Director, Meetings and Special Events

About IAAPA

Inspiring each other to move the attractions industry forward.

IAAPA is the premier trade association representing the diverse and ever-changing attractions industry. For over a century, we have connected companies of all sizes and people of all levels to provide meaningful experiences for their guests around the world.

IAAPA hosts global events and conferences that spread successful ideas and practices. We also provide valuable tools and resources that make all our businesses smarter, safer, and more profitable while delivering guest experiences that surprise and delight.

Founded in 1918, IAAPA represents leading industry attractions and supplier companies, consultants, and individual members from more than 100 countries. Members include professionals from amusement parks, theme parks, attractions, water parks, resorts, family entertainment centers, zoos, aquariums, science centers, museums, cruise lines, manufacturers, and suppliers. 

About the Team

If your passion is to create, design, and offer a unique experience to our members, this is the team you belong to. Your creativity, drive, and desire to take care of our global members will be the flagship that leads to the success of the IAAPA’s mission.

Key Areas of Responsibility:

The Director of Meetings and Events is responsible for planning and executing all logistical aspects of IAAPA’s North America meetings, conferences, trade show and special events. This role requires a seasoned professional with a keen understanding of event management and strategic planning. 

Job Title: Director, Meetings and Special Events

Hours: Full time
Location: HQ – Orlando, FL

Essential Duties and Responsibilities: 

• Oversee, plan, and execute the North America annual events calendar with the according stakeholders consistent with IAAPA’s standards as a world-class expo and event producer for the attractions industry.
• Budget management including forecasting and quarterly P&L updates.        
• Lead the North American meetings team including hiring, mentoring, executing performance reviews, creating SOP’s, and coaching on all aspects of a meeting cycle.
• Develop robust conference and networking event agendas through collaboration with committee members, education team, marketing team, and leadership. 

• Serve as primary point of contact and IAAPA representative for vendors including but not limited to hotels, housing bureau, travel agencies, convention centers, transportation operators, DMCs, tour groups, AV and technology service providers, entertainment, and general service contractors. 
• Leverage multi-year relationships with facilities and vendors where applicable, including agreements on a global level.
• Establish/maintain relationships with contacts at prospective destinations and venues for upcoming IAAPA events, conferences, or meetings, both domestic and international 
• Conduct site visits to review destinations and venues for upcoming events. 
• Coordinate housing and transportation for meeting participants and staff.
• Establish and manage room blocks and provide reports to senior management on utilization, working to minimize financial obligations (such as attrition, F&B minimums, and cancellation penalties). 
• Preparation and distribution of working agendas, timelines, meeting specs and BEOs.
• Coordinate room layouts (seating charts) and stage sets for optimal capacity and usage. 
• Prepare for and conduct pre-con meetings. 
• Onsite event management (room sets, AV and signage placement, F&B consumption, entertainment, décor) 
• Oversee special events “vision” and implementation, with decor, AV, and facilities. 
• Coordinate and oversee timelines and due dates for each project. Provide reports to senior management on registration pacing, working to minimize financial obligations (such as attrition, F&B minimums, and cancellation penalties)
• Utilized event platform and software to manage attendee registration, creating reports associated with attendance, badge printing, restrictions, and financial statements. 
• Provide exceptional customer service to members and attendees, via strong written and verbal communication skills.
• Serve as primary conduit between staff and vendors on meeting/event management.
• Solicit and secure assistance from staff for on-site management of events, and train staff on responsibilities/fulfillment. 
• Liaise with other IAAPA departments to provide meetings services as assigned. 
• Manage post-event vendor review and evaluation. 
• Create internal reporting mechanisms and generate reports for staff use as needed. 
• Manage process of post-event survey creation, distribution, aggregation, and reporting.
• Oversee the IAAPA HQ event space which includes scheduling and coordination of outside partners while occupying the space.
• Lead and coordinate IAAPA Board of Director’s meetings including site selection, hotel rooms and meeting space, event planning and on-site deliverables. 
• Support regional teams in planning and executing events in other regions. 

Qualifications: 

• College degree in event management, communications, marketing, or equivalent experience.
• 7 - 10 years in meetings and special event management, CMP designation preferred.
• Expert in Microsoft Office Suite – Excel, Word, Outlook, and PowerPoint.
• Experience with building and managing registration in an event management software.
• Supervisory experience preferred.
• Professional demeanor.
• Strong time management and project planning skills with ability to organize, prioritize and accomplish multiple tasks with strict attention to detail.
• Ability to anticipate problems and opportunities. Demonstrate strength in decision-making and problem solving.
• Excellent written and verbal communication skills including strong editing and proofreading abilities.
• Self-starter with the ability to collaborate with team as well as independently with little supervision.
• Must be able to adapt to all personality types and a variety of subject matter.
• 50% travel required.
• Ability to work weekends, during holiday periods and after hours during busy conference times.
• Physical requirements include ability to travel, walk and stand for extended period, stoop, drive, lift at least 45 pounds and willingness to perform manual labor specific to job (i.e., packing boxes, carrying signage, hail taxicabs, move tables and chairs, etc.