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ASSOCIATION MANAGEMENT SERVICES

Helena, Montana, USA

June 10, 2024

ABOUT

Established in 1889 as the Montana Innkeepers Association, today’s MLHA focuses on advocacy,
education, and networking to enhance the business environment for its members. MLHA is led by a 16-member Board of Directors, which includes council, allied and ad hoc representatives. The organization has more than 300 members, including lodging, industry vendors, sales and marketing representatives and associate businesses. Budgets range between $150,000-$200,000 in annual revenue.

JOB DESCRIPTION

The Montana Lodging and Hospitality Association (MLHA) is requesting proposals to provide association management services (with or without lobbying services). The ideal candidate(s) are looking for a long-term relationship representing this organization. Historically this role has been provided by a single firm, but in moving forward the organization is open to hiring both association management, or association management and lobbying services, or some overlap in between. Prospective candidates for either role (or both roles) should apply. If the proposal includes lobbying services, applicant must be a registered
lobbyist.

Successful proposals will be available to commence services on or before September 1, 2024.

RESPONSIBILITIES

Scope of Services: Membership Management

• Develop and implement strategies to attract and retain lodging industry stakeholders as members
• Maintain membership databases and accurate member recordkeeping
• Coordinate and ensure member communications, including but not limited to newsletters, emails and online engagement
• Work with and coordinate with members and Board of Directors
• Respond promptly to all voice and written requests/communications
• Continuously maintain all legal documents (annual corporation filing, IRS, insurance, contracts, etc.)
• Develop positive working relationships with other state and national Lodging and lodging-related associations
• Maintain current files, historical documents and other relevant association documents
• Organize board and committee agendas in cooperation with chair and committee chairs
• Notify board and committee members of date and time for all meetings; general membership as
appropriate
• Produce all materials for board and committee meetings (agenda, minutes, financial statements, reports, etc.) to ensure productive meetings

Event Planning and Management

• Create timeline and budgets for membership’s annual conference
• Assist the Board chair in assigning of conference committee
• Receive income and ensure payment of all invoices
• Create all registration and conference materials
• Coordinate pre- and on-site registration for all attendees, speakers, sponsors, VIP's, press, and guests
• Provide all on-site management of conference
• Coordinate all publicity regarding the event and associated activities
• Assist in the selection and securing of speakers/entertainers
• Coordinate all needs of speakers, including but not limited to: confirmation letters, lodging, travel, special accommodations, audiovisual requests as established by association policy
• Manage all aspects of conference facility contract: facility selection, menu selection, room setup, special accommodations, audiovisual needs, room arrangement, etc.
• Identify potential sponsors, negotiate agreements and document in signed agreements
• Identify potential exhibitors, solicit commitments for space at conference and document in signed agreements
• Develop an evaluation form and compile results

Other Services Required (which may be done in house or coordinated with outside firms)

• Maintain financial records on Quick Books or other similar software to offer the ability to provide prompt, up-to-date financial reports immediately to authorized members of the association
• Prompt payment of invoices and deposits of income
• Monitoring of actual expenditures versus budgeted expenditures
• Ensure timely filing of all required tax forms, including 1099s, 1096s and annual 990 tax forms
• Produce and distribute membership dues invoices
• Collect and track all dues payments
• Ensure professional presentation through association materials – quality printing, attractive design
• Maintain an up-to-date, professional website

Legislative Services

• Monitor and track legislative proposals pertaining to tourism and travel
• Assist with pre-session contacts and meetings with key legislators
• Lobby on behalf of the association’s interests
• During the legislative session, be the lead on identified bills, and meet with legislators and identified stakeholders
• Interact with other lobbyists and the MLHA Legislative Committee to coordinate legislative strategies and testimony
• Help develop testimony, talking points, and other informational tools
• Identify the stance of legislators regarding bills of interest
• Communicate with the MLHA Legislative Committee at least weekly and work with the subject matter experts on proposed legislation
• Maintain a positive relationship with members of the Montana State Legislature, Executive Branch, State Agencies, and United States Congress
• Cooperate with, advise and counsel the officers, directors and agents, affiliated state associations and national associations, as appropriate, on matters or issues affecting lodging within the state
• Attend state, regional and national meetings when requested to do so by the Chair or Board of Directors of the association
• File required reports with the Commissioner of Political Practices

QUALIFICATIONS

MLHA is seeking association management services, as well as a lobbyist/firm. MLHA’s vision is to continue to be the influential voice for the lodging industry’s priorities.

Must be a registered lobbyist with the Montana Commissioner of Political Practices.

PHYSICAL REQUIREMENTS

N/A

SALARY

N/A

TO APPLY

Submit a proposal that addresses the following areas:
• Legislative experience
• Other agencies or organizations for which the firm will provide lobbying services in 2024
• Education and professional background
• Fee schedule

Please also reply to these questions in your proposal:
• Describe the firm’s overall knowledge and understanding of travel and tourism legislative issues, including familiarity with statutory appropriations and distribution of lodging facility use taxes (bed tax)
• Describe the firm’s process for identifying, avoiding, resolving and managing conflicts or potential conflicts that may arise from representing various clients who hold opposing views on legislative issues.
• Outline a process for establishing and maintaining strong relationships with state legislators and staff representing all political affiliations, public officials and state agencies, special interest and industry groups, local governments and other organizations involved in the legislative process.
• Outline a process for managing and growing industry membership and engagement

Send your proposals to Whitney Bergmann, Incoming Chair, by email at whitney@bestwesternmissoula.com by 5pm June 28th. Questions about the submittal process may be directed to Whitney Bergmann at the email above or by phone at (406) 788-6368.

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