Full Management Services
Thomas Associates provides core management services for any professional or trade association.
Our sophisticated accounting system, used by all of our clients, is unique in the association management industry. Its standardized system of accounts provides timely and accurate financial data and efficient processing of invoices.
We encourage each organization to retain antitrust legal counsel, adopt antitrust guidelines, and regularly remind the membership of appropriate conduct. Since every association experiences a regular influx of new representatives and new members, antitrust awareness is a never-ending responsibility that cannot be taken for granted.
All of our clients use the services of Meaden & Moore to perform full audits (or financial reviews if desired), ensuring that all appropriate government filings are thorough and timely. We take responsibility for all tax filings, which is performed under the direction of our CFO, Melissa Allay, an experienced CPA.
We are familiar with the requirements of certification programs, from design and implementation of training programs, to development and administration of exams, and ongoing needs for continuing education and recertification. For example, one of our client associations has a certification program based on ANSI standards that has trained more than 10,000 individuals.
One of the refreshing features of Thomas Associates is that we do not insist that our clients sign a contract with us. Instead, our working arrangement is typically based on a letter of intent with a 30-day cancellation privilege. This gives your association more flexibility and keeps us continually responsive to your needs.
All our client mailing lists are kept in digital databases that are updated daily. The databases are backed up regularly and copies are stored in secured fireproof facilities on-site and off-site.
We coordinate efforts by all of our client groups to provide industry seminars, workshops for educational training, and online training programs. These educational programs cover a wide variety of issues related to our associations.
We have helped several associations to organize industry foundations that work as an extension of the purpose and goals of the organization. Foundations need to be carefully evaluated and monitored to ensure that industry resources are effectively utilized.
Hotel Contract Negotiations.
Through our long experience in meetings and shows, we have become experts in all aspects of hotel contract negotiations. We constantly strive to control hotel charges and gain financial advantages for our associations.
Thomas Associates has a fidelity bond that covers all our employees and all associations’ assets. We strongly recommend that each association include professional liability insurance as a part of the annual budget, which you may have in place.
Since many private companies do not run their meetings according to “Robert’s Rules of Order,” we have developed training for members who must lead board meetings and committee meetings in an association environment. Our training helps association leaders run meetings appropriately, efficiently, and effectively.
We generally rely on the expertise of professional outsourced firms to handle critical marketing, design, and public relations tasks. This approach gives you many benefits, such as a better selection of vendors, cost containment, and superior performance from a firm that is competing for your business.
We handle all aspects of association meetings, the core activity of associations. This includes site selection/recommendations, securing speakers, hotel negotiations, arranging activities, and all communications from meeting notices to meeting minutes.
We process all member applications and respond quickly to all queries and requests. We typically respond to all membership inquiries on the same day or within 24 hours.
We produce a variety of publications and marketing communications for our clients. We have years of experience in helping to produce four-color magazines, digital and printed newsletters, best-practices documents, catalogs, directories, manuals, etc.
Our standard office hours are 8:30 a.m. to 5:00 p.m. EST. We generally use one centralized phone number for all our associations (216-241-7333) with several rollover lines and one similar centralized fax number (216-241-0105). All our employees have voice mail and email, and your key account executive is reachable by cell phone.
We regularly help our associations with the important task of strategic planning. Our staff facilitates the process, or we hire a professional who specializes in strategic planning for associations.
We routinely organize and manage trade shows and meetings of all sizes, from conventions to tabletop displays. All of our key account executives have abundant expertise in meeting planning and event management.
We maintain and host the websites of most of our clients. Our experienced IT staff keeps our association websites running and updated, under the direction of association leadership.