What are the responsibilities and job description for the Conference Meeting Manager position at Association Headquarters?
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
- Assist meeting chairs in developing promotional plans by providing advice, historical data, and other research as necessary
- Facilitate creation and distribution of promotional meeting publications
- Arrange distribution and coordinate outreach to non-members
- Perform other activities as required.
Meeting Execution
- Coordinate vendor selection, communication, and contract oversight for AV, decorators, and other vendors
- Coordinate off-site venue selection, contract negotiation, and contract oversight
- Manage meetings and events on-site
- Plan menus, room sets, and audiovisual
- Work with the Industry Relations department to coordinate exhibits, partnering, and sponsorship programs
- Plan flow on-site, including registration, signage, breakouts, etc.
- Create comprehensive staging guides for each meeting and event
- Oversee on-site meeting operations, including coordination of meeting volunteers and staff responsibilities. Serve as liaison with hotel contacts to ensure a quality experience for all meeting attendees
- Work closely with Meeting Chair and Arrangements Chair to implement on-site and off-site logistics
- Identify ways to improve meeting delivery consistent with professional meeting best practices
Administrative
- Monitor meeting budgets and update meeting chair and executive management on significant budget variances.
- Assist meeting committees with budgeting and planning by providing historical data and advice upon request
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Direct Meeting Coordinator on:
- Providing timely and accurate meeting status reports
- Manage registrations for all meetings and events
- Ensure the website is current and accurate for all meetings
- Follow and update meetings manual
