Services


Hempstead & Associates Services

General Administration

The offices of H&A will be your official office and will remain at a commercial business location. Most clients use our office for their Association's mailing address, telephone and messaging services, storage of electronic and hard copy records. The office equipment, software and office space is owned and run by H&A with no cost to you.
  • A central phone line will be available for your members. It will be answered by a live person between the hours of 8:30am and 5pm CST. Messages are checked multiple times daily.
  • A central fax line available for your members
  • Oversee the updating, maintenance and production of Association stationery, brochures and other printed materials
  • Maintain and archive all Association records with open door policy for Board Members to review records as needed
  • Assist with inquiries and provide assistance for travel arrangements, housing and food for Board and committee meetings
  • Provide the following administrative services
    • Maintain membership records
    • Maintain financial records
    • Respond to correspondence and inquiries
    • Maintain permanent record of minutes of the Executive Committee and Board of Directors Meetings
    • Provide financial and membership data for budget preparation and current operations adjustments
  • Arrange for an independently performed review of financial records
  • Produce bookkeeping on a cash basis in a timely manner, using QuickBooks Pro software, including: receipt posting, credit card processing, accounts payable, invoicing accounts receivable, bank account reconciliation, monthly financial statements, and tax preparation for CPA
  • Provide additional staff support to ensure that the duties and responsibilities of the Association are completed in a timely manner
  • Lend Association management expertise and insight to the Board to improve efficiencies and operations of the Association
  • Limit Board Member liability through the purchase of directors and officers (D&O) insurance at the optimal cost to the Association
  • Assist with strategic planning, including identifying strengths, weaknesses, opportunities and threats to the organization

Communications

Hempstead & Associates will be a central point of contact for all members, potential members, Board of directors and contractors in an effort to streamline your communications process. Our staff will learn your Association and be able to answer any question called or e-mailed in- so you can spend your time on the mission while we handle the details.
  • Pitch your Association to potential members and advise current members on their benefits and help them continue to see the value in the services of the Association
  • Create a e-mail news alert specific to your Association and branded in a way that members see your organization as THE place for information about their industry
  • Design and implement online newsletters for news updates, membership recruitment, awards announcements, etc.
  • Updating your existing website or design a fully branded website including a member's only section, online membership renewal, and online archive of Association news
  • In-house design staff for logos, conference themes and marketing material
  • Telephone consultation, including conference calls, with Board Members
  • Refer potential speakers for meetings and conferences to appropriate committees/officers
  • Serve as a liaison between Association contractors and executive officers
  • Communications through any medium intended for a Board Member/volunteer/member will be immediately forwarded to the intended individual
  • Distribute meeting notices to Board via email
  • Manage Board elections with proprietary online balloting software
  • Attend Board meetings and assist the President in preparing meeting agendas and compiling additional meeting materials
  • Database logging of RSVP's for Board and executive meetings
  • Contact venue or President with attendance numbers
  • Prepare previous Board meeting minutes to bring to current Board meeting
  • Edit and record minutes
  • Forward draft of minutes to President
  • Minutes and agendas forwarded to the Board Members once approved
  • Implement action items of the Board within the scope of work and budget
  • Produce annual communications of “Request for Officer Nominations”
  • Issue reminders to ensure completion of Association goals
  • Oversee compliance and recommend changes regarding Association bylaws
  • Update policy and procedures handbook as needed
  • Review bylaws, suggest changes and help Board Members comply with bylaw amendment polices such as alerting membership to changes and posting proposed amendments online
  • Contribute suggestions to the President and Executive Committee regarding:
    • Problems requiring resolution
    • Goals for the year
    • Agendas for Executive Committee and House of Delegates meetings
    • Programming for conferences

Meetings and Programs

If you have a meeting for 6 or 6,000, H&A knows just what to do to meet your goals and objectives. We specialize in large scale conference planning with a focus on continuing education, but we also plan customized Board retreats and strategic planning sessions. Events should be an exciting way for you to connect with your members. Let us manage the details.
  • Design and implement online registration using H&A's proprietary system
  • Create marketing pieces, including development of conference themes
  • Create lists of potential featured speakers
  • Work with committee members to make sure the event reflects the ideas of the committee while focusing on the needs of the attendees
  • Create event-specific budgets and stay on top of all expenses for the Board
  • Alert Board Members of potential issues and create workarounds if an emergency arises
  • Manage online Calls for Abstracts for conference presentations with proprietary software
  • Create function sheets and detailed plans for: registration area, exhibits, food and beverage functions, decorating, signage, audio visual needs, onsite staff and volunteer needs, transportation, hotel contracts including negotiations, and more
  • Implement policies for registration and payment, including collections on purchase orders
  • Prepare name badges and necessary conference materials
  • Design and print an event printed program for attendees
  • Purchase event cancellation insurance, including hurricane coverage where needed
  • Develop meeting profit and loss report
  • Assist in the development of a traveling display to market the event
  • Provide cash box, petty cash and receipts for on-site event registrations
  • Design, update and distribute meeting notices
  • Database logging of RSVPs and no-shows
  • Provide continuing education certificates and report attendees credits
  • Maintenance processing of electronic registrations
  • Collect payments
  • Contact venue with guarantee
  • Attend events and manage the on-site registration process
  • Attend and manage programs and special events
  • Assist in fundraising activities, such as golf tournaments, capital campaign, advertising on website or newsletters, creating a sponsorship plan and introducing new vendors to the Association

Financial

At Hempstead & Associates we want your Association to have a higher net income so you can take the profit and put it straight back into your member services. As a business we could not survive if our clients were not increasing their revenues while keeping their members satisfied. The fiduciary duty of your Board Members requires stable finances and timely, accurate accounting.
  • Provide records and sets of financial reports to Executive Officers
  • Set up and manage online stores with propriety software
  • Credit card processing
  • Accounts payable
  • Invoice accounts receivable
  • Additional billings to past-due accounts
  • Complete W-9 tax forms
  • Bank account reconciliation
  • Tax preparation for CPA
  • Input toward the development of the annual budget process
  • Maintain and provide Board with past-due invoice spreadsheet
  • Assume management of the Association accounting system and maintain under standard 501(c) non-profit accounting practices
  • Provide information to CPA for external audit or review
  • Manage bank accounts and credit cards
  • Provide records and monthly financial reports to treasurer each month
  • Advise Board on income and sales tax issues
  • Invoice sponsors
  • Invoice "no-shows"
  • Reconcile receipts
  • Deposit receipts
  • Manage electronic banking
  • Assist the Board in long-term financial planning by researching avenues for creating higher return on investments
  • Sign and mail checks for the treasurer/president based on the Association's policies
  • Review contractors' costs and help the Association make educated decisions by receiving multiple bids for each vendor service

Public Relations

Your public relations plan needs to make sure your Association is THE authority in your industry. We believe that strong PR will not just increase your media presence, but it will also lead to more members and increased sponsorship funds simply by creating awareness.
  • Write press releases
  • Develop a public relations plan, including time schedules and topics for press releases
  • Assisting in writing articles to be submitted from the Association in industry publications
  • Create Association-specific database of newspapers, journals, online media and other forums for the Association news
  • Attend media events
  • Send information and flyers to other organizations
  • Work with other similar organizations to share resources and ideas on how to increase membership through PR
  • Forward other organizations' information and flyers

Membership

Hempstead and Associates is the proud designer of an online membership database that is completely customizable to your Association. It includes member logins, member history, and access to members' only Association services and publications. We will work with you to customize your database to record useful data about your members.
  • Promote membership in the organization
  • Enter and maintain membership and database records
  • Distribute membership information upon request
  • Receive and log new member or renewal information
  • Membership renewal contact
  • Email membership confirmation
  • Invoice members by e-mail for dues renewals and follow up with phone calls on late renewals. Mail invoices only when necessary
  • Forward membership materials to prospective members upon request
  • Email current database to designated Board Member for review
  • Process and deposit dues receipts
  • Maintain prospect databases
  • Process dues paid by cash, check or credit card
  • Send payment to national affiliates for dues
  • Develop and maintain working relationships with: State President, Treasurer and other members of the Executive Committee, local chapter leaders and members
  • Maintain membership database and prospective member list and provide current lists as requested by Board Members
  • Produce and promote publications, conferences, and meetings as determined by the annual budget
  • Actively encourage member interaction through publications, meetings, and information sharing
  • Market non-dues revenue products/services

Legal/Government Affairs

We will we understand your legislative priorities so we can advocate on the Association's behalf. With over 30 years of lobbying experience, we make sure your needs are considered.

As Texas House Appropriations Committee Chairman Jim Pitts recently said, "If you've never had a lobbyist before, you'd better go get one."
  • Contact and confer with members of the legislature and other public officials to persuade them to support legislation favorable to Association members
  • Maintain contact with legislative committees
  • Facilitate chapter or grassroots legislative and political activity by maintaining communications with the membership regarding current legislative developments
  • Provide initial contact and screening for legal defense inquiries.
  • Assist with development of legislative agenda
  • Manage Political Action Committee