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A Sample Transition Checklist
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Transitioning to an Association Management Company (AMC)? Here's a list of things to think about and walk-through with your new AMC partner, from permanent files to financial documents and meetings information.

Permanent File Information

  • Advertising rates
  • Antitrust policy
  • Articles of incorporation
  • Awards schedule and records of past winners
  • Backgrounder/fact sheet
  • Board listing
  • Bylaws
  • Calendar of events
  • Committees - description, members and charges
  • Consultant contracts - legal and legislative
  • Elections/nominations schedules and current terms
  • Endorsed programs contracts and descriptions
  • Hotel histories - room pick-ups and event costs
  • Insurance
  • IRS correspondence
  • IRS Letter of Determination
  • Legislation - historical
  • Legislation - upcoming session
  • Logos/graphics - on diskette from the current graphic designer in .WMF format
  • Membership applications
  • Membership benefits information
  • Membership lists - current and prospective members on diskette in comma delimited format, with field descriptions
  • Membership marketing materials
  • Membership/leadership directory
  • Minutes for all meetings
  • National affiliation information
  • News articles
  • Newsletters
  • Photographs
  • Policies and procedures
  • Potential advertisers/exhibitors/sponsors database - - current and prospective vendors/suppliers on diskette in comma delimited format, with field descriptions
  • Press releases
  • Strategic plan
  • Tax returns - Federal
  • Tax returns - State
  • Trade press list - - on diskette in comma delimited format, with field descriptions

Financial Information

  • Listing of accounts payable
  • Listing of accounts receivable
  • Financial statement(s) for the last fiscal period
  • General ledger back-up for the financial statement for last fiscal period
  • Check register for operating account for last fiscal period
  • Current financial statements for this fiscal period
  • General ledger back-up for the financial statement for this fiscal period
  • Check register for operating account for this fiscal period
  • List of all checking accounts, identification and numbers, balances and signature authority
  • Checkbooks and deposit records
  • Archival information for the previous five years (as available)
  • Copies of any audit, review or compilation reports performed by an independent certified public accountant.

Meetings Information

  • Pre-registrations to date
  • Program information
  • Exhibitor/sponsor/advertiser information
  • Press releases
  • Marketing information
  • Hotel contracts, including main hotel contract and any specific food, beverage or other specific obligation
  • Outstanding invoices
  • Letters and other correspondence

AMCI Partners

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