Director, Meetings and Events

POSITION SUMMARY

The Director, Meetings & Events is responsible for planning, staffing and fiduciary management of onsite professional development programs. In this capacity, the incumbent has oversight responsibility for the following: selection of live event workshop sites; negotiation and signing contracts for required facilities and services; determination and management of all logistical requirements including registration, room set-up, audio-visual equipment, food and beverage, and shipping; vendor relations; exposition management (when applicable), budgeting, financial management, and overall coordination of all NACUBO live events. The Director, Meetings and Events ensures that NACUBO's live events maintain a high standard of excellence and remain relevant to members. The Director, Meetings and Events is also responsible for the oversight, planning, staffing and fiduciary management of the EACUBO professional development programs, including the Annual Meeting and Annual Workshop.

FLSA classification: Exempt

Direct Reports: 3

ESSENTIAL DUTIES AND RESPONSIBILITIES

Meetings and Events Development

• Selects live event sites based on research of past patterns, attendance rates, and nationwide availability to members of all regions. Responsible for hotel and convention center contract negotiations, in terms of rate and space. Responsible for logistical arrangements and services needed to support the program (e.g. audio-visual, catering, etc.) and related contracts.

• Keeps updated on issues affecting convention management, including housing trends, housing bureaus, attrition, ADA requirements, convention facilities, new technologies, etc. and applies knowledge to event development.

• Keeps updated on and incorporates a variety of methodologies and technologies for the delivery of training and education services.

• In collaboration with the Vice President, PD, is involved in the long-range planning process and the development of an ongoing portfolio of live events.

• In collaboration with the Executive Management Team and Executive Assistant, manages the site selection and contracting for board meetings and events.

• Manages the pre-conference and post-conference meetings occurring in conjunction with the NACUBO Annual Meeting.

• Selects event sites and negotiates contracts for the EACUBO Annual Meeting, Annual Workshop and Board of Directors Meetings.

• Acts as meetings and events liaison to EACUBO leadership regarding the NACUBO/EACUBO partnership and professional development offerings.

Program Implementation

• In collaboration with AIA staff, is responsible for the financial success of live events, develops budgets, monitors and authorizes expenditures, and payment of bills.

• Works with program committee (if applicable) and content experts to develop program (including EACUBO).

• For NACUBO and EACUBO events, oversees and manages staff and contractors assigned to manage live event concurrent and general sessions including room setups, food and beverage, speaker arrangements, registration, etc. In addition, develops RFPs and evaluates submissions and selects vendors.

• In collaboration with the Director, Membership and Marketing, assists with and supports the development of communications related to the promotion of NACUBO and EACUBO programs, products and services, including the development of marketing strategies and key messages.

Exposition Development and Implementation

• Responsible for oversight of the operation and evaluation of event exhibitors. Works closely with outside contractors, NACUBO staff, EACUBO volunteers, and decorator to coordinate the logistical management of the exhibits program. Responsible for oversight of exhibit planning, fiscal planning, compliance, site review, promotion, logistical management, (security, floor plans, decorator, name badge production, signage, etc.), and show procedures and rules.

• Responsible for the oversight of all audiovisual, decorator, and security contract negotiations for meetings and events.

Evaluation

• Ensures evaluation of speaker performance on an ongoing basis, including on-site review, attendee written evaluations, feedback from other speakers and planning committee members, letters, telephone calls, and other member communications.

• In collaboration with AIA staff and/or EACUBO volunteers, is responsible for evaluation process and for communicating evaluations to ensure appropriate changes in program content, faculty, design and delivery based on those evaluations. In collaboration with the Vice President, PD, and/or EACUBO leadership, creates program to support and enhance presenter effectiveness. Offers training support as needed.

• Analyzes overall program effectiveness in terms of attendance, cost, timing and goals and initiates modifications in response. Responsible for review of event evaluations and for changes in exhibits program layout, and timing. Analyzes overall exhibits effectiveness in terms of traffic flow, exhibitor feedback, and recommitments.

Organizational Role

• Through participation in a variety of organizational activities, plays a leadership role in the strategic and operational planning of the organization.

• Collaborates with each division to ensure ongoing success of meetings and events, e.g. Business Operations – financial success, AIA – content development, etc.

• Collaborates and maintains positive professional relationship with EACUBO leadership to ensure ongoing success of partnership, and delivery of EACUBO meetings and events.

• Supervises Meetings & Events staff (Senior Meeting Planner and two Meeting Planners).

• Performs other duties as assigned.

QUALIFICATIONS

• Bachelor's degree at an accredited four-year college or university, with relevant experience sufficient to perform the duties and responsibilities outlined in this position description. Certified Meeting Professional designation.

• Seven to ten years work experience in convention management, to include:
  • experience in the planning, implementation, management and evaluation of training and educational programs; knowledge of and experience in the application of adult learning styles and strategies;
  • proven success in managing large conference and live events, and increasing attendance and/or net revenue;
  • demonstrated competence and broad knowledge of the travel, hotel and conference industry and skill in negotiating contracts;
  • demonstrated competence and broad knowledge of housing conferences and meeting registration processes

• Knowledge of not-for-profit associations.

• Excellent interpersonal and verbal communication skills.

• Demonstrated competence in planning, budgeting and project management skills.

PHYSICAL DEMANDS

• Must be able to move quickly from one location to another within a large conference center
• Must possess stamina to work long and demanding hours
• Must be able to travel and work weekends
• Must be able to communicate via phone, email, in-person, in writing and via walkie-talkie
• Must be able to work on the computer for prolonged periods
• Must be able to move about the office to various conference rooms or various workspaces to meet with other staff, etc.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

• This is a climate-controlled environment with moderate noise (e.g., computers, printers/copiers, and light traffic).

• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• (Exempt employees only) Seven-hour workday, variations in work volume sometimes require extended working hours.