Association Management Services

Request for Proposal (RFP)

Association Management Services

Proposal Due Date: September 28, 2026

Submit Proposals To:

Dave Butler, Principal, Butler Strategies

Email: [email protected]

Phone: (916) 505-6602

Introduction

The Colorado Society of Anesthesiologists (CSA) is seeking proposals from experienced Association Management Companies (AMCs) to provide comprehensive management services beginning January 2027.

The selected AMC will serve as the Society's headquarters and provide a full range of association management services, including membership growth, governance support, active engagement with public policy and advocacy, meetings and events, financial management, and PAC fundraising and administration.

The final candidate firms will be invited to participate in a 90 minute in-person interview with members of the selection committee on Sunday, October 18 between the hours of 12 and 5pm in San Diego, CA during the American Society of Anesthesiologists’ Annual Meeting.

About CSA

The Colorado Society of Anesthesiologists (CSA) is a non-profit professional association (501c6) representing over 800 licensed physicians in the state of Colorado who are engaged in the practice of, or otherwise specifically interested in anesthesiology. The Colorado Society of Anesthesiologists is a recognized component society of the American Society of Anesthesiologists. The CSA was incorporated in 1983

Website: www.csa-online.org

Vision

The CSA will be a leader in defining and advancing the standards of anesthesia care in Colorado

Mission

To advance and further both patient safety and the practice of anesthesiology in Colorado through education, representation and advocacy for the anesthesiologists of Colorado.

Core Beliefs

• Anesthesiology is the practice of medicine.
• The patient’s care and safety is our highest priority.
• Physicians are the individuals who are the best trained and most experienced in the provision of anesthesia services to the patients of Colorado.
• Anesthesiology is a medical subspecialty involving the perioperative care of all surgical patients, the treatment of both acute and chronic pain, and the care of critically ill patients in intensive care units.
• Research and education raise the standards of the medical practice of anesthesiology.
• The public should be protected against irresponsible and unqualified practitioners of anesthesiology.

Overview

CSA is considered a medium-size state component society of the American Society of Anesthesiologists.  CSA must become bigger….bigger in terms of membership numbers and revenue, bigger in terms of political influence with the Colorado state legislature, and bigger in terms of amplifying its message both internally and externally.

Much of CSA’s current activity flows around its board of directors. To become bigger, more effective and more robust, CSA must expand opportunities for active and meaningful engagement for individual members.

Current management consists of approximately 2.5 full-time equivalent (FTE) staff members. Lobbying services and Communications services are provided by contracted consultants, while website hosting is contracted separately. The American Society of Anesthesiologists (ASA) provides networking and best practice information on governance, member engagement, and communications and is an active partner with state legislative and regulatory activity.  CSA leaders also provide active support to ASA governance activities and federal policy and PAC activities.  The selected AMC will be responsible for working collaboratively with and managing the work of contractors, working with ASA staff on membership growth and engagement strategies and supporting CSA leaders engaged in ASA governance, policy and political action activities. 

Strategic Priorities

CSA seeks an AMC partner capable of moving beyond day-to-day management to become a strategic advisor focused on organizational growth.

Current priorities include:

• Develop and implement advocacy and communications plan in partnership with consultants
• Increase membership
• Improve member recruitment and retention.
• Increase engagement among active members, early career physicians and residents
• Expand educational offerings and revenue opportunities.
• Strengthen operational efficiencies while maintaining exceptional member service.
• Develop and execute a plan to increase PAC contributions
• Organize, populate, direct and staff two new committees: Advocacy and Membership

 Organizational Activities

The selected AMC will support and manage the following ongoing activities:

• Support state level advocacy and PAC activities in partnership with CSA leadership and communications lobbying consultants
• Support federal advocacy and PAC activities in partnership with CSA leadership and ASA congressional relations staff
• Annual CSA Legislative Day in Denver
• Membership recruitment, onboarding, renewals, and invoicing
• Quarterly webinar series
• 3-5 regional networking meetings each year
• Executive Committee meetings (monthly)
• Board of Directors meetings (three online, one in person)
• Annual Membership Business Meeting (online)
• Committee administration
• Website updates and maintenance coordination
• Annual Education Meeting (anticipated 2028)

Anticipated Travel Requirements

Travel, hotel and meals paid by CSA, consistent with board reimbursement policy

• CSA Legislative Day, Denver, 1 day
• ASA Legislative Conference, Washington, DC, 3 days
• ASA Annual House of Delegates Meeting, location varies, 4-5 days
• ASAE CEO Symposium, location varies, 3 days

Financial Overview

Total Assets:  $1.2 million

Fiscal Year 2025

• Total Revenue: $338,674
• Total Expenses: $316,439

Fiscal Year 2026 Budget

• Budgeted Revenue: $273,000
• Budgeted Expenses: $329,116

Estimated annual budget for Association Management Services:

$85-95,000

Estimated annual budget for PAC Management Services

$5,000 

Scope of Services

The selected AMC will provide comprehensive management services including, but not limited to:

Executive Management

• Serve as Association headquarters
• Executive Director leadership
• Strategic planning development and implementation
• Annual work plan development
• Policy administration
• Governance support
• Vendor management
• PAC Management

Board and Committee Support

• Executive Committee support
• Board meeting planning and logistics
• Committee administration
• Agenda preparation
• Meeting minutes
• Action item tracking
• Governance documentation
• Board Training
• PAC support

Membership Services

• Membership recruitment and retention
• Member Engagement
• Member onboarding
• Renewals
• Database management
• Member communications
• Customer service
• Membership reporting

Financial Management

• Budget preparation
• Financial reporting
• Accounts payable
• Accounts receivable
• Banking
• Investment coordination
• Cash flow monitoring

Meeting & Event Management (tent. 2028 meeting)

Management of all educational meetings including:

• Venue negotiations
• Contract management
• Registration
• Speaker coordination
• Mobile app/event technology
• On-site management
• Budget management
• Continuing education tracking

Sponsorship & Exhibitor Management

• Prospecting
• Sales support
• Contract administration
• Sponsor fulfillment
• Exhibitor coordination
• Relationship development and management

Website Administration

• Coordinate with the website vendor and perform:
• Continuous content updates
• Event updates
• Member information
• Policy Action Alerts
• General website maintenance

Communications

• Develop and post online content
• Manage and promote online platforms
• Regular membership newsletter
• Timely execution of advocacy alerts

PAC Management

The CSA Political Action Committee is a separate organization governed by its own Board of Trustees but managed by the same AMC.  Services include:

• Board support
• Financial management
• Meeting coordination
• Executing financial contributions
• Fundraising strategy and support/management
• Annual/quarterly/as needed reporting

Please see the attached PDF for the complete RFP, including evaluation criteria, timeline and in person interview details.