Association Management: Onboarding an Association

In 2017 Delegant was contracted to take over the association management for a global membership association. The association was for professionals in a healthcare related discipline. The association was founded in 1987 and at its peak in the early 2000s had over 1500 members, a 2 day annual conference, and ran a wide range of training courses. Since that point the membership numbers had fallen and the annual conference had reduced in size in terms of both delegates and exhibitors. Additionally, the internet had changed how people accessed information which affected the benefits of membership. By 2017 the number of members had fallen to below 500, the conference had become a small one day event with less than 80 attendees, the conference sponsorship had all but dried up and the association’s reserves were reducing year by year. The Board of the association made the decision to change who provided association management services to their organisation.

After a selection process Delegant was contracted to take over the association management. Our remit was as follows:

Simplify processes to reduce costs by maximising efficiencies
Build new association website and conference website

Re-invigorate the annual conference
Work with the Board to modernise the association and re-engage members

Work towards rebuilding the financial reserves to ensure the long term survival of the association
Improve the visibility on social media

Hear from our Technical Director

“In 2017 we were asked to provide a proposal to take over the management of a not-for-profit membership association. Their financial reserves were rapidly disappearing, they were loss making and the numbers across the board did not look good. We started working with them in 2017, and we’ve worked with them to turn things around completely. Membership numbers are booming, their offering has broadened geographically, their annual conference is growing at an incredible rate, their social media presence is sector leading, and their financial reserves are growing.

Membership Management

Website & Bookings

Financial Management

Secretariat Services

Design & Marketing

Conferences & Events

Highlights

Since Delegant took over the association’s management, we have not only achieved but consistently exceeded its goals. One of the most significant advancements was the automation of the membership system, event and conference booking processes, and their integration with Xero, our accounting software. This streamlined approach drastically reduced manual input, cutting administrative costs while improving efficiency. By simplifying these processes, we enhanced the overall operational effectiveness of the association.

Achievements

25% increase in the number of members
Doubled the number of conference delegates
40 times increase in sponsorship revenue
Conference moved from a one-day event to 2 days with conference dinner and pre-conference activities
Introduced the annual awards for the association

Developed a new range of online learning courses which Delegant have provided the technical support to both create the courses and incorporate into a Learning Management System that we have developed
Increased social media engagement significantly with some posts having 20,000 views
More than doubled the financial reserves of the association

Membership Management

Website & Bookings

Financial Management

Design & Marketing

Secretariat Services

Conferences & Events

Highlights

The meetings were an outstanding success, delivered slightly under budget. Achieving a 100% attendance rate—nearly unheard of for such events—was particularly remarkable, especially considering delegates traveled from as far as Australia. Representatives from 12 countries convened in Zurich for the start of the meeting, with many praising Delegant’s exceptional efficiency in coordinating their travel and accommodation. The seamless organisation left a lasting impression and set a high standard for future events.

Achievements

25% increase in the number of members
Doubled the number of conference delegates
40 times increase in sponsorship revenue
Conference moved from a one-day event to 2 days with conference dinner and pre-conference activities
Introduced the annual awards for the association
Developed a new range of online learning courses which Delegant have provided the technical support to both create the courses and incorporate into a Learning Management System that we have developed
Increased social media engagement significantly with some posts having 20,000 views
More than doubled the financial reserves of the association

Financial Reserves

The financial reserves are shown below (source: Companies House)

Financial Reserves

The financial reserves are shown below (source: Companies House)

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Case Study

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Case Study