Conference & Event Operations Manager

About the Role:

Reporting to the Senior Manager-Meetings, Events and Educational Training, you will manage the logistical operations for assigned small to complex Association hybrid, virtual and in person conferences, meetings and events with a focus on creating high quality, professional educational and networking experiences. This creative, experienced professional will use event technologies, internal and external resources, organizational best practices and their expertise in event management to ensure quality and optimum delivery of event experiences.

You Will:

Event Management (60%)

• Be a liaison with all partners for operational needs for assigned conferences, meetings and events.
• Manage relationships with hotels, vendors and partners to develop operational plans for each conference.
• Layout event space including specialized areas and exhibits supporting change and engaging participant experiences in cost-effective manner.
• Collaborate with the sales team to develop exhibit floor plans, create sponsorship opportunities and manage exhibit and sponsorship logistics onsite. Oversee coordination of vendors and management of costs associated with exhibit and sponsorship sales fulfillment.
• Manage all on-site event logistics. Maximize resources including the management of temporary help and volunteers when applicable.
• Collaborate with Virtual Events team to provide a cohesive hybrid, virtual and in person experience for all participants.
• Participate in online and in person industry events to keep current on trends and new technology.

Financial Management (20%)

• Contribute to the development of detailed annual budgets, strategic plans and risk assessments.
• Manage all assigned events to meet expense, revenue and margin targets, including managing and forecasting operational costs following established procedures. Communicate status updates to partners.
• Reconcile, process and summarize all final billing and event details to help plan future meetings.

Venue and Vendor Selection and Contract Negotiation (20%)

• Collaborate with partners to establish dates and locations for future conferences and manage the venue procurement process including selection of location. 
• Negotiate all applicable contracts to limit Association’s liability, meet event needs, and maximize savings with hotels, audio-visual companies, and temporary agencies ensuring full compliance with Association procedures.