The Meetings Manager is responsible for managing various aspects of logistics for conferences, meetings, educational programs, and webinars produced by our association, managing and planning approximately 14-18 meetings per year, including managing specific areas of the association’s annual conference and managing operations of our in-house conference center.

Primary duties and responsibilities:

• Develop RFPs, create proposal comparisons and negotiate contracts for various services/venues to include hotel, audiovisual, transportation, venues, catering, etc.
• Create individual meeting budgets and keep track of revenue and expenses to meet budget requirements.
• Prepare meeting requirements and orders for F&B, room setup, AV, virtual needs, housing, exhibits, internet, signs, security, badges, transportation, offsite venues, etc.
• Communicate with speakers, attendees, exhibitors, and sponsors
• Plan and execute virtual meetings to include producing, executing speaker dry runs, creating run-of-shows and setting up the meeting environment in the virtual platform.
• Update and maintain meeting websites, including setting up online registration
• Monitor registration and housing pick up and make adjustments to alleviate potential liabilities
• Maintain weekly hotel and registration reports for all meetings and distribute report to staff
• Run in-house conference center operations to include maintaining and ordering supplies, setting up/tearing-down and liaising with in-house customers to order catering
• Assist in exhibition/tradeshow management and sponsorship deliverables
• Collaborate with marketing and content leaders on strategy and promotion for events
• Provide timely and accurate meeting status reports, post event and final reports
• Recommend improvements and innovations to event capabilities and processes to enhance attendee experience and improve efficiency
• Review and reconcile various vendor invoices for accuracy and payment
• Collaborate with cross-functional teams to create a cohesive event experience
• Keep up to date on industry and technology trends
• Provide on-site staff support as needed at meetings
• Perform other duties as required