We’ve been a full-service association management company for nearly 50 years. Our philosophy has always been simple – ensure our clients have the necessary tools to achieve success. A well-designed back-end system for year-round membership management and annual event planning is vital for growth within any society. We provide a wide variety of services to fit those needs.
- Recruitment and Retention
- Financial Services
- Marketing and Communications
- Board and Committee Support
- Website Hosting and Development
Recruitment and Retention
When you partner with Ruggles as your full-service association management company, your society has the benefit of a professional office working to proactively implement proven recruitment, retention and engagement strategies – putting four decades of experience to work for your society.
Member records are maintained in an integrated, secure database, including complete contact information and detailed history of finances, meeting participation and CME credits. Member records are instantaneously updated on the association’s website.
Dues and meeting registrations are collected seamlessly through the website in a secure, protected area. We will create and develop your membership mobile app to engage current members and attract new members. Ruggles will bring extraordinary service and management efficiency to the member experience, enabling your society to keep dues and CME costs low.
Ruggles will initiate and develop the budget in consonance with the Treasurer. In accordance with our strict internal control procedures for accounts payables and accounts receivables, we process all payables in a timely manner, prepare invoices as needed and maintain the accounts receivable. Your leadership will receive monthly financial statements, including a balance sheet, income statement, check register and prior year comparative summary. A general ledger and copies of invoices are provided upon request. In addition to providing monthly reconciliation of checking and investment accounts, we will provide cash flow oversight. Ruggles will coordinate the year-end audit (if needed) and the preparation of federal Form 990 with an independent CPA firm. We will secure insurance as necessary for board members and meetings.
Marketing and Communications
Your target audience will receive professional, graphic and timely broadcast emails. Custom designed membership mobile apps and social media integration will keep your members engaged. Our Mobile Meeting Guides have transformed the way syllabi are delivered and are an excellent tool for encouraging last minute registrants to attend your educational activities. We publish mobile responsive e-newsletters to communicate with members and sponsors, and video may also be used to encourage membership and registration for educational activities.
Brochure Development and Distribution
Our seasoned team will work with your scientific program committee to develop a complete final program. From start to finish, we will layout, proof and publish the brochure, whether print or electronic. Your educational offerings will be marketed to members and all target rich prospects to generate registration and membership.
Board and Committee Support
Ruggles will prepare the board meeting agenda in consonance with the President. We will organize and disseminate board book supporting materials and take the meeting minutes with special emphasis on action items and their follow up. Ruggles will assist the Board of Directors with its Strategic Plan implementation and can assist with the development of Bylaws and Policies / Procedures. Committees and task forces will receive support with their meetings and conference call arrangements as well as with general correspondence and reports.
Website Hosting and Development
We recognize the importance of having your website content display beautifully without unnecessary zooming, scrolling and pinching on mobile devices. Our in-house web developers can transform your site using mobile-responsive style sheets and professional themes.
Additionally, your society has access to our proven, custom technology and IT support, making it simple to customize your website to fit the needs of a growing membership.
- Exhibit Sales and Service
- Syllabus and Meeting Materials
- Hotel Negotiations and Contracts
- Faculty Communications
- Custom Meeting Tools
Exhibit Sales and Service
Our corporate support team will implement proactive strategies to enhance exhibitor and sponsor revenue. We will work with the appropriate volunteer(s) to secure unrestricted educational grants, and leverage relationships with industry representatives from pharmaceutical and medical product companies. Ruggles will solicit existing and new companies which may be interested in supporting and participating in both live and online educational offerings. We will provide a custom designed exhibit, educational grant and industrial symposia web portal, including online booth space selection, sponsor/exhibitor recognition, and exhibit service information. Ruggles will ensure that all exhibitors and supporters receive first class service and are appropriately recognized at all meetings.
Syllabus and Meeting Material
All faculty and moderator meeting material will be organized and published online and/or in print. Our popular Mobile Meeting Guides have replaced the traditional syllabus that others provide with a mobile responsive online product that your registrants will love. Online meeting evaluations may be done through the Mobile Meeting Guide and then registrants may print their own CME certificates.
All faculty disclosures will be acknowledged to the learners in accordance with ACCME guidelines. Our graphic designers will provide professional meeting signage and registration materials for your delegates.
Hotel Negotiations and Contracts
Your meeting contracts are leveraged through Ruggles’ buying power in the marketplace. Our seasoned meeting planners negotiate favorable hotel contract terms including, but not limited to, room rates, attrition clauses, food & beverage minimums, cancellation clauses and concessions. We conduct thorough site inspections for future meetings, which can frequently be combined with other trips for cost sharing.
We generate detailed faculty letters outlining each speaker’s date/time and title of lecture, learning objectives as provided by the program committee, instructions and deadlines for faculty manuscripts, meeting and hotel reservations, appropriate continuing education language and individual remuneration. All faculty members receive the appropriate forms, e.g. Willingness to Participate, Audio-Visual Requirements and Disclosure Statement. We assist the leadership in managing Conflicts of Interest in accordance with ACCME Criteria.
Custom Meeting Tools
For years, Ruggles has embraced change with new and proven technology all tailored specifically for the meetings we plan. We understand the changing dynamics of the member base; creating and curating content delivery methods targeted to society membership, prospective members, and specific society events.
The Virginia Society of Anesthesiologists has maintained a long and successful relationship with Ruggles Service Corporation that is almost 50 years old. The continued success of the VSA is due in large part to the outstanding management provided by the Ruggles team, led by the Hinckley family over the past five decades. I’ve had the personal privilege and honor of working with the Ruggles founder, John Hinckley, upon whom the tradition of personal, professional and high-quality service is based. The team and staff at Ruggles are top notch and keep our organization running smoothly. Our management team takes a personal interest in our society, to make sure our members’ needs are met. We could not be more satisfied with the association management services provided by Ruggles.
Jeffery Green, MD
President - Virginia Society of Anesthesiologists