Meeting Managers ensure Bostrom client satisfaction and retention by planning, developing, and executing conferences, meetings, and events for professional associations (Bostrom clients). This includes coordination of the strategic, operational and logistical activities related to the production of assigned events. Meeting Managers work with the Bostrom Meetings Team, as well as the Bostrom staff team assigned to the client and the client’s leadership team.

Client Services

• Work with the Account Executive (AE) and client team to carry out the event-related projects assigned to you to ensure that client goals, budgets, and deadlines are met.
• Create events timelines and utilize project management techniques to lead team in completing assigned tasks, holding self and others accountable with follow up. Strategize and plan the scope of the event with the AE and client teams.
• Lead event-related Committee or Board Meetings, including creating meeting agendas, assigning action items, and drafting minutes as needed. Make recommendations to clients when solicited and/or appropriate.
• Maintain a general working knowledge of event-related client Bylaws and Policy & Procedures; work with the AE to update and revise procedures as needed.
• Recognize when client associations are not achieving potential and inform/discuss with AE one or more potential internal (Bostrom) resources which may address that need.
• Excellent interpersonal communication and team building skills – working with volunteer leaders and staff teams in collaborative, motivating manner. Manage self and others effectively with positive outcomes.

Event Logistics

• Coordinate the operational and logistical activities related to the production of assigned client or Bostrom event, such as dates, location, food, venue contract, audio visual requirements, travel and accommodations, and other details.
• Manage sponsors and exhibitors, including development of prospectus/marketing materials, recruitment/sales of sponsors and exhibitors to hit target goals, and overseeing sponsor and exhibitor fulfillment.
• Create, update, and maintain client event specifications and review BEO’s to ensure accuracy.
• Research and inspect venues and services to ensure they meet the event specifications; Solicit bids and RFPs for services; Recommend the best combination of quality and cost.
• Communicate event logistics to all involved parties, including but not limited to the Committee, Board, attendees, speakers, VIPS, exhibitors, suppliers and hotel.
• Create, update, and maintain planning tools, including but not limited to a detailed schedule of events, script, rooming lists, and staff onsite duties worksheet.
• Create and send invitations; manage RSVP list.
• Manage event registration and guestroom blocks for attendees, volunteer leaders and speakers as needed.
• Oversee or perform event website updates as needed.
• Oversee or perform conference app updates as needed.
• Ensure all supporter benefits are fulfilled for each event.

Technology

• Develop a hybrid/virtual component of a conference, as needed, including coordinating all logistics.
• Responsible for researching virtual platforms and coordinating vendor selections.
• Familiarity with event only registration platforms, AMS event registration platforms, project management platforms, Excel, Word and PowerPoint, digital event platforms.

Speaker Management

• Work with the Program Committee in determining the program schedule.
• Determine vendor & manage abstract submission process.
• Supervise associate in implementing speaker management logistics, i.e., sending out rejection and acceptance letters, securing slide presentations, bios, photos, etc.

Materials and Content

• Create the exhibitor & sponsorship prospectus; significantly contribute to the creation of the meeting registration/marketing brochures.
• Create exhibit services kit for exhibitors with the drayage company.
• Develop and manage materials and content related to the promotion of your assigned events, including email, website, and social media content, in coordination with the client, AE, and Bostrom’s Marketing Team.
• Schedule, assemble, pack, and ship materials to event site.

Budget and Vendor Management

• Work with the AE to create and maintain budgets related to your assigned meetings. Identify and recommend cost-saving alternatives when needed.
• Serve as primary contact and manage overall relationship with key vendors. Negotiate to achieve the most favorable terms, ensuring protection of the client and their interests.
• Solicit and secure event sponsorships, exhibitors and advertisers and ensure all deliverables are met.
• Ensure vendor contracts are signed in a timely manner. Ensure invoices are processed and paid in a timely manner.
• Develop and distribute RFPs for services.
• Complete and submit credit applications, deposits and payments to supplier and hotels, pre-event.
• Reconcile final billing; code properly and clearly, then route for approval / payment.

Event Support

• Respond timely to all event-related issues and questions. Act quickly, diplomatically, and in the best interest of the client to resolve pre-event and onsite challenges.
• Attend meetings/events to provide leadership, serve as the event and venue expert, and ensure superior client services.
• Assist event staff as needed, by taking minutes or providing event set up, break down, or registration support.
• Evaluate the success of each event against the pre-established key performance indicators, such as profitability, number of attendees, or attendee satisfaction, set by the client, AE, or Meetings Team.

Other

• This position has some supervisory responsibilities. You will guide and supervise the work of others on meeting assignments.
• Other duties may be assigned that are required for this position.

• Bachelor’s degree in business administration, Communications, Event Management, or a related field, or equivalent experience required.

• 3 – 5 years Meeting Management or Hotel/Convention Services Experience.
• Association experience is preferred.
• Certified Meeting Planner (CMP) designation or comparable meetings experience strongly preferred.

• Adapt interpersonal skills to audience and setting for desired outcomes.
• Accountable, self-motivated, and open to new responsibilities.
• Strong project management skills with knowledge of PM platforms.
• Manage self and others to plan, organize, and execute multiple projects.
• Make decisions within budget and parameters set by Account Executive, client, or Bostrom.
• Apply critical and analytical thinking to identify and solve problems.
• Skilled in relationship management, conflict resolution, negotiation, and mediation.
• Knowledge of Microsoft office products and experience with program management systems.
• Maintain a professional demeanor with strong skills in customer service, organization, attention to detail, and data entry. 
• Demonstrate personal integrity in all interactions and communications with Bostrom staff and clients. 

• Perform effectively under pressure, managing multiple projects and tasks simultaneously while maintaining composure in challenging situations. 
• Collaborate efficiently across departments and with clients, offering assistance and sharing information as needed. 
• Communicate clearly and effectively, both verbally and in writing, ensuring successful interactions with others. 
• Exhibit accountability and self-motivation, embracing new responsibilities and challenges with a positive, “can-do” attitude.

About Bostrom

Bostrom is an association management company offering comprehensive management, consulting and outsourcing to the not-for-profit community. Bostrom provides associations with the solutions they need to grow, stabilize, redirect, consolidate and meet challenging goals.

Connections working at Bostrom