Information on this page is a sample of the services provided by SAMI to clients. Each client contract is specifically designed to meet the unique organizational needs of that client.

Organization Management
  • Maintain annual calendar of events/timeline and issue reminders to officers and committee chairpersons to complete tasks on a timely basis.
  • Provide a headquarters for phone, fax, email and mail contact by members, prospective members, and others.
  • Provide designated telephone line with voice mail. Answer or refer all inquiries. Provide a fax number for client use.
  • Maintain central files and provide storage of materials.
  • Maintain the confidentiality of all records, files, rosters and statistical data, material will not be distributed without prior approval of the Board.
  • Respond to Board member, committee chair, and general member requests.
  • Maintain/monitor the supply of letterhead, envelopes, literature and other supplies and distribute as requested.
  • Maintain bylaws and policy and procedure documents, review and update bylaws as necessary.
  • Act as liaison with related organizations and specialty associations/societies as needed.
  • Maintenance and timely filing of all local, state and federal forms and corporate documents.
  • Serve as Registered agent for the client.
Membership Services
  • With the Board, develop annual retention and recruitment strategies to increase membership.
  • Maintain membership files and database with all necessary required fields, provided reports as requested to the client Board, Committees and Members as requested.
  • Receive, record and process membership applications; send welcome letters.
  • Develop prospective and new member packets and distribute as appropriate.
  • Develop, maintain and distribute membership directories (both hardcopy and online versions).
  • Invoice and record renewal dues payments, process dues for new members and keep all members and potential members advised of the client meetings and member benefits.
Meetings & Events
  • Work closely with Planning Committee to coordinate educational programs, to include site selection, speaker and site arrangements, CME application and promotion.
  • Prepare and mail promotional and registration confirmation materials.
  • Process registrations for all activities including depositing payments, invoicing and follow-up for collection as necessary, including credit card processing.
  • Coordinate speakers including confirming presentations and requirements, coordinating handouts and other requirements including travel/honorarium reimbursements.
  • Prepare all on-site materials including programs, agendas, badges and other registration materials.
  • Provide the appropriate number of on-site staff.
  • Manage all hotel details including banquet event orders, function sheets, AV and all other necessary services to ensure the success of the meeting.
  • Maintain separate income and expense records for each meeting/conference, process all invoices and deposits, develop and monitor meeting budget.
  • Provide Board of Directors with a final financial analysis for each event/meeting.
  • Assist the Board with strategic planning and governance issues to better manage the organization.
  • Prepare and distribute Board of Directors meeting agendas and all supporting materials in sufficient time in advance of each meeting with the assistance of the President.
  • Prepare and distribute minutes of meetings as directed. Distribute after review by the President and Counsel.
  • Support plans of Committees as needed.
marketing & communications
  • Act as Webmaster for Association’s website, including hosting the client website if requested by the client.
  • Provide maintenance and updates for the website in a timely manner, in conjunction with input from the client board of directors and committee chairs.
operations
  • SAMI is committed to providing the client up-to-date, complete financial information using Quickbooks accounting software.
  • Staff will assist the client Treasurer in development and monitoring of the annual budget.
  • All income is tracked using a ‘cash recap’ system; each check or credit card is recorded on a database and tied back to a specific deposit. Deposits are posted to Quickbooks. Provide documentation and accounting for all online and credit card payments.
  • Disbursements (checks) are prepared at the SAMI office and distributed to the appropriate persons according to the client’s policies.
  • Invoicing and collection of client receivables as needed.
  • Provide financial reports to the client Board in advance of each meeting or as requested. The Treasurer will receive monthly reports and copies of the bank/investment reconciliation reports.
  • Oversee the compliance with state and federal laws, prepare the information and arrange for the preparation of annual federal and state tax forms by a qualified person.
  • Assist with audits of financial records as required by client policy.
  • Make recommendations to the Treasurer for the prudent investment of client funds.