Management Services
We provide comprehensive management services for the client, its members
and its partners. Customer service is The Odyssey Group’s number one
priority. We strive to go beyond our client’s expectations, solving
problems in extraordinary ways so that the customer recognizes the individual
care we provide. We distinguish ourselves by tightly managing operations,
focusing on operational efficiencies, and maintaining a close watch on the
client’s budget. You will get individualized attention when you hire us to
manage your organization.
Below is a sample of tasks The Odyssey Group can provide for your
association or foundation.
Administrative Services
- Handle the day-to-day operations
- Conduct association business via electronic mail, regular mail, fax and by
staffing the association phone line with voice mail after hours
- Permanent mailing address and office location
- Maintain incorporation or foundation status
- Store client materials including archival material
- Maintain confidentiality
Board and Committee Support
- Coordinate communications between board members
- Route mail, requests and other correspondence to board members
- Develop board meeting agendas, logistical support for board meeting
including site selection, meeting rooms, lodging and catering
- Attend board meetings and distribute follow up minutes
- Assist in committee activities, including planning, correspondence and
conference calls
- Facilitate meetings, strategic planning sessions and provide follow up
summary reports
- Assist committees with the development of policies and other functions
- Monitor association activities and follow through with association
officers and committee chairs
- Produce reports and membership listings as requested by board members and
committee chairs.
- Guide and counsel the board on office operations, services and program
management
- Assist in ordering/coordinating awards, plaques, and certificates
consistent with company design and logo requirements
- Assist in establishing project priorities
- Provide orientation for new board members
Membership Services
- Maintain an accurate membership database
- Process membership applications and renewals via online, hard copy and fax
- Prepare and send annual renewal notices and follow-up notices to members
- Prepare and send membership information to prospective members
- Communicate electronically with membership as directed by board members
and committees or by fax for those with no internet access
- Provide membership reports as directed by the board
- Assist in election and/or voting support for board and members
Financial Services
- Prepare annual budget
- Maintain financial records
- Prepare financial reports
- Invoice and collect member dues and other income
- Prepare bank deposits
- Reconcile statements
- Prepare payments for expenses
- Coordinate annual tax returns
- Coordinate independent audits
Quarterly Journals and Newsletters
- Design, format and layout the publication
- Arrange for printing and distribution of the publication
- Solicit advertising for publication
Website and Electronic Communication
- Provide website design and maintenance
- Maintain domain registration
- Maintain contract for host server
- Provide electronic communication with members
- Provide password protected membership login
- Maintain a member only aspect of the website
Event Planning and Conference Management
- Provide administration for the tasks of planning and executing the event
- Participate in event planning meetings
- Act on behalf of client for all communications
- Develop a budget for event, collect income and pay bills
- Develop marketing and promotional materials for the event
- Provide venue selection, logistics and onsite management
- Work with presenters, moderators and participants
- Provide management for the conference papers or abstracts
- Provide a customized registration system for online registration as well
as other registration processes (hard copy, fax, telephone)
- Negotiate all contracts for the event
- Handle the catering and all food and beverage aspects
- Coordinate the program scheduling
- Coordinate participant continuing education or certifications
- Prepare and design the program book
- Coordinate audio visual equipment
- Assemble packets/folders, nametags and conference materials
- Manage onsite special events and special exhibits
- Manage offsite events and tours
- Coordinate exhibits or tradeshow
- Work with sponsors and advertisers
- Conduct an insurance/risk assessment
- Coordinate the evaluation process of event
- Detail a final report and participant in a post-event meeting
- Coordinate internet access for participants
- Provide conference aftercare using the website or a newsletter