Meetings and Events Manager

SUMMARY

The Meetings and Events Manager is part of a team responsible for managing the meetings, conferences and conventions for our client trade associations. This position delivers exceptional customer service to both internal Association representatives and our managed associations' members. The Meetings and Events Manager is responsible for event pre-planning and on-site functions. This includes managing vendors’ plans for assigned client accounts and other related tasks. The Manager will cover various events, including but not limited to association conventions, small trade shows, workshops, and executive board meetings. This position reports to the Director of Meetings.

RESPONSIBILITIES 
•    Consult with internal and external stakeholders to determine the event’s goals, objectives, budget and desired        outcomes for clients and event participants
•    Research, recommend and select meeting sites and activities that support objectives 
•    Evaluate potential meeting locations through the review of proposals and site inspections
•    Provide overall event planning strategy and choreography of meetings
•    Manage hotel room blocks
•    Develop and manage meeting budgets with client teams 
•    Track meeting and event expenditures to stay within or below budget 
•    Prepare reports on group activities, such as meeting statistics and metrics 
•    Negotiate contracts with hotels, restaurants, and other venues
•    Solicit meeting sponsorships
•    Create events in membership and meetings database
•    Oversee meeting registrations in the membership and meetings database
•    Manage on-site vendors, hotel staff, and temporary staff at association meetings
•    Report on meeting attendance and budget performance 
•    Anticipate, develop, and implement contingency plans for meeting activities 
•    Manage updates and content uploads for meeting mobile applications. (Whova & Swapcard). 
•    Ship materials including gift bags, AV equipment to meeting and event locations. Pack up materials following events.