RESPONSIBILITIES - MEETING MANAGEMENT 

• Overall Project Management:

• Lead the planning, coordination, and execution of meetings and events, ensuring that all deliverables are met on time, within budget, and to a high standard of quality.

• Team Management:

• Project Lead to team of planners & coordinators, providing mentorship, guidance, and support as they manage specific aspects of event(s) planning (e.g., CFS, registration, sponsorships). Foster team collaboration, ensure effective task delegation, and uphold a strong culture of accountability.
• Be a positive and supportive lead planner that will encourage the team working alongside you.  Be willing to jump in and do even the menial tasks that make up the day to day work of event planning. 
• Lead Hotel Logistics
• Oversee all aspects of the headquarters hotel, including managing BEOs (Banquet Event Orders), audiovisual setups, delegate assembly arrangements, registration, and temporary staffing needs. Coordinate all affiliate programs and ensure specifications are met.
• Meeting Specifications & Vendor Sourcing:
• Act as the main point of contact for event vendors. Develop detailed conference/meeting specifications and source caterers, offsite venues, and audiovisual providers to ensure all logistical needs are addressed.
• Housing Block Management:
• Coordinate with any overflow hotels, manage hotel master accounts, conducting post-event invoice reconciliation and payment processing.
• Collaboration with Committees: 
• Act as the primary liaison between conference committees and the events team, ensuring smooth communication and alignment of goals for the event. This includes managing multiple committees, such as content, logistics, and programming committees, and facilitating their input into the event planning process.
• Meeting Coordination: Schedule and facilitate regular committee meetings, preparing agendas and documenting decisions to ensure clear direction and accountability. Provide committees with the necessary tools, information, and timelines to contribute to the event’s success.
• Task Delegation & Tracking: Work closely with committee members to delegate tasks and track progress, ensuring deadlines are met and responsibilities are evenly distributed across the team.
• Stakeholder Engagement: Serve as the point of contact for committee chairs and members, ensuring their needs are met and feedback is incorporated into the event planning process. Address any concerns or questions from committee members in a timely manner.
• Post-Event Review: Organize debrief meetings with committees to gather feedback, review performance, and implement changes for future events.
• Tradeshow and Exhibitions 
• Manage the overall success of tradeshow and exhibit logistics in coordination with general contractors, sponsors, exhibitors and vendors necessary. 
• Support the primary point of contact on the team for vendors, exhibitors, and venue staff, addressing on-site challenges and ensuring smooth execution.
• Support the  compliance with venue and tradeshow regulations, including safety standards, permits, and accessibility requirements.
• Create detailed timelines and task lists to manage pre-event, on-site, and post-event activities efficiently.
• Call for Speakers/Papers Management:
• Know the details of how to oversee the entire process of managing the Call for Speakers (CFS), ensuring the timely collection, evaluation, and selection of high-quality speakers for our events. This individual will work closely with internal stakeholders, external partners, and a diverse array of potential speakers to create a compelling, engaging program.

• Sponsorship Management: 

• Know the details of how to oversee the planning, coordination, and execution of sponsorship activities for events. This includes managing sponsor relationships, ensuring seamless integration of sponsor needs into event logistics, and delivering an exceptional sponsor experience from inception to post-event follow-up. Being able to advise on sponsorship packages and help to build a prospectus is highly desirable.

• Marketing Management: 

• Provide guidance and insight to internal stakeholders on event marketing, to align with the goals and objectives of the organization. Track deliverables and execute timelines to ensure successful marketing initiatives. 

• Onsite Event Management:

• • • Serve as the lead onsite contact for conference logistics. Monitor meal events, oversee registration, and manage the setup of event spaces. 

• Temporary Staffing Management:
  • • Manage the temporary personnel contracting process for large conferences. Compile staff needs, work with staffing agencies, and ensure personnel are appropriately assigned to conference functions.
• Technology Management:
  • • Support best practices and execution for event apps/platforms, ensuring all information is up to date and user-friendly.
    • Be able to (and willing to!) learn, design and implement registration site, CFS platform, event app in conjunction with the team. 
• Financial Reconciliation and Post-Event Management:
  • • Ensure all post-event tasks are completed, including the reconciliation and coding of vendor invoices, finalizing contracts, and reporting event outcomes
• Budget Management
  • • Meticulously manage budgets for meetings and events, demonstrating financial wizardry while surpassing client expectations. Artfully negotiate with vendors, especially within the hotel and venue selection sphere.

RESPONSIBILITIES -  PROJECTS AS NEEDED

• Sustainability Initiatives: Lead or participate in sustainability initiatives related to the hospitality industry. This may include researching and implementing environmentally friendly practices and promoting sustainability within events.
• Technology Integration: Identify and evaluate new technologies and software solutions that can enhance the efficiency of event planning and management processes.
• Market Research and Analysis: Conduct market research to identify emerging trends, customer preferences, and competitive insights within the hospitality and events industry. Use this data to inform decision-making and stay ahead of industry changes.
• Partnership Development: Identify potential partnerships or collaborations that can benefit the company's hospitality and events business. Build relationships with key industry players, such as hotels, venues, or event technology providers, to create mutually beneficial arrangements.
• Training and Development: Support the training and development of coordinator staff involved in hospitality and events. Provide guidance and resources to enhance their skills and ensure consistent service excellence.

The ideal candidate will report directly to the Director, Event Operations. Training will be provided for all aspects of this position, as needed. 

REQUIRED SKILLS

• Minimum 8 years of direct meeting planning experience
• Planning experience with Association clientele with proven skills in the areas of responsibilities outlined below 
• International event planning experience
• EXTREMELY ORGANIZED 
• Exceptional in excel and google suite as well as experience within CRMs
• ATTENTION TO DETAIL
• Managing many projects at once within different scopes and industries while maintaining individual level of service  
• CUSTOMER SERVICE 
• High level customer service standards
• HOSPITALITY INDUSTRY EXPERIENCE 
• Understanding the layers of a meeting from all sides 
• CREATIVITY 
• The ability to think outside the box from a strategic planning and project management perspective
• REMOTE WORK 
• Ability to self motivate and stay focused anywhere in the world
• TRAVEL 
• Available for travel domestic and international for programs, conferences and site visits as needed
• Travel will vary based on program need, estimated at 30% of annual year, subject to change. 
• TEAM PLAYER 
• Fun, inspired individual, who is confident working within a high energy, high expectation team
• Working with other departments within the team to ensure best success 
• CERTIFIED MEETING PLANNER (Events Council Industry certification) strongly preferred
• Vaccinations required as part of this role, as some of our clients require this of their attendees and partners (Covid, international destination suggested, etc)