Creating a LMS RFP: A Guide for Associations and Societies

Choosing the ideal Learning Management System (LMS) is a key decision for associations and societies offering continuing education (CE). The right platform can elevate your educational programs, boost member engagement, and improve operational efficiency. However, with so many options available, finding the best fit requires a thoughtful, structured approach. Crafting a strong Request for Proposal (RFP) is an effective way to streamline your search.

This guide outlines the essential steps to create an RFP and evaluate potential LMS providers.

1. Identify Your Core Requirements

Before drafting your RFP, you must have a clear understanding of what your association needs from an LMS. Consider your current and future educational goals, the audience you serve, and the functionality your LMS must deliver.

Key considerations include:

• Content types: Will you deliver live webinars, self-paced courses, or hybrid learning experiences?
• Learner experience: What matters most to your members—ease of use, mobile access, or interactive tools?
• System integration: Will your LMS need to connect with your Association Management System (AMS), payment systems, or other existing tools?
• Compliance and tracking: Do you need built-in features for managing CE credits or professional certifications?

By defining these elements early, your RFP will focus on solutions that truly align with your needs.

2. Focus on Priority Features

With so many LMS platforms offering a broad range of features, it’s important to focus on what’s most critical for your organization. This helps narrow the field to those platforms that will offer the most value.

Essential features to prioritize include:

• Customizable learning paths: Can the LMS personalize learning experiences for different membership groups?
• Automated reporting: Does the platform offer robust reporting tools for tracking learner progress and CE credits?
• Scalability: Is the LMS built to grow with your organization? Can it handle increasing user activity without compromising performance?

Request that vendors illustrate how their platform’s features perform in practical scenarios relevant to your association.

3. Ask Targeted Questions

Your RFP should include specific questions that enable vendors to demonstrate how their platform addresses your key needs. Ask about:

• User experience: Is the platform intuitive and easy to navigate for all types of users?
• Support and onboarding: What training and ongoing support does the vendor offer? Will your team receive the help they need during implementation?
• Implementation timeline: How long does it take to set up the LMS, and what resources will be required on your end?
• Data security: What security protocols are in place to protect your members' personal data?

These inquiries help you assess whether each vendor's LMS can meet your operational and user experience expectations.

4. Clarify Budget and Pricing

LMS pricing structures vary significantly, so it's important to communicate your budget upfront in the RFP. This will help avoid any surprises and ensure that the vendors you engage with can meet your financial expectations.

Request information on:

• Initial and ongoing costs: Be sure to understand what’s included in the pricing—such as licensing fees, setup costs, and potential additional charges for extra users or features.
• Long-term affordability: Confirm that the pricing model can accommodate your growth without causing financial strain as your needs evolve.

Asking vendors for pricing examples or case studies from similar organizations will help you evaluate the total cost of ownership over time.

5. Assess Vendor Compatibility

Beyond technical functionality, your LMS vendor should align with your organization’s mission and long-term goals. Vendors experienced in working with associations and societies often bring valuable insights and specialized features tailored to your sector.

Evaluate vendors based on:

• Industry expertise: Do they have a track record of working with associations or organizations like yours?
• Client feedback: Request references or success stories from similar associations. This will give you a sense of how well the platform performs in practice.

6. Make an Informed Decision

Once you have collected responses from vendors, carefully evaluate their proposals against your initial priorities. Organize the information into categories such as pricing, features, and scalability.

You may want to schedule follow-up discussions or platform demos with top candidates and involve key stakeholders in the decision-making process. By thoroughly comparing options, you can confidently select an LMS that aligns with your strategic goals and sets your association up for long-term success.

Conclusion

Selecting an LMS is a critical decision for associations and societies looking to enhance their continuing education offerings. By defining your needs, asking targeted questions, and thoroughly vetting vendors, you can find a solution that boosts member engagement, improves operational efficiency, and delivers a seamless learning experience.

At InReach Continuing Education, we specialize in helping associations find the right LMS for their unique needs. Contact us to learn how we can support your CE programs and drive better outcomes for your members.