General Overview

The New York State Academy of Nutrition and Dietetics (NYSAND) is one of 53 affiliates of the Academy of Nutrition and Dietetics (the Academy), the world’s largest organization of food and nutrition professionals, with over 112,000 members. The Academy is committed to empowering members to be the nation’s food and nutrition leaders and optimize the nation’s health through food and nutrition.

NSYAND is a 501(c)6 representing 3,700 Registered Dietitian Nutritionists and Dietetic Technician, Registered members. NYSAND is seeking proposals for an organization or individual(s) to provide contract association management services for two years with options to renew for up to four years. The contract period begins on or about 05/15/2026. With rates to remain stable throughout service on contract unless additional services are warranted.

Priority review will begin on 3/15/26; applications received after this date may be reviewed on a rolling basis as capacity allows.

Background

NYSAND is a non-profit organization in good standing with the Secretary of State and the Academy of Nutrition and Dietetics. It is led by a Board of Directors consisting of a President and elected officers. The contractor would work closely with the President and the Executive Committee of the Board of Directors (BOD) to execute the organization’s strategic plan and meet its stated Vision, Mission, and Strategic Goals.

Vision

A world where all people thrive through the transformative power of food and nutrition.

Mission

Accelerate improvements in health and well-being through food and nutrition.

Strategic Goals and Initiatives:

• Public policy and lobbyists to collaborate and integrate the efforts of the association, leaders, and members in promoting and protecting the profession.
• Position NYSAND as the “go-to” source for NYS dietetic professionals and the public.
• Provide logistical support and guidance for regions/districts.
• Increase engagement and involve members in health/community coalitions.
• Maintain and implement sound financial policies, procedures and controls.
• Implement additional revenue streams.
• Gain and maintain membership.

Services Needed

The contractor shall perform association management duties according to NYSAND policies and procedures. It is anticipated that conducting the services requested in this RFP would roughly require between 10-30 hours per week, with fluctuations depending on Association activities in any given month.

These services include:

Member and Community Communications

• Monitors member inquiries via phone and email and responds to or forwards inquiries within 2 business days.
• Responds to emails for NYSAND, districts, and regions as requested within 2 business days.
• Coordinates sponsorship agreements and sends out sponsorship communications once approved by BOD.
• Serves as a point of communication for outside groups wanting to work with NYSAND.

Fiscal Management and Accounting: In conjunction with the NYSAND Board of Directors, be responsible for the management of fiscal integrity of the Association and performing standard accounting practices.

●         Fiscal Management:

• Member of the finance committee.
  • Ensures maximum resource utilization and maintenance of the Association in a positive financial position.
    • Recommends opportunities to decrease operating costs and expenses.
    • Seeks revenue sources through sponsorships, grants, and/or fundraising necessary to support the Association’s mission.
  • Operates within an approved budget.
    • Participate in the development of a fiscal year budget with the NYSAND Secretary/Treasurer and NYSAND Finance Committee.
    • Submits non-budgeted expenses for board approval.

• Arranges annual professional accounting review upon request of the Board.
• Annual Meeting and Expo:
  • Manages AME budget and provides insight alongside the AME Committee.

• Processes conference registrations.
  • Invoices sponsors and conference participants to ensure timely payments.

Public Relations and Marketing

• Sends out email marketing communications as requested once approved within 2 business days.
• Schedules emails to go out at optimal times or as directed by NYSAND.
• Upon request, communicates with the Public Relations and Communication Panel to report email open rates, responses, and engagement.

General Administration and Governance Support

• Provides administrative and logistical support to the Board of Directors and governance committees, including committee coordination, new Board member orientation, and support for bylaw updates, key performance indicator (KPI) tracking, and monitoring.
• Maintains training and support for updated software platforms used by the Association.
• Develops, updates, and maintains an annual calendar of meetings, deadlines, and key events (e.g., committee meetings, report due dates, Annual Meeting and Expo), ensuring accessibility to Board and committee members.
• Maintains and updates a deliverables tracker to support accountability and timely completion of Board and committee work.
• Meets weekly with the Executive Leadership Team, with additional meetings as needed.
• Works with the Board to coordinate interactions with vendors and supports negotiations; execution and signing of contracts and agreements remains the responsibility of the Board and/or designated leadership.
• Serves as a point of contact, resource, and liaison for all NYSAND volunteers, including committee chairs, districts, and regions.
• Acts as custodian of Association property and maintains records of assets and assigned custodians, ensuring appropriate oversight and accountability.
• Maintains the Association’s incorporation and compliance in accordance with applicable State and Federal requirements.
• Updates and adheres to the annual calendar and deliverables tracker.
• Updates and maintains the NYSAND Directory as needed.
• Assists the Association in establishing, maintaining, and documenting administrative policies and procedures for all functions and day-to-day operations.
• Assists with onboarding and training of new NYSAND volunteers.
• Stays current with Academy of Nutrition and Dietetics (AND) affiliate updates and trainings.
• Understands, adheres to, and appropriately references Policies and Procedures, Bylaws, Handbooks, and Position Descriptions.
• Utilizes NYSAND-provided email and phone systems to support professional electronic communications and office telephone coverage.
• Maintains and securely stores member and non-member contact lists, updating them monthly; ensures data protection and appropriate handling of sensitive information.
• Provides member data and contact information to NYSAND volunteers, districts, or regions upon request and only after approval by the Board of Directors.
• Retains, organizes, and ensures backup access to records for the Affiliate and all Districts and Regions, including but not limited to Affiliate Manuals, Bylaws, Policies and Procedures, Articles of Organization, Amendments, Financial Reports, Position Descriptions, Handbooks, Meeting Minutes, and Contracts.
• Coordinates with the Website Chair and/or web management vendor to ensure timely posting of updates to the website, generally within two weeks of receipt.
• Collects and submits required information to the Academy of Nutrition and Dietetics (AND) in a timely manner.
• Requests and submits required documents from districts and regions, including Principles of Cooperation, District Assessments and Reports, and District Directories, as required.
• Works with the Immediate Past President to support districts and regions with information needed for grant submissions.
• Submits continuing education credit approval requests for NYSAND as needed.

Board of Directors and Coordinating Cabinet Meetings

• Works with the President, Secretary, and Parliamentarian to develop meeting agendas.
• Provides Committee Chairs, Coordinating Cabinet members, and Board members with at least two weeks’ notice for report submissions.
• Distributes digital meeting packets to attendees at least one week prior to meetings.
• Provides Management Services reports at all Board and Coordinating Cabinet meetings.
• Arranges and manages on-site logistics for in-person or hybrid Board and Coordinating Cabinet meetings.
• Provides Management Services updates during Board, Coordinating Cabinet, and annual business meetings.

Leadership Transition Meeting

• Facilitates the planning and management of the leadership transition meeting.
• Works with the incoming President to develop the agenda.
• Sends invitations to all attendees.
• Prepares and distributes meeting packets and supplemental materials aligned with the agenda.

Awards Process

• Works with the Immediate Past President and Awards Committee to disseminate information regarding awards and application submissions to members, districts, and regions.
• Coordinates and organizes award submissions using the Association’s designated system.
• Communicates with award applicants regarding application status as needed.
• Communicates award decisions to all applicants.
• Orders awards, ensures they are produced within budget and timeline, and coordinates distribution or mailing as needed.

Meeting and Event Planning

Annual Meeting and Expo (AME)

• Works under the direction of the AME Committee and in accordance with the AME Handbook.
• Serves as primary conference manager and administrator.
• Participates in AME planning committee meetings and conference calls.
• Prepares and disseminates RFPs to potential vendors and hotels; compiles and presents results for committee review and decision-making.
• Acquires, reviews, and negotiates contracts for vendors, speakers, and venues on behalf of NYSAND.
• Secures conference locations a minimum of two years in advance.
• Assists with food and beverage, audiovisual, printing, and hotel logistics.
• Works with the committee to create agendas and materials for meetings and events.
• Serves as primary contact for speakers, manages speaker submissions, participates in selection processes, and communicates decisions.
• Collaborates with the web team to develop and maintain the event website and support promotion of AME.
• Applies for continuing education credits in accordance with Commission on Dietetic Registration (CDR) guidelines and distributes CEU credits following the conference.
• Distributes post-event surveys to attendees, speakers, and vendors and provides results to the committee.
• Sends post-conference thank-you communications to speakers.

Awards Ceremony

• Assists with awards ceremonies held during AME.
• Orders and serves as custodian of awards prior to the ceremony.

Sponsorships

• Works with the Sponsorship Committee to identify potential sponsors and exhibitors.
• Assists with sponsor outreach, including calls, emails, and follow-up.
• Ensures sponsor approval by the Board of Directors and adherence to Sponsorship Policies and Procedures.
• Works closely with the Sponsorship Chair to maintain vendor databases and solicit companies.
• Ensures all sponsorship agreements, documentation, and payments are completed.
• Develops and distributes the Sponsorship Prospectus.
• Sends post-conference thank-you communications to sponsors and exhibitors.
• Ensures on-site logistics are in place and serves as an on-site resource for sponsors and exhibitors.

Quality of Services

• Treats members, suppliers, and vendors with professionalism, respect, and responsiveness.
• Escalates unresolved issues in a timely manner to the appropriate Board member.
• Participates in periodic reviews of contractor performance in conjunction with contract negotiations.

Contract

NYSAND will enter into a three-year renewable contract with the selected Contractor effective 5/15/2026. The contract will outline the agreed-upon fee schedule and list of services, in addition to the general terms and conditions set forth in the attached sample contract. A contract appendix will outline in detail duties to be performed by volunteer Affiliate members and those duties to be specifically performed by the Contractor. The contract will specify terms for dissolution by either party without cause with 60-day notice.

Who May Respond

Association management organizations and independent contractors may submit proposals.

Responses

Responses to the RFP should include the proposed services, the number of hours per week expected to provide said services, and an annual, all-inclusive fee for said services to be paid in monthly installments. Questions about this RFP or NYSAND can be directed to Kristina Thomoploulos at kristina.thomopoulos@yahoo.com

Responses to this RFP can be emailed to: kristina.thomopoulos@yahoo.com AND carol.denysschen@sunyempire.edu

Priority review will begin on 3/15/26; applications received after this date may be reviewed on a rolling basis as capacity allows.