Director of Meetings and Events

ABOUT THIS ROLE

Associations International is seeking an experienced meetings and events professional to join the International Coaching Federation (ICF) Learning and Development (L&D) team as Director of Meetings and Events! The ideal candidate for this position will be a strategic thinker with a passion for event management and a desire to make a positive impact in the coaching profession.

As the Director of Meetings and Events, you will be responsible for strategically orchestrating and executing all logistical aspects of ICF’s meetings, conferences, and events. This pivotal role requires a seasoned professional with a keen understanding of event management and strategic planning. The Director of Meetings and Events will report to the Vice President of Learning & Development, and functions as an integral member of the L&D team in the successful delivery of events and experiences within the ICF Ecosystem.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

I. In-Person, Virtual and Hybrid Conference Planning:

A. All Conferences:

• Oversight: Oversee all elements and phases of logistical planning and execution of conference meetings, programs, and any associated events
• Vendor Negotiations/Contracts: Prepare materials, RFPs and contract negotiations with consultants and service providers
• Action Plan/Timelines: Develop and monitor action plans and timelines for all projects and tasks related to planning and executing conference
• Marketing/Branding/PR: Work closely with Marketing and other L&D staff to develop conference brand, identification of marketing needs, theming/treatments of collateral pieces, website, app development and implementation, member/attendee communications and production timelines
• Sponsorship: Work closely with Sales Manager and Marketing Department to identify leads and to develop sales kit/tools, exhibitor correspondence, and contractual agreements
• Schedule: Work with staff, and when appropriate, committees, to develop and implement conference schedule
• Staffing: Together with L&D staff, plan and facilitate conference staff meetings. Develop on-site staffing plan and training materials (critical path, FAQs, etc.). Determine need for outside labor and contracts/schedules accordingly (i.e., registration temps, security, EMTs, etc.)
• Budget/Bill Reconciliation: Develop and oversee conference budget. Provide regular updates and forecasts to Executive Office, Accounting and Board of Directors. Reconcile all post-conference charges and billing
• Evaluations: Work closely with other L&D Staff and Research Manager to provide input into conference evaluation development. Distribute final evaluation reports to staff and board leadership
• Conference History: Collect and maintain historical records relative to F&B, housing, registration, and conference/education evaluations

B. In-Person Conferences:

• Site Selection: Prepare and facilitate venue and hotel selection processes (RFPs, materials, review of proposals, site visits, contracting, etc.)
• Contacts: Serve as primary contact with host city, convention center, CVB, special event venues, vendors, and consultants. Primary conference contact with all ICF staff, tech team, and hotels and housing bureau as related to guest reservations
• Logistics: Oversee assignment of all meeting space, development of room sets and staging, floor plans and menus. Produce, distribute, and maintain logistical staging guide and group resume
• Venue Relationships: Conduct pre-meetings w/venues, vendors, and consultants to ensure all plans are in place
• Exhibits/ Sponsorships: Provide direct oversight for development of exhibit floor layout and facilitation of floor plans
• Food and Beverage: Work with caterer on all aspects of Food and Beverage (menu planning, tablescapes, guarantees, timelines, etc.; work with other staff to plan and select menus for their events/meetings
• Décor/ Entertainment: Identify specialty décor and entertainment needs. Prepare RFP and contracts. Work with specialty decorator to design and implement theming and treatment of room and tablescapes (linens, centerpieces, lighting, gifts., etc.). Establish timelines for set-up/tear down and on-site management. Liaise on-site with entertainers and manage their requirements (backstage, transportation, F&B, etc.)
• Event Production: Develop timelines for technical productions and liaise with onsite AV provider, signage and production companies for all sessions and special events
• Ground Transportation: (if applicable) Prepare RFP, select vendors and oversee ground transportation needs on-site. 

C. Virtual and Hybrid Conferences

• Event Experience: Partner with other L&D staff to facilitate optimal online conference participant experience
• Event Production: Virtual conference responsibilities include platform selection, set-up, and oversight during event. For Hybrid conferences, this also includes coordination with AV company

II. Board and Committee Meeting Management:

A. Pre-Meeting Logistics: Liaise with Executive Office, Family Organization and other GE Staff on site selection and execution of logistics for their offsite board and committee meetings. This includes site selection, vendor negotiations, hotel blocks, catering, all contracts, and financial reconciliation

B. On-site Meeting Execution: For large-scale board meetings, oversee all on-site set-up and logistics including sleeping rooms, meeting room set-up, F&B, AV, ground transportation, signage, and other meeting needs. For FO and smaller meetings, prepare appropriate staff leadership to perform these functions

C. Board of Directors Meetings: Prepare conference related updates and materials for Board of Directors meetings, including action items for Board of Directors consideration

III. Supervision:

A. Meetings Manager: Primary supervisor for Meetings Manager

B. Adjunct Program Staff: In coordination with other teams and departments, oversee assignments of other staff members to conference functions

C. Conference Volunteers: In coordination with other teams, provide direction to conference volunteers

IV. Other duties as assigned by the Vice President of ICF Learning & Development