The Complete AMS RFP Checklist: 100 Must-Ask Questions for Association Executives

100 Must-Ask Questions for Association Executives

Key Takeaways

• 72% of members report higher satisfaction when their association adopts modern technology early.

• The questions you ask before signing an AMS contract determine implementation success or failure.

• This 100-question framework covers 9 critical categories: membership, events, financials, education, communication, e-commerce, technical infrastructure, reporting, and vendor relationships.

• Require vendors to respond with specific answers: YES, CUSTOM (with cost), PLANNED (with timeline), or NO.

• Action: Download the complete checklist and use SmartThoughts' free RFP review service for expert guidance.

• Action: Read the following article on why a checklist that isn't tailored to your specific situation can be a disaster. In fact, some, like SmartThoughts, even say it "sucks."

Why Your RFP Questions Determine Your AMS Success

Selecting the wrong association management software (AMS) costs more than money—it costs member satisfaction, staff productivity, and board confidence in leadership.

Here's a sobering statistic from Community Brands Research: 72% of association members who view their organization as an early tech adopter report higher satisfaction, compared to just 54% for those who don't. Technology choices directly impact member experience and retention.

The difference between a successful AMS selection and a costly mistake often comes down to asking the right questions before you sign the contract—not discovering gaps six months into implementation.

The Real Cost of Poor RFP Questions

Consider this scenario: A 3,500-member professional society selected an AMS based on impressive vendor demos. Six months after go-live, they discovered the system couldn't handle their quarterly continuing education (CE) credit reporting—a regulatory requirement they assumed "all systems" could do.

The result: $45,000 in emergency custom development, an 8-month delay in their CE program launch, and board frustration with the Executive Director who led the selection process.

This disaster could have been avoided with one specific question in their RFP.

What Makes This Checklist Different

This isn't a generic list of "nice to have" features. This 100-question framework has been developed from analyzing over 200 successful AMS implementations and incorporates industry best practices from leading association technology consultants.

Each question:

• Addresses a real operational need that associations encounter

• Helps uncover vendor limitations before contract signing

• Provides board-defensible decision criteria

• Reduces implementation surprises and scope creep

Industry validation:

• Aligned with technology decision-making benchmarks

• Incorporates proven essential RFP criteria

• Reflects solid member engagement research

• Based on the leading nonprofit technology selection methodology

How to Use This AMS RFP Checklist Effectively

Step 1: Prioritize Your Questions

Before sending your RFP, rate each question using this priority framework:

Priority Level	Score	Definition	Impact on Selection
Must-Have (Critical)	9-10	Deal-breaker if the answer is negative	Eliminates vendors without capability
Important (High Priority)	7-8	Strongly prefer capability	Heavily weights vendor scoring
Nice-to-Have (Medium Priority)	5-6	Adds value, but not essential	Considered in the evaluation
Low Priority	3-4	Minimal impact on operations	Minor influence on the decision

Critical Rule: Don't rate everything 8-10. Force prioritization to create meaningful vendor differentiation.

Step 2: Customize for Your Association

This checklist covers associations of all sizes and types. Select the questions most relevant to you:

• Membership structure: Individual, organizational, or hybrid models

• Revenue streams: Dues, events, education, certification, advertising, fundraising

• Technical environment: Current systems requiring integration

• Growth trajectory: Your size today vs. 3-5 year projections

Step 3: Demand Specific Answers

Require vendors to respond with:

• YES (out-of-box capability, no additional cost)

• CUSTOM (requires configuration or customization with a specific cost estimate)

• PLANNED (on product roadmap with committed timeline)

• NO (not available and not planned)

• N/A (vendor believes question not applicable—ask why)

Avoid accepting vague responses like "we can accommodate that" without specifics.

Step 4: Verify During Demonstrations

Use your prioritized questions as your demo script. Don't let vendors control the conversation with generic feature tours—make them prove they can deliver what you need.

Category 1: Core Membership Management (15 Questions)

These questions address foundational membership capabilities that nearly every association requires.

Database & Member Types

1. Can the system manage multiple membership types (individual, organizational, affiliate, student, retired) within a single database?

2. How does the system handle organizational memberships with multiple individuals who have different access rights and member benefits?

3. Can you create unlimited custom fields to track association-specific member data?

4. How does the system handle duplicate detection and record merging?

Renewal Management

5. Can the system automatically send renewal reminders on a configurable schedule (30, 60, 90 days before expiration)?

6. Does the system support auto-renewal with stored payment information and automatic processing?

7. Can members set up installment payment plans for dues (monthly, quarterly)?

8. How does the system handle grace periods for expired members, and can these be customized by membership type?

9. Does the system support prorated dues for mid-cycle join or membership level changes?

Member Experience & Analytics

10. Does the system provide a 360-degree view of each member showing all transactions, activities, communications, and engagement?

11. Can members upgrade or downgrade their membership level through the member portal?

12. Can the system track and manage complex membership hierarchies (chapters, sections, affiliates)?

13. Can the system manage batch renewals for organizational memberships with multiple employees?

14. How does the system track member acquisition sources and calculate lifetime member value?

15. Can the system generate member ID cards (physical or digital) with bar codes or QR codes?

Why This Matters: According to ASAE benchmarks, the average association spends 35% of staff time on membership management. The right system can automate renewal campaigns, reduce manual data entry, and provide insights that drive retention strategies.

Category 2: Event & Conference Management (12 Questions)

Events are often the second-largest revenue source for associations. These questions ensure your AMS can handle the complexity.

Registration & Pricing

16. Can the system manage multiple concurrent events (conferences, webinars, chapter meetings) with separate registration forms?

17. Does the system support multi-tiered event pricing (early bird, member, non-member, group rates)?

18. Can attendees register for multiple sessions, workshops, or tracks within a single event?

19. Can the system process group registrations where one person registers multiple attendees?

20. How does the system handle cancellations, refunds, and credit transfers?

Advanced Event Features

21. How does the system handle waitlists when sessions or events reach capacity?

22. Does the system support abstract submissions, peer review workflows, and acceptance notifications for conference presentations?

23. Can you create custom registration questions that vary by attendee type or session selection?

24. Can the system generate name badges with custom fields and track on-site check-ins?

Integration & Education Credits

25. Does the system integrate with virtual event platforms (Zoom, Hopin, etc.) for hybrid or online events?

26. How does the system manage continuing education (CE) credit tracking and certificate generation for events?

27. Can the system create event mobile apps or integrate with third-party event app providers?

Impact on Revenue: Research by one study in the association tech community indicates that associations with strong event management capabilities in their AMS experience a 23% higher event registration conversion rate than those utilizing separate event tools.

Category 3: Financial Management & Accounting (10 Questions)

Financial accuracy is non-negotiable. These questions prevent accounting nightmares.

Core Accounting Functions

28. Does the system include a full accounting sub-ledger or only transaction tracking?

29. Can the system manage multiple business units or cost centers with separate P&L reporting?

30. What accounting standards does the system follow (cash, accrual, or both)?

31. How does the system handle deferred revenue for multi-year memberships or subscriptions?

Accounts Receivable & Collections

32. Can the system manage accounts receivable aging and automated collection reminders?

33. How does the system process refunds, credits, and payment adjustments?

Integration & Payment Processing

34. Does the system integrate with your general ledger system (QuickBooks, NetSuite, Microsoft Dynamics, Sage Intacct)?

35. Can the system handle split payments (paying with multiple credit cards or a combination of check and card)?

36. Does the system support ACH/eCheck payments in addition to credit cards?

37. How does the system manage PCI compliance for credit card processing?

Financial Integrity: According to Nonprofit Finance Fund research, 42% of nonprofits cite financial management systems as their top technology priority. Your AMS financial module must integrate seamlessly with your GL to prevent reconciliation nightmares. And, check out our review of SoundPost! A unique tool that can help too!

Category 4: Education & Certification Programs (10 Questions)

If your association offers learning programs or certifications, these capabilities are essential.

Learning Management

38. Does the system include a built-in learning management system (LMS) or integrate with third-party LMS platforms?

39. Does the system support competency-based learning with prerequisite courses?

40. How does the system handle course registrations, waitlists, and capacity management?

41. Can the system track learning history and generate transcripts for members?

42. Does the system support both online (self-paced or live) and in-person education tracking?

Certification Management

43. Can the system track multiple certification programs with different requirements?

44. How does the system manage continuing education units (CEUs) or professional development hours (PDHs)?

45. Can the system automatically track certification expiration and send renewal reminders?

46. Can the system issue digital badges or certificates upon course or certification completion?

47. Can instructors or course administrators access their own dashboard to manage courses and view rosters?

Learning Revenue Opportunity: Tagoras' research indicates that associations with integrated LMS capabilities generate 31% more non-dues revenue from education programs compared to those using standalone learning systems.

Category 5: Communication & Engagement (10 Questions)

Member engagement drives retention. These questions ensure you can communicate effectively.

Email Marketing

48. Does the system include an integrated email marketing tool or require third-party integration?

49. Can you segment your database and create targeted communication lists based on any combination of data fields?

50. How does the system track email engagement (opens, clicks, bounces, unsubscribes)?

51. Can the system schedule email campaigns in advance and send recurring messages?

52. Can you create email templates and save them for future use?

Multi-Channel Communication

53. Does the system support SMS/text messaging for time-sensitive communications?

54. How does the system manage communication preferences and opt-out requests?

55. How does the system handle mass email sending limits (deliverability best practices)?

Community Engagement

56. Does the system include a built-in member community or forum?

57. Can the system track member engagement scores based on activities (event attendance, email opens, website visits)?

Engagement Impact: Marketing General Incorporated (MGI) data shows that associations using segmented email campaigns see 47% higher email open rates and 95% higher click-through rates compared to blast emails.

Category 6: Online Storefront & Non-Dues Revenue (8 Questions)

Diversifying revenue beyond dues requires robust e-commerce capabilities.

E-Commerce Fundamentals

58. Can members purchase products, publications, or merchandise through the member portal?

59. How does the system manage inventory tracking for physical products?

60. Can the system handle multiple shipping methods with real-time rate calculation?

61. Does the system support discount codes, promotional pricing, and member vs. non-member pricing?

Subscriptions & Advanced Revenue

62. Can the system manage subscription products (magazines, newsletters) with recurring billing?

63. How does the system handle sales tax calculation and collection based on buyer location?

64. Can you sell advertising space and manage ad placements through the system?

65. Does the system support fundraising campaigns with tribute gifts and recurring donations?

Non-Dues Revenue Growth: ASAE Foundation research reveals that associations with robust non-dues revenue programs generate 40-60% of total revenue from sources beyond membership dues.

Category 7: Technical Infrastructure & Integrations (12 Questions)

Technical compatibility can make or break your implementation success.

System Architecture

66. Is the system cloud-based (SaaS) or requires on-premise installation?

67. What is the system's uptime guarantee and historical performance record?

68. How does the system handle data backups and disaster recovery?

69. What is the system's approach to software updates—automatic, scheduled, or manual?

Integration Capabilities

70. Does the system offer a publicly available API for custom integrations?

71. What third-party integrations are pre-built and included (Zoom, Salesforce, MailChimp, etc.)?

72. Can the system integrate with your existing website CMS (WordPress, Drupal, etc.)?

Security & Compliance

73. What authentication methods does the system support (single sign-on, two-factor authentication)?

74. How does the system handle data security and encryption (both in transit and at rest)?

75. Is the system GDPR compliant for international members?

Data Portability

76. Can you export your data in standard formats (CSV, XML) at any time without vendor involvement?

77. Does the system support mobile access (responsive design or native app)?

Integration Critical Success Factor: Blue Sky eLearn, a leading LMS, research indicates that 67% of AMS implementation challenges stem from integration issues. Ask these questions upfront.

Category 8: Reporting & Business Intelligence (8 Questions)

Data-driven decisions require robust reporting capabilities.

Report Creation & Customization

78. Does the system include pre-built reports specific to association operations?

79. Can users create custom reports without coding or SQL knowledge?

80. Can reports be scheduled to run automatically and emailed to stakeholders?

81. Can you export reports to Excel, PDF, or other formats?

Analytics & Visualization

82. Does the system include dashboard visualization (charts, graphs, KPIs)?

83. Can you build multi-year trend reports to track membership growth and retention?

84. How does the system handle report permissions (who can see what data)?

85. Does the system support data warehousing for advanced analytics?

Data-Driven Culture: Based on a 2023 survey found that associations with strong reporting capabilities are 3.2x more likely to meet or exceed their strategic goals.

Category 9: Vendor Relationship & Support (15 Questions)

The vendor relationship extends far beyond the sale. These questions reveal their commitment to your success.

Experience & References

86. How many associations of our size and type are currently using your system?

87. Can you provide three references from associations in our industry or with similar complexity?

88. What is your average customer retention rate and average customer tenure?

Pricing & Implementation

89. What is included in the base license cost vs. additional fees (implementation, training, support)?

90. What is your typical implementation timeline for associations of our size?

91. What data migration services are included vs. additional cost?

Ongoing Support

92. Who will be our primary point of contact during implementation and post-launch?

93. What training is provided (on-site, webinar, recorded, documentation)?

94. What levels of support are available (phone, email, chat) and what are the response time SLAs?

95. How often does the system receive updates and how are they communicated?

Product Direction & Community

96. Do you have a user conference or community where clients can share best practices?

97. What is your product roadmap for the next 12-24 months?

98. Are there user fees or transaction fees in addition to the annual license?

Exit Strategy

99. What happens to our data if we decide to leave your platform?

100. Do you offer a sandbox or test environment for trying new features before deploying to production?

Vendor Stability Matters: MGI research shows that the average association keeps its AMS for 7-10 years. Choose a vendor committed to a long-term partnership, not just a quick sale.

Bonus: Red Flags to Watch For

As you evaluate vendor responses, watch for these warning signs:

• Vague answers without specifics ("We can customize that"—at what cost and timeline?)

• Everything requires custom development with unclear costs

• Lack of industry-specific experience or references from similar associations

• No clear product roadmap or infrequent updates

• Hidden fees not disclosed upfront (per-user charges, transaction fees, support tiers)

• Poor online reviews or high customer turnover

• Vendor controls your data with no easy export option

• Limited API or integration capabilities that lock you into their ecosystem

• No written SLAs for uptime or support response times

• Pressure tactics or limited-time discounts to rush your decision

Next Steps: From Questions to Selection

After collecting vendor responses:

1. Create a comparison matrix with your prioritized requirements

2. Assign weighted scores based on your priority ratings (9-10 = critical, 7-8 = important, etc.)

3. Calculate total fit scores for each vendor to identify the best match

4. Conduct reference checks focusing on implementation experience and ongoing support quality

5. Request demonstrations that address your specific requirements, not generic features

6. Meet with the Proposed Implementation Team

7. Negotiate contracts with clear deliverables, timelines, and exit terms

Free RFP Review Service From SmartThoughts

Download the Complete AMS RFP Checklist Outlined Above

Get the full 100-question AMS RFP checklist in an easy-to-use Word document format with space for vendor responses and priority scoring. Free!

Conclusion: Ask Now, Avoid Regret Later

The association executives who successfully select and implement the right AMS share one characteristic: they pose detailed, specific questions relevant to the situation before signing the contract—not after discovering gaps during implementation.

Utilize this 100-question checklist as your foundation. Adapt it to fit the specific needs of your association. This is crucial. Insist on clear, verifiable answers. Keep in mind that vendors who are confident in their product will embrace challenging questions. Those who avoid or give unclear responses are exposing their limitations.

Your members, staff, and board deserve technology that works. Start with these 100 questions to make sure you get it right.

About SmartThoughts LLC.

SmartThoughts provides software selection consulting services exclusively for nonprofit associations and membership organizations. Our team has guided over 200+ associations through successful AMS software selections, implementations, and optimizations over the course of the last two decades.

Complete Software Selection Services include:

• Needs Assessment & Requirements Discovery

• RFP Development & Situational Analysis

• Vendor Shortlisting

• Vendor Evaluation

• Demo Facilitation & Scoring

• Contract Negotiation Support

• Selection project management

• Implementation Coaching

• Post-Launch Vendor Optimization

Learn more: www.smartthoughts.net

Sources & References:

1. Community Brands Research. (2024). "The State of Association Member Engagement Report." https://www.communitybrands.com/resources/

2. ASAE. (2024). "Technology Decision-Making in Associations: Benchmarks and Trends." https://www.asaecenter.org/

3. Marketing General Incorporated (MGI). (2024). "Association Technology Implementation Success Factors Study." https://www.marketinggeneral.com/

4. Tagoras. (2024). "Association Learning & Certification Technology Landscape." https://www.tagoras.com/

5. Blue Sky eLearn. (2024). "AMS Integration Requirements for Modern Associations." https://www.blueskyelearn.com/

6. "Association Software Selection Survey Insights Report." Available upon request from industry research databases.

7. Nonprofit Finance Fund. (2024). "State of the Nonprofit Sector Report." https://nff.org/

8. Tech Soup. (2024). "Nonprofit Technology Selection Best Practices." https://www.techsoup.org/