The Association Executives of North Carolina (AENC) has a policy for member benefit programs whereby it may partner with vendors to provide products or services to AENC members. Any proposed benefit program must be of significant interest to most members, offered statewide in North Carolina, and related to the association profession. It must not conflict with AENC's purposes and must be of high quality. The vendor is responsible for costs of promoting the benefit and must provide a minimum of $5,000 in annual revenue to AENC. AENC reviews all proposals and approves or denies them according to this policy.

1. AENC POLICY FOR MEMBER BENEFIT PROGRAMS
The Association Executives of North Carolina may, from time to time, enter into an agreement
with a vendor to provide a product or service program (henceforth referred to as a benefit) to
AENC members.
POLICY
1. The benefit offered must be of significant interest to a wide range of AENC members.
2. Preference will be given to vendors who have the capacity to offer and service AENC
members who reside in all areas of North Carolina. Vendor must be a member of AENC.
3. The proposed benefit must be appropriate for AENC to undertake and must be related to
some aspect of the association profession and/or the life of an association professional.
4. The benefit program must not conflict with the general purposes of AENC or any of its
established policies.
5. The benefit must be of a high quality and the vendor must maintain a reputation for honesty,
reliability and voluntary compliance with the law.
6. The direct and indirect costs related to developing and administering the program shall be
assumed by the vendor to the extent possible. In any case, the vendor shall be responsible for
all costs related to producing a suitable brochure and/or promotional piece. In addition, the
vendor shall assume all costs related to promoting the benefit each year. Costs to be assumed
by AENC are negotiable depending upon the amount of the royalty or service or administrative
allowance received by the AENC. At a minimum, product must guarantee to generate a
minimum of $5,000 annually for AENC (this could include marketing fees, royalty, marketing
and/or sponsorship dollars).
7. AENC shall have final copy approval on any and all promotional literature prepared by the
vendor. No copy may be printed without prior approval of the AENC Executive Director.
8. AENC benefits are offered to provide special savings or products to its members.
9. Each proposed benefit will be reviewed by the appropriate AENC staff and must be approved
or denied by the Executive Director, who may refer it appropriately as the situation warrants.
10. Once a benefit is approved, all terms of the benefit program must be outlined in a letter of
agreement or contract between AENC and the vendor. This agreement shall include a specific
expiration date, options to continue and include language regarding exclusivity. In addition, the
vendor must agree to hold the AENC harmless.
PROCEDURE
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2. 1. Any vendor seeking to receive AENC sponsorship of a proposed benefit shall be made
aware of this policy from AENC, as well as a deadline date for submitting proposals
2. The vendor shall then provide the AENC Affinity application, completed in full.
3. AENC’s Executive Director must receive this proposal by the date requested during the
initial contact. The Executive Director will then submit proposals to the Executive Committee
for action.
4. AENC’s Executive Director, along with the executive committee, shall have the
responsibility for the investigation and review of proposed benefits and alternatives and
make recommendations to the Board of Directors. Once approval from the Board has been
given, AENC will work with counsel to develop contract between AENC and vendor.
5. The Executive Committee will periodically review all current benefits and make
recommendations as to possible new benefit programs for the AENC membership or
discontinuance of existing programs.
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3. Review Application for
AENC Member Benefits Program
Thank you for your interest in AENC’s Member Benefits Program. The following information
will help AENC determine the appropriate next step toward AENC affiliation.
Please complete this application and return it to:
Jim Thompson, CAE,IOM
Executive Director
AENC
Company Key Contact Information
Name: _____________________________________Title:_____________________________
Relationship of Applicant to Business: ______________________________________________
Name of Benefit: ______________________________________________________________
Company Name: ______________________________________________________________
Phone Number: _______________________ E-mail: ________________________________
Address: _____________________________________________________________________
Address: _____________________________________________________________________
City/State/Zip Code: ____________________________________________________________
Company Information
What is your company’s mission?
Briefly describe your company’s history.
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4. List associations or other business affiliations that your company currently has a
marketing relationship with, especially those in NC. For each entity listed include a
contact name and phone number and a brief testimonial.
Product Description
What product/service do you wish to be considered by AENC?
Summarize the features of your product/service.
Describe your product/service pricing structure. Add additional pages if required.
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5. Attach a detailed brochure describing the product/service.
What special pricing would be available for AENC members?
Please be VERY specific. If pricing is situational, please provide several examples.
What fee or compensation are you proposing to provide to AENC?
Are you a member of AENC, and if not, do you intend to be?
Outline the purchasing process under the proposed provider program, including how
AENC member status would be verified.
How would AENC members be able to purchase the product/service?
(check all that apply)
Internet form
Toll-free telephone number
Faxed order form
Mailed order form
In-person sales staff
Other (please describe) ________________________________
Outline how the purchase would be fulfilled.
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6. Marketing
If accepted as an AENC Member Benefits Program supplier, what marketing activities do
you envision AENC doing?
If accepted as an AENC Member Benefits Program supplier, what marketing activities
will you undertake (initial and ongoing)?
Do you intend to advertise your product/service to AENC members?
If someone taking advantage of the AENC Member Benefits Program discount drops
their AENC membership, how do you propose to handle their discount under this
program?
Non-Dues Revenue
At a minimum, product or service must guarantee to generate a minimum of $5,000
annually for AENC (this could include marketing fees, royalty, marketing and/or
sponsorship dollars). How do you propose reaching/exceeding these numbers in Year 1,
Year 2 and Year 3?
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7. Competition
What makes your company unique compared to your competitors?
Quality
How do you ensure the quality of the product/service you offer as well as your customer
service in support of your product/service?
Program Value
What value or benefit would the Program bring to AENC members?
Note: This application does not bind your company and AENC, it is simply a proposal.
Thank You!
You will be hearing from us soon!
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