Public Relations Society of AmericaNashville Request for Proposal

Association Coordinator

Association Overview

Public Relations Society of AmericaNashville ( is requesting proposals to provide association management support. This Request for Proposal presents a background and scope of work, as well as describes the tasks to be accomplished by the contracted entity. If your organization wishes to be considered, your written proposal must be submitted no later than:

October 29, 2010

Situation Analysis

PRSA Nashville is a local chapter of the national PRSA Society, a not-for-profit trade association within the meaning of Section 501(c)(6) of the Internal Revenue Code of 1986. The chapter serves a diverse community of professionals, empowering them to excel in effective, ethical and respectful communications on behalf of the organizations they represent and the constituencies they serve. PRSA is the world’s leading advocate for public relations professionals, is dedicated to advancing the careers of its members by providing:

  • Lifelong learning
  • Vibrant, diverse and welcoming professional communities
  • Recognition of capabilities and accomplishments
  • Thought leadership, ethics and professional excellence.

Scope of Work

PRSA Nashville is seeking an Association Coordinator with a proven track record for excellence in the association management field. The overall goal is to act as a consistent partner in coordinating the logistics of the 140 + member society.

Core activities may include, but are not limited to:

  • In-person attendance at the monthly PRSA Board Meetings. Typically held on the second Thursday of the month.
  • Coordinate monthly Membership meetings – collect RSVPs, create name badges, sign-in/registration, collect payment, attend, maintain & display signage, print & create documents for recruiting, etc.
  • Pick up mail at P.O. Box, process
  • Work with Treasurer, attend Finance Committee meetings, coordinate check signing
  • PRSA-Nashville website maintenance/updates
  • Coordination with award event logistics and working with chairperson
  • Assist Program Committee with location/pricing/communications
  • Ensure sponsorship contracts fulfilled, payment collected
  • Manage databases – listserv, prospect lists, MyEmma
  • Distribute, promote information when required
  • Update Social Media
  • Assist with monthly e-newsletter
  • Keep up books with Quicken
  • Additional items as assigned / agreed upon

Association Selection Criteria

  • Proven ability to assist with all scope of work
  • Knowledge of, and experience in, our industry
  • An excellent reputation in association management
  • Strong organizational skills
  • No competitive conflicts
  • Team credentials
  • Client references

Budget

Our budget for the management of our association is $5,000 - $7,000 per year, to include all of the aforementioned activities.

Process of Evaluation (approximate dates – subject to change)

Oct. 12 - 27RFP distributed to possible candidates

Oct. 29Deadline to submit a Letter of Intent to Respond, with client references and identified participating team members

Nov. 1 - 10Interviews with candidates

Nov. 10 - 20Selection and commencing of contract

Request for Proposal Outline

  • Provide a brief overview of your company.
  • Describe your company’s philosophy.
  • Provide an in-depth list of your company’s capabilities.
  • Describe your strongest competitive advantage.
  • Describe any area of specialization.
  • Provide a current client list and the length of time engaged with each.
  • Explain why your long-term client relationships have been successful.
  • Describe your team structure and how resources would be allocated to us.
  • Provide brief biographies of the team who would work with us.
  • Describe how you would address our needs as described above.
  • How do you bill for your services?
  • Please provide your fees, per month.
  • How long will it take you to get up to speed on managing this business and what will you need from the Board?
  • Do you have any concerns or questions with this endeavor?

PRSA Nashville is seeking to have this position filled and underway beginning January 3, 2011.

Contact Information

Trey Campbell, APR – PRSA Nashville President, 2010

Southwestern Company

2451 Atrium Way

Nashville, TN 37214

615-391-2801;