REQUEST FOR PROPOSAL
CHAPTER MANAGEMENT ADMINISTRATOR
Effective August 25, 2009
MEETING PROFESSIONALS INTERNATIONAL
VISION AND MISSION STATEMENT
Meeting Professionals International will be the pivotal force in positioning meetings
and events as a key strategic component of an organization's success.
Meeting Professionals International will be recognized as the leading global membership
community that is committed to shaping and defining the meeting and event industry.
South Florida Chapter Profile
The South Florida Chapter currently has 475+ members located from Palm Beach to Key West to Marco
Island. Chapter monthly meetings take place the fourth Tuesday of each month, either in a breakfast,
lunch, or dinner meeting format. Most monthly meetings are held in Broward or Dade counties and a few
in Palm Beach County. In addition to monthly meetings, a series of special events/fundraisers take place
throughout the year as well as two board retreats. Our chapter Web site is www.sfmpi.org. Meeting
Professional International’s Web site is www.mpiweb.org.
South Florida Meeting Professionals International is governed by a volunteer Board of Directors and
Executive Committee, elected yearly. The Executive Committee consists of eight officers, with the
addition of six Board Members.
The Board of Directors is looking for a service minded professional to manage the Chapter administrative
functions and work with the membership. SFMPI has used chapter administration services for more than
six years.
A management company or individual administrator will be selected is based on all or some of the
following criteria: history and experience, computer and office equipment, staff and technical support,
fees and charges for services rendered. Please provide any additional information which will help the
chapter selection committee.
Current members of Meeting Professional International will receive preference, though proposals from
organizations or individuals that are not members will not be excluded.
The minimum requirements for bidding are:
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Industry related experience in Association Management.
Ability to use current technology tools to service 475+ current members, process registrations
with an average of 70 - 90 attendees at monthly meetings, 250 attendees at special events and
other duties as outlined in the RFP.
 A two-year commitment with a performance review after six months.
A. Chapter Headquarters:
Administration
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Answer phone calls and emails from membership as needed. Approximately 20 - 30 calls or
emails per month, and direct them to the appropriate chapter member, committee or resource.
Serve as coordinator for mailings both electronic and print.
Send out newsletters and general information to members, non-members or prospective members
as requested.
Handle general administrative correspondence including authoring letters and correspondence as
directed by the board and reports to MPI Headquarters.
Receive mail and distribute to appropriate members or committees.
Participate in three (3) day annual leadership training session at MPI HQ in Dallas. (Cost of
transportation and lodging paid by chapter. Training normally held in June; Thursday to Sunday).
Board of Directors
• Attend all board, and special meetings and two (2) annual two day chapter retreats. Chapter
retreats are normally held out of town. Cost of lodging and transportation to be paid by chapter.
• Serve as a resource for chapter information and statistics including that required to be posted via
our chapter website.
• Serve as a resource for Roberts Rule of Orders.
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• Maintain complete and accurate meeting minutes and forward copies to chapter website and/or all
board members within one week of meeting.
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Collect and distribute monthly Team Status Reports (TSR) and Consent Agenda.
Send out board meeting notices and manage attendance information.
Post reports to chapter website for viewing and/or archiving. Provide hardcopy distribution as
requested.
 Manage RFP process and all logistics with BOD for two annual board retreats, including on-site
details.
 Any additional services as agreed upon by the Board and chapter administrator.
B. Membership Services
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Coordinate actions with the membership chairperson as needed.
Prepare and send out prospective member kits.
Prepare and send out new member packets.
Prepare and maintain membership information kits to be used at trade shows/monthly meetings.
Field questions about MPI membership and forward questions as appropriate to SFMPI committee
and/or forward to MPI/Dallas.
Coordinate with MPI/Dallas on solving problems with regard to membership, address changes,
chapter affiliation changes, etc.
Provide permanent name badges as needed.
Update Membership Roster on website software on a monthly basis and/or as requested by a
member.
Administrate any member incentive programs.
C. Monthly Chapter Meeting and Special Events:
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Distribute meeting notice via email through chapter software to membership and non-member list.
Send email re meeting notice to Pronews.net, South Florida Hospitality industry news portal.
Receive and process the registration from chapter website and faxed forms or phone reservations.
Verify membership of each attendee to determine member or non-member fee to be charged.
Process credit cards within one week of the monthly meeting and/or special event. Verify
accuracy with bank statements.
 Coordinate chapter registration at all chapter events and any joint special events with fellow
industry chapters, as required.
 Prepare registration lists, and printed advanced registration badges for pre-paid members/guests,
and pay-at-the-door members/guests. Attach board and special ribbons to badges as appropriate.
 Coordinate with Education Committee representative regarding attendance guarantees. Provide
Education chair with actual number served by end of each meeting. Generate and distribute
registration reports with actual attendee contact information via web site software and/or hardcopy
as if requested.
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Maintain and set up meeting registration materials and supplies (signs, badges, registration forms,
receipts, etc.).
Staff meeting registration tables as required (a minimum of two hours) and oversee registration
volunteers.
Provide additional registration staff for events exceeding 70 persons or as needed.
Send out meeting information in response to telephone or email inquiries.
Reconcile meeting attendance data and upload to chapter website portal.
Forward program and registration related questions to appropriate committee members.
Produce copies of speaker handouts, chapter “hold the dates” flyers and event surveys as
requested by the Education and Marketing committees.
Author and send thank-you notes to event sponsors and speakers on behalf of the chapter
president and/or appropriate individual.
D. Public Relations:
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Serve as SFMPI initial contact to the public. Relay all inquiries to appropriate committees.
E. Financial Services:
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Process all credit cards within one week of monthly meeting or special event. Forward credit card
receipts, cash, and all checks to VP of Finance.
Collect monthly registration forms and fees – provide list of attendees to VP of Finance in order
to balance.
Collect all Newsletter advertising fees as required.
Forward all revenues collected into VP of Finance.
Reconcile monthly membership dues with membership lists.
F. Newsletter:
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Work with Director of Publications to coordinate printing and mailing of printed newsletter with
vendors and/or committees.
Send copies of newsletter to: (2) MPI/Dallas Headquarters, (3) copies to MPI Chapter of the Year
Committee, (1) copy to MPI Education Committee, (1) copy to the MPI Manager of Global
Chapter Relations and (1) to our ICLC rep
Forward newsletters and press releases to media contact list.
Forward all inquiries, materials and other information related to advertising to Dir. of Publications
and VP of Communications.
Solicit, compile, place and collect fees for advertising.
Familiarize and adhere to brand integrity of Chapter logos on all communications within the
association.
Update and provide monthly distribution list of our members and special prospects for enewsletter and printed newsletter for external vendors.
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G. Support
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Upload all chapter records to the SFMPI Web site for archives. Keep hardcopy of records and
files for the Executive Board and Board of Directors to have access.
Update official Chapter records as appropriate (i.e., by-laws, Policy and Procedures, etc.).
Provide support to committees with regard to solicitation letters, mailings, directory, etc.
Coordinate with President and prepare materials for Board Meetings, annual Chapter Board
Retreat and mid-year Board Retreat.
Maintain inventory of basic supplies (letterhead, etc.). Inventory given to Treasurer with monthly
updates for items out and items received in.
Provide a price list of auxiliary services not included within. (i.e., faxing, mailings, etc.).
Maintain process and coordinate with VP Finance annual not-for-profit reduced postage status.
Coordinate with VP Finance annual Florida State incorporation status.
Manage chapter storage unit and coordinate with VP Finance annual rental fee.
Please email or send five copies of your completed proposal to:
Judy Goldman
Panache
A Classic Party Rental Company
2009 NW 25th Avenue
Pompano Beach, Fl 33069
954-971-8484
[email protected]
All proposals are due by Friday
September 18, 2009
Selected candidates will be notified by Friday, October 2, 2009
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