Position Overview:
We are seeking a highly organized, dynamic, and detail-oriented Manager of Meetings & Trade Shows to oversee the planning, coordination, and execution of both large-scale trade shows and association meetings. The ideal candidate will have extensive experience in event and trade show management, from strategic planning through to post-event analysis, with a strong focus on managing multiple projects and tasks while delivering exceptional attendee experiences and ensuring seamless operations.

Key Responsibilities:

Trade Show Management:

1. Planning & Coordination:
• Develop and manage event timelines, budgets, communications and marketing plan, show management and event specifications for Hardscape North America.
• Coordinate with all contracted vendors to ensure all items are planned, ordered, and executed according to the event timelines, marketing plan and budget.
• Manage all education and optional events during the trade show to include food and beverage, audio visual, room sets, material deliveries, room assignments, vendor logistics, etc.
• Collaborate with internal and outsourced marketing and communications teams to ensure promotional materials, branding, and digital marketing align with event goals.
• Create and distribute weekly registration reports to trade show stakeholders.
2. Exhibitor & Vendor Relations:
• Serve as the primary point of contact for members, attendees, vendors, and show management for Hardscape North America.
• Maintain effective and professional communications and serve as main staff liaison to co-located show management team.
• Build and Manage attendee registration platform in collaboration with the registration vendor, MCI.
• Maintain Hardscape North America website and keep updated as needed.
• Execute trade show vendor contractual terms and ensure all service providers (AV, catering, security, etc.) meet the agreed-upon service levels.
3. On-Site Management:
• Lead event operations on-site, ensuring smooth execution and troubleshooting any issues.
• Manage event staff and volunteers, ensuring everyone is well-briefed on their roles.
• Oversee the setup, teardown, and logistics, ensuring all event materials and equipment are properly handled.
• Monitor the event flow and attendee experience, adjusting as necessary to ensure success.
• Manage the onsite registration team, cash collection and daily registration reporting.
4. Post-Event Evaluation:
• Lead post-event debrief sessions with both internal staff, show management and co-located show management to evaluate trade show success and gather feedback for continued improvement.
• Conduct post-event surveys for exhibitors and attendees to assess satisfaction and areas for improvement.
• Provide event reports and analytics on attendance, revenue, and key performance indicators (KPIs).
• Maintain event dashboard metrics.

Association Meetings & Internal Event Coordination:

1. Meeting Planning & Execution:
• Assist in the planning, coordinating, and onsite management of internal and external association meetings (Annual and Midyear Meetings)
• Assist in coordination of logistics such as offsite venue selection, catering, audiovisual setup, and attendee accommodations.
• Prepare detailed agendas, materials, and briefing documents for stakeholders.
2. Stakeholder Collaboration:
• Work closely with senior leadership and internal teams to understand meeting objectives and customize agendas to meet goals.
3. Budget & Timeline Management:
• Manage event budgets for meetings, ensuring efficient use of resources.
• Ensure cost-effective decisions are made while still maintaining high standards of quality for meetings and events.
4. On-Site Event Management:
• Help oversee all logistical details during the meeting, ensuring everything runs smoothly with the Events Team.
• Provide onsite support, manage registrations, and assist with onsite temporary or internal staff training.
• Troubleshoot issues in real-time and communicate any changes to attendees and speakers.

Additional Responsibilities:

1. Team Collaboration:
• Work closely with cross-functional teams (Marketing, Sales, Education, Operations, etc.) to align event objectives with company goals.
2. Continuous Improvement:
• Stay up to date on industry trends, best practices, and technologies for trade shows and meetings.
• Suggest and implement improvements to event processes, vendor relationships, and attendee experiences.

This position requires a candidate who is local to Herndon, VA and can commute into the Herndon office 2-3 times per week. Candidates cannot be located out of state. 

Qualifications:

• Education: Bachelor's degree in Event Management, Hospitality, Marketing, or related field.

• CMP certification preferred

• Experience:
• Minimum of 5 years of experience in event planning and management, particularly with trade shows and association meetings.
• Proven track record in managing both large-scale events and smaller, high-impact meetings.
• Experience working with vendors, exhibitors, and event technology (AV, registration systems, etc.).
• Experience managing multiple vendors and contracts to ensure events are executed successfully.
• Skills:
• Excellent project management skills, with the ability to handle multiple tasks and deadlines simultaneously.
• Strong communication, negotiation, and interpersonal skills.
• Proficiency in event management software and Microsoft Office Suite.
• Ability to work independently, as well as collaboratively in a team environment.
• Attributes:
• Exceptional organizational and time-management skills.
• Creative problem-solving abilities and calm under pressure.
• Strong attention to detail and ability to anticipate needs.

Physical Requirements:

• Ability to travel to event locations, sometimes requiring long hours and flexibility.
• Ability to lift and carry event materials and equipment, up to 50 pounds.

Availability to work on evenings and weekends, as needed, for event setups, show days, and post-event 

About Concrete Masonry & Hardscapes Association (CMHA)

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