Association Management Services - Merchants Exchange

Board, Membership, and Governance

Streamlining the operational side of an association allows Boards to maintain their
focus on the mission and strategy of the organization all while keeping overhead
costs down. We use a systematic approach coherent with your mission and values to ensure your association remains attuned to the changing needs of your members.

Board and Committee coordination is essential for the success of an association. Our team can assist your organization with scheduling board and committee meetings, board retreats and coordinate meeting logistics. Merchants Exchange coordinates the distribution of communications, meeting materials, meeting minutes, annual reports, and maintains records of all communications in accordance with Association-set timelines and Board direction.

Membership is the lifeblood of any association, no matter its size. We leverage the

connections and relationships we have across industries to give added value to your

membership in the form of expanded networks and relationships. Our Membership

Services philosophy centers on maintaining excellent records and strategies for

member growth and retention.

Operations, Administration, and Accounting

Managing an association or non-profit organization has unique administrative
demands. Associations require administrative strategies that understand the past,
present, and future of their sector and member base.

Full service administrative management solutions are provided to associations and non-profits organizations. These range from financial management, regulatory compliance, committee and volunteer coordination, membership growth, communications strategies, and event planning.

Our office is your office. We provide secure postal processing and office space with meeting rooms, board rooms, and large conference rooms with high-tech audio and visual capabilities. We provide answering services with professional and courteous staff to respond to association inquires.

Our skilled administration ensures long-term efficiency
• Research and analyze systems to improve operational practices and work flow
• Implement cost reduction strategies
• Maintain documents, files, records to ensure data quality
• Track, report and maintain historical records
• Develop and implement reporting procedures
• Maintain a system to track suggestions in accordance with board directives

Our accounting services offers streamline services
• Manage accounts payable and receivables
• Produce profit and loss statements and develop budget reports
• Invoice membership
• Coordinate audits and maintain compliance

As a not-for-profit organization ourselves, we understand the need to maximize
services while balancing cost.

Events, Marketing, & Member Engagement

We can facilitate everything from small informal meetings in the Portland area to large national conferences held in the Pacific Northwest region. We provide end-to-end professional event management.

Event Logistics
Accommodations and Sourcing
Vendor Negotiations and Budgeting
Billing and Cost Reporting
Event Communications and Marketing
Registration, Event Information and Attendee Packages
Trade Show and Exhibitor Services
Event Technology and Virtual Events

Our creative team is experienced in print and online requirements to produce

material for flyers, brochures, news bulletins, and reports. Our creative team follows

Branding Standards as set by the Association to ensure consistent messaging and

brand awareness. We employ email, website, and social media platforms to reach the largest audience and engage members.

Our marketing communication team develops membership engagement strategies that will enhance the member experience and strengthen membership participation. We work with each client association to determine strategies that will resonate best with their members to grow their membership.

We are developing new technological capabilities to further enhance our client association websites with videos and audio. We currently have capabilities to employ virtual conferences and meeting, webinars, podcasts, videos, and other emerging technology to enhance members experiences.

Trusted

For the last 100 years, the Exchange has provided association management services for our clients. These client associations look to the Merchants Exchange for collaborative management, responsible fiscal stewardship, and specialized experience when seeking support for their accounting, administration and program management service needs. We are proud to not only meet those needs but also hold association history and provide ongoing leadership and mentorship to support the goals of each client association.

Relationship Based

For the last 140 years, we have built strong relationships within our community and our industry that benefits our client associations. From our comprehensive insurance program to our long-standing relationships with State and Federal representatives, we value our partners. We are always “standing watch” over industry ebbs and flows to better inform each of our client associations of current issues.

Due to our specialized scope of services and combined resources, we have successfully leveraged our relationships to:
– Increase efficiency
– Improve effectiveness
– Provide single point of contact
– Improve communications

Experienced

The Exchange has a professional staff experienced in all management services from planning informal meetings in remote areas to hosting and conducting national association conventions and everything in between. More importantly, we are always looking for way to improve and become better. Our team works together to share best practices and learn about the latest technology and trends in the Association Management.

Flexible

One size does not fit all. We customize our services based on your association needs.Our management services are custom-designed to best serve each association.

Contact Us

If your organization or association is interested in management services, please contact us for more information.

info@pdxmex.com