SystemsAssociation, Conferences & Exhibition Management, Inc. has state-of-the-art computer software and hardware systems. By keeping our systems current, our clients are assured that their members receive the information and services they need and desire.Membership Database: We utilize the "MemberTrak"® system. We are able to do semi-custom database set up for each of our clients. It is very important to the members to assure their information is current and accurate. Our member database is utilized to keep all our member records. If a member calls to change part of their information, all reports, lists and activities are changed simultaneously. This database is capable of keeping track of legislators; length of time of membership, renewals (whether they are on a fiscal year renewal or anniversary date renewal), meeting attendance records and continuing education credits. There are numerous fields that we utilize for customized data requirements. MemberTrak® also allows us the capability of broadcast e-mails to members. We have clients who have gone away from publishing their newsletter on paper to strictly on-line. With our e-mail system, the members do not receive a huge list of who the information was sent to, it is sent to just the individual member. Meeting Registration: We utilize the "MeetingTrak" ® system. This system can either be a stand-alone system or utilized in conjunction with the "MemberTrak" ® system. With MeetingTrak® we are able to process registrations for events utilizing the MemberTrak® system database. The benefit of this is when a member changes their information between the time the register for a meeting and the meeting takes place, all their information for the meeting (i.e. badge, attendee list, etc.) will reflect the change in the membership database. This system is also capable of placing the registration information on your web page. The WebTrak option allows Association, Conferences & Exhibition Management, Inc. to create a template that can be placed on a web page. When an individual registers on the web page, our staff is able to retrieve the data and it is entered directly into MeetingTrak®. There is no data entry so the chance for error is diminished. The system will also allow us to update the membership information should it be necessary. Another MeetingTrak® option is called "On-Site". This allows our staff to export the data for a meeting and take it to the location of the event. The staff is then able to enter on-site registrations and other necessary information and take back to the office without having to re-enter the data. The benefit of this system is it allows organizations to have exact registration figures and financial information at a touch of the finger! Quick Books Pro: This is the software that is utilized to process the financial records for our clients. This system is very easy and simple to utilize. It creates reports such as balance sheets, cash flow reports, profit and loss as well as budget analysis reports. The system is also very easy to utilize for creating, maintaining and updating a yearly budget. The financial report that is generated is very easy to read and simple to process. Our computer systems are all the current technology and speed. Each of our staff has their own computer system. They are all networked together, however, they are also independent. Should one system be out of service, the others are all still operating. Our computers are on a regular scheduled back-up process with storage of master information off-site. ACE Management utilizes lap top computers for use on-site during conferences. In order to assure accurate billing, Association, Conferences and Exhibition Management, Inc. utilizes a telephone long distance system that automatically bills calls to individual clients. A similar system is utilized for postage expenses and faxes. In many cases it is possible to break down costs by projects as well. Our staff has created internal procedures that insure members receive information and services they need in a timely manner. An internal communications system has been set up to assure our staff is able to answer calls for clients on meetings and membership information for our clients' activities. |
6000 E. Evans Ave. #3-205
Denver, CO 80222
Phone- (303) 758-9611
Fax- (303) 758-9616
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