Meeting Manager

Association Headquarters is seeking to build a pipeline of Meeting Managers in the Alexandria, VA area due to tremendous growth in our organization! The Meeting Manager is responsible for organizing the program, logistics, and registration information for events, including meetings, education courses, and webinars. He/she works closely with volunteer planning committees, internal departments, venues, and vendors to meet the objectives of each meeting. Essential Duties and Responsibilities Meeting Planning Prepare draft budgets for meetings based on venue costs, event schedule, and historical performanceAssist meeting committees with budgeting and planning by providing historical data and recommendationsCompile and maintain a meeting preparation calendar for meeting committees and staff, showing tasks, responsibilities, and deadlinesMeet deadlines on individual meeting planning timelineInitiate the bid process, send Request for Proposals and finalize contracts of all meeting contractors, including audiovisual, exhibition services, transportation, photography, and all off-site venuesPrepare comprehensive post-meeting reports on hotel data, income, and expenses, and quantitative and qualitative lessons learned. Provide relevant data for Meeting Chair's report to the BoardRespond to member requests for information on meetings, sponsorship, exhibits, partnering, and other membership activitiesPrimary contact for meeting venues in planning and on-site management of meetings and education programsWork closely with volunteer planning committees and speakersManage online proposal systemFacilitate the use of the proposal system by the program selection committeeCoordinate speaker communicationsSchedule sessions in contracted meeting spaceTrack and communicate program and speaker changes Promotion Assist meeting chairs in developing promotional plans by providing advice, historical data, and other research as necessaryFacilitate creation and distribution of promotional meeting publicationsArrange distribution and coordinate outreach to non-membersPerform other activities as required. Meeting Execution Coordinate vendor selection, communication, and contract oversight for AV, decorators, and other vendorsCoordinate off-site venue selection, contract negotiation, and contract oversightManage meetings and events on-sitePlan menus, room sets, and audiovisualWork with the Industry Relations department to coordinate exhibits, partnering, and sponsorship programsPlan flow on-site, including registration, signage, breakouts, etc.Create comprehensive staging guides for each meeting and eventOversee on-site meeting operations, including coordination of meeting volunteers and staff responsibilities. Serve as liaison with hotel contacts to ensure a quality experience for all meeting attendeesWork closely with Meeting Chair and Arrangements Chair to implement on-site and off-site logisticsIdentify 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 requestDirect Meeting Coordinator on: Providing timely and accurate meeting status reportsManage registrations for all meetings and eventsEnsure the website is current and accurate for all meetings Follow and update meetings manual