The verdict in three sentences
Rebuilding the website of an association with 300 to 3,000 members costs EUR 25,000 to 70,000 excluding VAT in 2026 (roughly GBP 21,000 to 60,000), and most of the gap comes from the member area and its connection to the membership CRM. An RFP structured in 12 sections, with real volumes and clear priorities, halves the spread between the bids you receive. Online subscription payments, at around 1.4 % + EUR 0.25 per transaction, often pay for themselves in the first renewal campaign.
Budget per functional block
Before writing the RFP, the chief executive should know what each block costs. The ranges below reflect 2026 pricing from mid-sized agencies in London and Paris.
| Block | Scope | Budget excl. VAT 2026 |
|---|---|---|
| UX and design | Member workshops, sitemap, wireframes, WCAG accessibility | EUR 5,000 to 12,000 |
| Public site and CMS | 30 to 80 pages, news, policy positions, press, events | EUR 8,000 to 18,000 |
| Member directory | Company profiles, filters by sector and region, self-service updates | EUR 3,000 to 8,000 |
| Member area | Login, restricted documents, briefings, membership CRM connector | EUR 8,000 to 20,000 |
| Subscription payments | Renewal notices, card and direct debit, automatic receipts | EUR 2,000 to 6,000 |
| Content migration and training | Migration from the old site, training for 3 to 6 editors | EUR 2,000 to 6,000 |
An association with 500 members wanting a polished public site, a directory and a simple member area lands around EUR 30,000 to 40,000. Above 1,500 members, with several membership tiers, working groups and two-way CRM sync, the budget climbs to EUR 60,000 to 70,000.
The 12-section RFP template
A useful RFP runs 15 to 25 pages. It gives agencies the volumes they need to price without padding their safety margins.
- Background: the association, member count, governance, staff team.
- Measurable goals: for example 60 % of subscriptions paid online, 30 % of members logging in each month.
- Audiences: members, prospects, policymakers, press, general public.
- Target sitemap: pages per section, content to migrate.
- Features: directory, member area, events, payments, newsletter.
- Integrations: membership CRM, email platform, accounting, optional SSO.
- Technical constraints: hosting location, preferred or open CMS, security.
- Accessibility and data protection: WCAG level, consent, UK GDPR records.
- Content: who writes, volume to migrate, available photos and video.
- Timeline: target launch date, constraints such as the annual general meeting.
- Budget: an indicative range, which helps agencies propose the right scope.
- Response format: expected documents, scoring criteria, selection calendar.
Agency scoring grid
Publishing the grid inside the RFP improves the quality of responses.
| Criterion | Weight | Quality signal |
|---|---|---|
| Understanding of the association's challenges | 20 % | Restated goals, sharp questions |
| Methodology and timeline | 15 % | Detailed phases, member workshops |
| Technical solution and CRM integration | 20 % | Architecture diagram, connector already built |
| Association or institutional references | 15 % | Live sites for trade bodies or unions |
| Price and three-year maintenance cost | 20 % | Clear breakdown, yearly maintenance priced |
| Team and dedicated contact | 10 % | Named project lead, availability |
Invite 3 to 5 agencies, hold a one-hour pitch for the two finalists and allow 3 weeks to respond. The project itself then takes 4 to 6 months, often with a month lost to content writing.
Mini case study
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Isabel, chief executive of a 1,200-company trade association in London, collects subscriptions by cheque and bank transfer. Her team spends 3 days a month for 4 months chasing, keying and reconciling payments, 12 days at EUR 380 loaded cost, EUR 4,560 a year. With an average subscription of EUR 850 and 60 % of members paying online, payment fees reach 720 × (850 × 1.4 % + 0.25) = EUR 8,748. The real gain is cash flow: subscriptions arrive 45 days earlier on average, and lapsed renewals drop by 2 points thanks to automatic reminders, keeping 24 members and EUR 20,400 of subscriptions every year.
FAQ
What budget should a London trade association plan for a website rebuild?
Plan for EUR 25,000 to 70,000 excluding VAT depending on member count and how deep the member area goes. An association with 500 members usually lands between EUR 30,000 and 40,000.
How much does a member area connected to the CRM cost?
EUR 8,000 to 20,000 excluding VAT, depending on one-way or two-way sync. A connector to a mainstream membership CRM costs less than a bespoke integration.
What are the fees for online subscription payments?
Providers charge around 1.4 % + EUR 0.25 per European card payment. Direct debit is cheaper, often EUR 0.30 to 0.50 per transaction.
How many agencies should we invite?
Three to five agencies are enough to compare without exhausting the team. Beyond that, evaluating bids takes more than 10 working days.
Should the RFP state a budget?
Yes, an indicative range prevents off-target bids. Agencies then adjust scope instead of quoting a teaser price.
Let's scope your project. Kolonell reviews your RFP and prices your association website rebuild, from EUR 25,000 to 70,000 excluding VAT, delivered in 4 to 6 months with member area and online subscriptions. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
