Meetings Manager

Responsibilities

may include the following for multiple associations :

• Responsible for overseeing all aspects of planning and execution of all in-person and virtual meetings and conferences for multiple partner associations
• Manage existing and new contracts with venues and third parties including but not limited to general services, audio visual, transportation, and security
• Create and manage appropriate meeting timelines, ensuring timely completion, and communicating status updates and clear expectations for conference execution
• Manage and strengthen vendor relationships to ensure clarity of and acceptance of the organization’s goals and expectations
• Oversee service contracts and deliverables for all aspects of conference services including, but not limited to, general services, audio visual, transportation, etc.
• Manage exposition hall and exhibitor deliverables and ensure compliance with venue guidelines (general services, audio visual requirements, budgeting, customer services)
• Plan and manage all conference food and beverage functions and offsite social events, including menus, guarantees, dietary restrictions, budgeting and payment
• Manage housing blocks, monitor room block pickup and pattern to ensure no attrition paid, reserve hotel rooms and arrange payment details for Board members, Speakers, VIPs and staff
• Collaborate with Communications staff to support conference promotions, before, during and after the conference
• Create and manage conference budget and income collection to ensure fiscally responsible funds management, working within budget guidelines in order to track, measure and report expenses
• Oversee conference schedule, prepare event specifications and run of show
• Manage internal and external staff operations during the planning phase and onsite, as well as manage internal and external pre-conference meetings
• Support the planning and execution of educational programming

Job Characteristics and Considerations

Employee Experience