Overview of Association Management Services

Overview of Association Management Services

Company Information Introduction Kingston Smith Association Management ( KSAM ) is the UK s leading specialist provider of administrative and financial outsourcing services to the not for profit sector, with 25 staff servicing a broad portfolio of clients. Based in St Albans and Macclesfield, KSAM is the trade association and charity outsourcing arm of Kingston Smith LLP 1. Kingston Smith LLP is a top 20 firm of chartered accountants. The not-for-profit division of Kingston Smith LLP includes audit and advisory, fundraising and management and legal services, whose expertise can be drawn upon when required by our clients. Structure of KSAM KSAM is organised into teams delivering the following service lines: Executive Management / Secretariat Services Accounting Services Event Management Services Membership Services Web and IT Services This enables KSAM to assign the best people to each area of work. It also reduces the risk to clients by ensuring that more than one member of the KSAM team is familiar with the client s account, mitigating the risk of loss of key staff. With his wealth of experience gained from running three major associations, being Executive Chairman of two associations and founder of the Trade Association Forum, Mark Boleat, KSAM Chairman leads KSAM s work on strategic and governance reviews. He also advises clients on how best to represents their members interests to local, national or European governments and policy-makers. Profiles of key members of the KSAM team are available on our website: www.ksam.eu Our Approach Each client chooses those services which they require to match their organisation s unique profile. The tasks which make up each service are identified in detail to allow each client to tailor their contract as closely as possible to the needs of their own organisation. We take great care to discuss with organisations the types of services and activity levels they require prior to tender/quotation. We find that this eliminates much of the uncertainty that might otherwise remain, whilst giving both KSAM and its clients a transparent and easily reconciled basis on which to determine and monitor fees against the services delivered. Client Contact Each client is appointed an overall Account Manager from our experienced team. This individual will: Provide Secretariat Services to ensure continuity & effective communication for the Board Ensure overall delivery of the contract and monitor Key Performance Indicators to ensure quality of service Ensure that the various specialist staff required for the effective operation of the association (e.g. IT, accountants, association executives) are available Act as the first point of contact for clients in any communication with KSAM regarding the services provided under this contract 1 KSAM operates through a wholly owned subsidiary of Kingston Smith LLP, Kingston Smith Services Ltd.

Overview of Services Introduction KSAM can provide a full association management service delivered by a dedicated team of specialists, or specific elements of that service as required. We expertly assist clients by sharing our industry and professional knowledge, best practices and events expertise. KSAM can provide the following range of association management services: Secretariat Services: Preparing agendas, attending and recording minutes for Board / committee / sub-committee meetings Preparing and attending the Annual General Meeting in a Company Secretarial capacity Preparing and submitting Companies House / Charities Commission Annual Returns as appropriate, and other Companies House compliance work Maintaining the Board constituency & ensure proper notification and performance of elections Managing Awards processes, sponsorship & invoicing Managing Publications - collate articles, proof & manage advertising Advising on all aspects of company administration and compliance, including adherence to articles and memorandum of association Providing a UK Registered office address Membership Services: Maintaining membership records including new member registration, issuing new member packs and deregistering members Issuing Subscription Renewal Notices / Invoices, annual Membership Cards and other membership communication Providing a dedicated telephone number and email account for public and member enquiries Issuing event / members notices and mailings Fulfilling publications orders and publication Bulk Mailings Providing delegate support for all events, including event registration, confirmations, invoicing and production of delegate packs/badges Event Services: Attending event planning meetings Sourcing & booking of venues and management of hotel bookings Negotiating Supplier contracts and liaising with Suppliers Registering and supporting sponsors / exhibitors / speakers Drafting and proofing Conference / Seminar / Course literature Organising Awards, Prizes, Gifts as required Managing calls for papers / abstracts Attending & Managing events onsite Accounting Services: Maintaining accounting records, including invoicing for membership dues and event-related income, banking / allocating income and maintaining the sales ledger Monitoring aged debtors, and chasing debtors where necessary Processing all purchase invoices and payments by BACS, including staff expenses Preparing monthly / quarterly management accounts Attending / participating in Board Meetings in a financial capacity Producing quarterly VAT returns Preparing statutory accounts

Preparing annual Corporation Tax returns Preparing files for auditors and liaising with auditors. IT Services: Maintaining and updating the content of an existing website Integrating database functionality into an existing website Developing, deploying, hosting and fully supporting a new website to be fully integrated to KSAM s chosen database software. Where a client has no existing database, or wants to fully outsource this function to KSAM, we utilise ASI s imis software for our membership database. This is normally provided to clients without additional charge beyond the initial configuration and design phase unless clients wish to maintain their own administrative access to the system or require software tools not normally deployed by KSAM in servicing its client base generally. We use the inbuilt content management system to design websites which deploy web / database integration out of the box, eliminating most of the cost of creating an effective real-time website linked to the membership database. Other services KSAM works with a small number of trusted partners to deliver the following services to clients where required: PR services Marketing and communications services KSAM can also work with clients to develop a package of member benefits to offer to the association s members, such as insurance products and other relevant products and services. Our Clients Our current clients include incorporated and unincorporated associations and charities, ranging from 6 members to 90,000 members, with a turnover of 20,000 to 17M. We organise events in the UK & Europe ranging from training courses, one day seminars and networking events to 3-5 day conferences with delegate numbers from 10-1,200. Our clients include: British Transplantation Society British Academy of Audiology British Healthcare Business Intelligence Association Association for Clinical Data Management Institution of Mechanical Engineers European Federation of Statisticians in the Pharmaceutical Industry Further information We would be delighted to discuss our services in more detail and have the opportunity to tender for any services you may require. To request a meeting, or to clarify any information in this document, please contact: Phil Slinger, Director, Kingston Smith Association Management 01625 664500 pslinger@kingstonsmith.co.uk

Kingston Smith Advisers Ltd (t/a Kingston Smith Association Management ) Registered Office: Devonshire House, 60 Goswell Road, London EC1M 7AD Telephone 020 7566 4000 Macclesfield: Chester House, 68 Chestergate, Macclesfield, SK11 6DY Telephone 01625 664500 St Albans: 105 St Peter s Street, St Albans, Hertfordshire AL1 3EJ Telephone 01727 896000 www.ksam.eu