The verdict in three sentences
For a trade association of 1,200 members in London, a site with a directory, members' area, regulatory updates and online renewals costs EUR 30,000 to 60,000 excl. VAT in 2026. The quality of the result depends first on the RFP: a vague document produces 5 incomparable bids, a precise one produces 5 bids you can score. With a 40 % technical, 30 % price, 30 % method grid and a realistic 5-month timeline, you decide on facts.
Modules to describe in the RFP
Each module must be described by its users, business rules and volumes. An agency cannot price "a members' area"; it can price "1,200 accounts, 3 permission profiles, 400 restricted documents, magic-link login".
| Module | What to specify | 2026 range excl. VAT |
|---|---|---|
| Public site and news | Number of templates, sections, press feed | EUR 10,000 to 15,000 |
| Member directory | Fields, filters (region, trade), self-updated profiles | EUR 5,000 to 9,000 |
| Members' area | Permission profiles, restricted documents, optional SSO | EUR 6,000 to 12,000 |
| Regulatory updates | Briefings, email alerts, full-text search | EUR 4,000 to 8,000 |
| Online renewals | Fee scale, card and direct debit, invoices | EUR 3,000 to 7,000 |
| Content migration and CRM | Existing content, link to member database | EUR 2,000 to 9,000 |
| Total | Depending on options and custom work | EUR 30,000 to 60,000 |
Online renewals are often the most profitable module: they cut paper reminders and speed up collection. The link to the member database (association CRM or spreadsheet) is the riskiest item, to be described with an anonymised data sample.
The tender: 5 agencies, one scoring grid
Inviting more than 5 agencies dilutes your review time; fewer than 3 leaves no basis for comparison. Publish the scoring grid upfront, it steers the quality of responses.
| Criterion | Weight | What you assess |
|---|---|---|
| Technical value | 40 % | Architecture, CMS, security, WCAG accessibility, hosting |
| Price | 30 % | 3-year total cost, maintenance included |
| Method | 30 % | Schedule, workshops, named team, association references |
| Pitch | Pass/fail | 45 minutes, demo on your real cases |
| References | Pass/fail | 2 live association or federation sites |
Always ask for the 3-year cost. A EUR 35,000 bid with EUR 9,000 annual maintenance costs more than a EUR 45,000 bid with EUR 4,000 maintenance.
The 5-month timeline
Month 1: writing the RFP, tender and pitches. Month 2: design workshops, mock-ups and board approval. Months 3 and 4: development, content migration and member database connection. Month 5: testing with a panel of 20 members, phased opening, then the online renewal campaign. Schedule go-live at least 6 weeks before the annual renewal call.
Mini case study
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Helen, chief executive of a trade association in London (1,200 members, average fee EUR 950), selects an agency at EUR 46,000 excl. VAT plus EUR 5,000 annual maintenance. Previously, 35 % of fees arrived after the second reminder, tying up an assistant 2 days a week for 3 months, about 26 days at EUR 280 fully loaded, EUR 7,280 per year. With online renewals, the 30-day payment rate rises from 55 % to 78 %, and 3 more members a year renew thanks to the enhanced directory, i.e. EUR 2,850 of extra fees. Net annual gain is about EUR 5,100 after maintenance, plus the value of regulatory updates that members actually read.
FAQ
What budget for a trade association website in London?
Between EUR 30,000 and 60,000 excl. VAT in 2026 for a site with directory, members' area, updates and online renewals. The budget depends mostly on the member database connection.
How many agencies should we invite?
Five is a good balance. Beyond that, review takes more than 3 weeks; with fewer than 3 responses, comparison loses its value.
Why a 40 / 30 / 30 grid?
It avoids picking the cheapest bid on a technically demanding project. Price counts for 30 %, but measured over 3 years including maintenance.
Must the site meet WCAG?
A private association is not always legally bound, but targeting WCAG 2.1 AA is recommended, especially with public funding. Count EUR 2,000 to 4,000 for an accessibility audit.
How long from tender to go-live?
Count 5 months, including 1 month of tendering. A project launched in January can open in early June for a September renewal call.
Let's scope your project. Send us your RFP or your raw requirements: we price a trade association site between EUR 30,000 and 60,000, delivered in 5 months. 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.
