Association Management

As the shipping and trade community in the Northwest has grown, the Merchants Exchange has become increasingly involved in association management. It has been active in this field for over 80 years and today manages many clubs and organizations that are involved in either maritime or international trade related issues. The Exchange can and is experienced In management services from local informal meetings, to hosting and conducting national and international association conventions held in the Portland Oregon area. Primary services offered include accounting, clerical, word processing, administrative, mailing and planning and coordination of banquets, meetings large and small, other meal functions, seminars and conventions.

Association Management at the Exchange

With nearly 150,000 associations in existence in the United States, representing every profession, cause, interest and hobby imaginable, its not surprising that 9 out of every 10 Americans belong to at least one. When consideration is given to this statistic, the value of associations in our society is easily identifiable.

Absent, for the most part, is the push for profit which permeates and drives the business sector. Missing are the many governmental constraints placed on commerce in the public sector. Instead, focus can shift to new ideas and processes, social services and relationships. Yet the very freeing not-for-profit status of associations can also be a serious constraint in the face of a poor economy. In recent years, many small to mid-sized non-profits have struggled to find new ways to do business at lower costs, while still providing excellent service to their membership and client base.

One solution many associations are turning to is out-sourcing. Associations that out-source receive the services of a highly focused and experienced Association Management staff, often with knowledge in a specific sector of industry or service, without the headaches of payroll, taxes, and benefits, or the cost of employee training and turnover. In addition, most Association Management organizations provide a "headquarters" or office, and often, accounting services.

For more than 80 years, the Merchants Exchange has operated as a full service Association Management organization. Currently, 10 associations depend on the Exchange for administrative and clerical support, event planning, and meeting arrangements, as well as full accounting functions and program management. Several of those associations, including the Maritime Fire and Safety Association and Clean Rivers Cooperative, make their headquarters in the Exchanges offices.

Del Allen, CEO of Allports Forwarding and Board Member for the Portland Shipping Club, is appreciative of the Exchanges accessibility. "Their staff is truly remarkable; they are always available to answer our questions or assist when called upon. As a long time participant of the PSC Executive Board, I know this association would not have been as successful in our endeavors without the contributions and dedication of the Merchants Exchange Association Management team. We truly appreciate and rely on their professional services and attentive assistance to accomplish our goals."

The Exchange specializes in planning, coordinating and promoting Annual Meetings, Fundraisers, Industry Functions and Golf Tournaments. Monthly board and membership meetings are also arranged and executed by our Association Management team, allowing board and committee members to turn their focus to the business on hand, rather than spending unnecessary time micro-managing the infinite details of a meeting.

Doris Allen, Association Administrator of the Maritime Fire and Safety Association, has been involved in Association Management for over 20 years. Given the nature and scope of the industry, Doris has worked with a wide range of individuals. "Working with all levels of career individuals who are members of the Propeller Club, Port of the Columbia River, and the Maritime Fire & Safety Association on budgets, creating foursomes (for Golf Tournaments), seating arrangements, seeking out speakers, travel arrangements, manning a registration table, ad infinitum, I can't decide if I enjoy working with executives or firefighters more" she says.

Several of the Associations are focused in highly specific areas of the maritime industry. Clean Rivers Cooperative, for example, not only provides oil spill clean up services to local facilities, but also facilitates drills and trainings for its members. Those involved with the organizations administration have to be knowledgeable. By focusing on maritime-related associations, the Merchants Exchange is able to meet not only basic clerical functions and needs, but also assist with more industry-specific, complex nuances of an organizations functions.

As a non-profit organization, The Exchange is in a unique position in the industry that allows us to provide a more knowledgeable service to those associations with maritime affiliation.