Society Management & Support Services

In association with its business-office contractor, Burk and Associates, AIBS can provide its member societies and organizations with a wide range of management and support services for very competitive fees. For details, contact Richard O'Grady, Executive Director, AIBS, tel. 202-628-1500 x 258, .

Conference and Exhibition Management Services

• Negotiate discounted hotel and convention center rates.
• Execute and administer all hotel and service contracts.
• Assist in the formulation of annual meeting budget; provide controls to ensure budget adherences.
• Promote meeting through journals and newsletters.
• Issue Call for Papers, registration, and program outline materials; process abstract submissions online.
• Provide program design and assign session and catered function rooms.
• Provide pre- and on-site registration processing and accounting.
• Create meetings program booklet: coordinate, prepare, distribute.
• Provide on-site management, including registration, security, and audio visual personnel.
• Arrange committee and Board facilities during meeting.
• Establish and maintain exhibition program; design survey form, exhibitor contract, floor plan, decorator/drayage contracts. Contact prospective exhibitors and provide on-site management.
• Assist in the preparation of federal and corporate proposals for the support of sessions and attendees at U.S. and international Meetings.
• Provide discounted transportation to and from meeting venue.
• Receive, record, and deposit all meeting income and credit card payments and provide financial audits to association Treasurer.
• Actively participate in the sponsorship, development and promotion of special interest meetings (Forums/Workshops/Short Courses/Symposia/International Congresses/Etcetera).
• Advise Board of availability of future Annual Meeting venues.

Administrative Management Services

• Provide headquarters office address and staff, including Executive Director-level services when necessary, for continuity of programs and activities.
• Perform liaison services for the Executive Committee, the Board, and Committees; assist in long range/strategic planning.
• Handle day-to-day business activities.
• Assist in the organization of professional development programs.
• Provide safeguards for the organization's non-profit and corporate status.
• Provide contract administration.
• Maintain organization's accreditation and certification programs.
• Assist organization's chapters and sections.
• Assist organization in public relations, government, and legislative activities.
• Provide database management.
• Arrange for Internet access including web page establishment and maintenance.
• Organize membership recruitment/retention and development, to include corporate membership and sponsorship programs.
• Maintain computerized membership records, to include all relevant demographics.
• Prepare meeting agendas.
• Enact Council/Board directives.
• Brief new Officers and Board members on programs and responsibilities.
• Produce membership directory, ballots, fliers, annual reports, and other publications as necessary.
• Obtain annual committee reports; brief new chairpersons on responsibilities.
• Assist organization in development of management standard operating procedures and annual calendar of operations.
• Maintain Directors and Officers liability insurance program and develop incentive programs for association.

Financial Management Services

• Prepare and issue annual dues and journal invoices; receive, record, and deposit payments.
• Receive, record, and deposit all incomes, including interest on investments, annual meeting income, etc.
• As requested, receive and dispense society funds in accordance with approved budgets and schedules.
• Process and administer all payments made by credit cards.
• Administer bank accounts, investments, accounts receivable and payable.
• Maintain all financial records via journal and ledger system.
• Assist in preparation of annual budget.
• Assist in the development of an investment strategy to support the organization's long range financial plan.
• Supervise preparation of tax returns and annual financial statements.
• Arrange annual audit of financial records.
• Maintain proper management controls so that assets are in strict conformance to federal and corporate regulations.
• Assist in the preparation and management of grants and contracts to support the efforts and programs of the association.

Specialized Publishing Services

• Journal: Contract, produce, distribute in electronic and print editions; arrange copyright releases
• Newsletter: Design, compile, edit, produce, disseminate
• Promotion/Marketing: Create, write, design, print, distribute