Getting the Most Out of AMS Demos in 7 Steps

By VanessaD
on March 4, 2025
in Association Hot Topics

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Getting the Most Out of AMS De...

A man's hands instructing his team at a conference table with a laptop, smartphone and note pad in front of him.

So, you’re in the market for an association management system (AMS). For starters, congrats! It’s an exciting place to be in.

This chapter is like finding the perfect new gadget for your association — one that’s designed to help your team stay organized, save time and maybe even keep your sanity intact.

But before you make any big decisions, you’ve got to take those AMS demos for a spin. But don’t get intimidated. Think of it as test-driving a new car — you wouldn’t just buy one off a brochure, right? (Well, at least we hope you wouldn’t.)

With our 7-step guide, we’ll help you get the most out of your AMS demos so you leave with the knowledge and confidence to pick the right system for your organization.

Why AMS Demos Are Crucial

An AMS is the lifeblood of associations. From managing memberships and events to tracking finances and communication, it’s a tool you live with on a daily basis. And if you don’t, consider its value! It’ll only help your operations run smoother.

Alright, so why are AMS demos so important? For simplicity, it’s your chance to see how that system works. You get to ask questions, ask for example scenarios, seek clarification and ultimately figure out whether that particular AMS will meet your association’s needs.

Think of it as a first date, but instead of sparks, you’re looking for functionality and user-friendliness.

Quick fact. According to Accenture, 48% of organizations have invested in cloud-based technologies and tools to spark digital transformation in their workforce. It’s truly essential for achieving strategic goals. And that’s a solid reason to take these demos seriously!

Step 1: Prep Like a Pro

Before you schedule a demo, get your ducks in a row. Let’s explore the “how” regarding that.

1. Identify Your “Must-Haves”

What are your non-negotiables? And think seriously about this.

Whether it’s robust reporting, integrations with your existing tools, or a user-friendly member portal, you need to pursue what you absolutely need.

Pro Tip: Try creating a grid for your staff to rate functionality and other features on a scale of 1 to 10. A checklist may also work as well, looking something like this:

Online payment processing? Check ✔
Customizable membership levels? Check ✔
Automated email campaigns? Double check ✔✔

2. Bring Your Team

Make sure the right people from your team attend the demo. This might include your membership director, IT specialist, event coordinator, or anyone else who you know for certain will be using your AMS.

Why is this important? Because your IT person might notice tech gaps you’d miss. Similarly, your membership director might ask operational questions that wouldn’t occur to you.

Step 2: Ask the Right Questions

The demo is your chance to dig deep. An AMS demo presenter may likely show you the shiny features without appropriate context or relatable examples — ask real questions that pertain to your specific association.

Consider these questions to consider what your organization must have or would be nice to have:

“What’s your onboarding process like?” Are you going to hold our hand through setup, or will you drop a manual and wish us good luck? We need consistent, reliable help while setting up our AMS.
“How scalable is this?” Will your system grow with us, or will we be looking for a new AMS in two years? We need an AMS that evolves, not one that remains at an outdated standstill.
“What support do you offer?” Are there 24/7 customer service options, or do you close up shop at 5 p.m. on Fridays? We need to access help with our AMS (if needed) at any time, any day.
“How secure is my data?” With data breaches making headlines, we want to ensure our members’ info is locked up tight. We need our members’ data to be as secure as possible.
“What happens if something goes wrong?” Are there backup and recovery processes? Or is our association’s data at the mercy of a power surge? We need to know we can resolve our data if things go awry.

Step 3: Look Beyond the Bells and Whistles

AMS vendors love showing off their coolest features. And while it’s tempting to get wowed by flashy dashboards and fancy automation tools, remember: certain features are only helpful if they meet your real-world needs.

Consider asking yourself these questions about an AMS:

Is it intuitive? Will my team actually use it?
Does it integrate with my existing systems, like my website or accounting software?
Can it handle the unique needs of my association, such as tiered memberships or recurring events?

Pro Tip: Take notes during the demo — especially on things you don’t understand. Circle back to those notes later with follow-up questions. Trust us.

Step 4: Request Real-Life Scenarios

Instead of letting the vendor run the show, ask them to tailor the demo to your association’s specific workflows. For example, you can ask:

“Show me how I would create and promote a virtual event.”
“What’s the process for onboarding a new member?”
“How do I generate an end-of-year financial report?”

The goal here is to see the AMS you’re curious about in action — not just in its most polished form. You need to know how it works in your day-to-day operations.

Note. Discussing specific, important AMS aspects should be requested in advance of a scripted demo. In other words, your association can tell a vendor what your most important features and functionality concerns are, then the vendor can focus on them in the allotted demo time.

Step 5: Involve Your Members

Your members are the end-users of the system, even if they don’t know it. If possible, get feedback from a small group of trusted members during the demo or a sandbox environment.

Here are some questions to consider asking your members:

“What do you think of the member portal?”
“Can you easily navigate it?”
“Are you satisfied with the payment process?”

Step 6: Compare and Follow Up

After you’ve completed your demos, take the time to compare your options.

Use that grid or checklist you created earlier and rate each system against your must-haves and nice-to-haves.

And don’t hesitate to schedule follow-up calls or demos if you’re on the fence about a particular vendor. There’s no need to rush if you don’t have all the information you need.

Note. The most common reasons prompting associations to switch AMS vendors include outdated technology, insufficient features and escalating costs. That’s why it’s important to make sure the AMS you choose has extensive capabilities and truly offers everything you need.

However, in the event you need to switch to a new AMS, implementing an effective change management strategy will help you with the transition.

Step 7: Check References

Ask the vendor for references from similar associations. Call those organizations and ask about their experience. And through additional research, you may be able to identify other clients of the vendor to reach out to beyond what is provided by a given vendor.

The vendor you’re pursuing may tell you one thing but you may hear something entirely different after calling and talking to their clients directly. Word-of-mouth is the most effective form of marketing for a reason because real-world stories and opinions matter — they’re authentic and typically trustworthy.

Again, here are some questions to consider asking a vendor’s clients.

“Are you happy with the system?”
“How was the onboarding process?”
“Would you choose this AMS again?”
Did you receive ample customer support?
Was there sufficient ongoing training?

Get the Most Out of Your AMS Demos by Contacting Dennison & Associates

Pursuing AMS demos might feel overwhelming — but it doesn’t have to be. With some preparation and the right mindset, you’ll come out of these demos feeling more tech-savvy than ever.

Remember: this is your chance to find the perfect partner for your association’s operations. Don’t settle for less than a system that fits your needs and sets you up for success.

Your ideal AMS match is out there waiting, so go on and crush those demos! But if you need a little help with the process, Dennison & Associates can help out, of course. We’ll work with you and listen to what you want — so ultimately we can help you get what you need.

If you’re interested in learning even more about the AMS demo process, consider attending ASAE’s AMS Demo Days virtual event on April 23, 2025 and April 24, 2025.

Contact us today to learn more. We’re eager to get started.

Featured image via Unsplash

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