Conference Meeting Manager

Association Headquarters is seeking to build a pipeline of highly motivated and detailed oriented Conference   Meeting Managers that has extensive experience with planning, coordinating and executing all activities related to meetings, special events, board and committee meetings, including hotel selection & accommodations, budget preparation, contract negotiations, audiovisual, and air / ground transportation for meetings of up to 1000 participants.

The Conference Meeting Manager is responsible for organizing the program, logistics, and registration information for events, including meetings, education courses, and webinars. He / she works closely with volunteer planning committees, internal departments, venues, and vendors to meet the objectives of each meeting.

APPLICATION INSTRUCTIONS

To be considered for this position, the online application must be submitted, along with an updated resume. All applicable fields on the application are required.

Essential Duties and Responsibilities

Meeting Planning

• Prepare draft budgets for meetings based on venue costs, event schedule, and historical performance
• Assist meeting committees with budgeting and planning by providing historical data and recommendations
• Compile and maintain a meeting preparation calendar for meeting committees and staff, showing tasks, responsibilities, and deadlines
• Meet deadlines on individual meeting planning timeline
• Initiate the bid process, send Request for Proposals and finalize contracts of all meeting contractors, including audiovisual, exhibition services, transportation, photography, and all off-site venues
• Prepare comprehensive post-meeting reports on hotel data, income, and expenses, and quantitative and qualitative lessons learned. Provide relevant data for Meeting Chair's report to the Board
• Respond to member requests for information on meetings, sponsorship, exhibits, partnering, and other membership activities
• Primary contact for meeting venues in planning and on-site management of meetings and education programs
• Work closely with volunteer planning committees and speakers
• Manage online proposal system
• Facilitate the use of the proposal system by the program selection committee
• Coordinate speaker communications
• Schedule sessions in contracted meeting space
• Track and communicate program and speaker changes

Promotion

Meeting Execution

Administrative

Providing timely and accurate meeting status reports

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