Conference Meeting Manager
Conference Meeting Manager
Posted on :
26-04-2025
Employer Active
1 Vacancy
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Job Description
Essential Duties and Responsibilities
Meeting Planning
- Prepare draft budgets for meetings based on venue costs event schedule and historical performance
- Assist meeting committees with budgeting and planning by providing historical data and recommendations
- Compile and maintain a meeting preparation calendar for meeting committees and staff showing tasks responsibilities and deadlines
- Meet deadlines on individual meeting planning timeline
- Initiate the bid process send Request for Proposals and finalize contracts of all meeting contractors including audiovisual exhibition services transportation photography and all offsite venues
- Prepare comprehensive postmeeting reports on hotel data income and expenses and quantitative and qualitative lessons learned. Provide relevant data for Meeting Chairs report to the Board
- Respond to member requests for information on meetings sponsorship exhibits partnering and other membership activities
- Primary contact for meeting venues in planning and onsite management of meetings and education programs
- Work closely with volunteer planning committees and speakers
- Manage online proposal system
- Facilitate the use of the proposal system by the program selection committee
- Coordinate speaker communications
- Schedule sessions in contracted meeting space
- Track and communicate program and speaker changes
Promotion
- Assist meeting chairs in developing promotional plans by providing advice historical data and other research as necessary
- Facilitate creation and distribution of promotional meeting publications
- Arrange distribution and coordinate outreach to nonmembers
- Perform other activities as required.
Meeting
- Coordinate vendor selection communication and contract oversight for AV decorators and other vendors
- Coordinate offsite venue selection contract negotiation and contract oversight
- Manage meetings and events onsite
- Plan menus room sets and audiovisual
- Work with the Industry Relations department to coordinate exhibits partnering and sponsorship programs
- Plan flow onsite including registration signage breakouts etc.
- Create comprehensive staging guides for each meeting and event
- Oversee onsite meeting operations including coordination of meeting volunteers and staff responsibilities. Serve as liaison with hotel contacts to ensure a quality experience for all meeting attendees
- Work closely with Meeting Chair and Arrangements Chair to implement onsite and offsite logistics
- Identify ways to improve meeting delivery consistent with professional meeting best practices
Administrative
- Monitor meeting budgets and update meeting chair and executive management on significant budget variances.
- Assist meeting committees with budgeting and planning by providing historical data and advice upon request
- Direct Meeting Coordinator on:
- Providing timely and accurate meeting status reports
- Manage registrations for all meetings and events
- Ensure the website is current and accurate for all meetings
- Follow and update meetings manual
Required Experience:
Manager
Employment Type
Full-Time
Key Skills
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