surveys

  • Provide pre-post event financial reports within two weeks of the event.

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Database Management

 

Our staff is trained to provide your association with a complete and accurate membership database. We offer a wide range of experience to assist your organization in recording all database activity year to year. We have designed a specialized database management system that allows us to function more effectively, maintain records properly, omit duplicate entries and track mailing lists and meeting registration activity. Professional quality laser reports are generated from this database and are printed upon request. This service includes:

  • Mailing list maintained and enhanced according to the needs of the organization

  • Membership category coding

  • Data entry of new additions to mailing list

  • Meeting attendance coding and tracking

  • Generate labels and various reports

  • Assistance with production of professional annual membership directory

  • On-going database management upgrading and programming

  • Batch faxing service (in-house)

  • Email service (in-house)

  • Information & referral services

  • Track meeting attendance at board and committee levels

  • Assistance with the implementation and development of reservation system via the Internet

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Mailings

 

All mailings to include special correspondence, meeting notices, and general information requests will be processed promptly upon receipt of request. SAM, Inc. is equipped with a postage meter machine and can process your mail directly from our offices. A pre-paid postage account is required and will be maintained and tracked as part of our accounting services. An activity/report will be provided monthly. We suggest that the association mail a "We've Moved" postcard to the entire mailing list and each piece of mail that has not corrected the address for a 90 day period. We will do this upon your approval.

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Desktop Publishing and Website Development

 

Newsletters, Brochures, Membership Directory and any other special publications can be produced. SAM, Inc. has many relationships established with a variety of vendors to provide services such as printing, desktop publishing, bulk mail houses, trophy companies, etc. SAM, Inc. will obtain bids for the association's review and approval. SAM, Inc. will work closely with the Board to provide quality publications that meet the needs and desires of the Association. If the publication can be produced in-house appropriate fees will apply if the production time is not covered under the retained hours. SAM Inc. will coordinate with production and printing vendors for delivery and mailing to the required mailing list in a timely manner. Web Site Development, for details and pricing, reference enclosed specification sheet.

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Accounting

 

Accounting services will be provided and are maintained in Peachtree Accounting software which includes: Accounts Receivable, Accounts Payable, Income/Expense Statements, Balance Sheets, General Ledger and many more financial reports. We will process, transmit, document and deposit bank transactions for cash and credit cards (if association has previously established credit card account - credit cards can be processed electronically at the expense of the Association). Financial reports can be generated at the end of each month or upon receipt of the monthly bank statement. Meeting income/expense recaps will be prepared after each event for the Board and Treasurer.

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© 2006 Southwest Association Management, Inc.
7225 W. Oakland Street, Chandler, AZ  85226
phone (480) 496-4010, fax (480) 858-1802
contact@saminc.org

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