Meetings Manager (56007)
Job Code: 56007
Location: MILWAUKEE, WI US
Travel Involved: 2-3 weeks
Job Type: Full Time
Job Level: Entry
Education: Bachelors Degree or Equivalent
Skills: Meeting/Event Planning ->Meeting Management
Category: Meetings-Managers/Directors
Compensation:
Position Summary:
GENERAL SUMMARY:
This position works closely with the Associate Executive Director and Executive Director to ensure successful planning for and implementation of the American Venous Forum and the American Venous Forum Foundation Annual Meeting and four regional educational Courses. Moreover, the position implements activities that further AVF and AVFF objectives, liaises with various councils and committees as assigned to provide assistance and support.
POSITION RESPONSIBILITIES (Minimum of 37.5 hours/week):
Responsibilities include, but are not limited to:
1. Perform site visits and analysis of future AVF annual meeting and Courses locations; included development of comprehensive RFP for venues and contract negotiation;
2. Management and oversight of catering (f & b) requirements, logistics for AV, decorator, and exhibitors, and lead retrieval for all meetings;
3. Management and oversight of pre-registration and onsite registration for Annual Meeting and Courses, including organizing registration details such as badges, tickets, bag inserts, ribbons, packet stuffing, access cards, etc. Monitor registration pace and session capacities;Develop the online registration;
4. Manage and oversee the meeting registration process for meetings occurring in conjunction with the Annual Meeting. Ensure accurate and efficient processing of registration forms and confirmations;
5. Manage attendee, speaker, group and exhibitor registration and housing processes;
6. Serve as primary liaison to the meeting attendees regarding registration, housing arrangements and special accommodations. Provide consistent, quality customer service, responding to inquiries by phone, fax and/or email;
7. Maintain the VIP/staff housing list;
8. Onsite management of sponsors/exhibitors;
9. Serve as primary liaison for the temporary staff;
10. Manage the timely payment of invoices including, but not limited to: exhibit badge leads vendor, temporary staffing vendor, insurance companies, overflow and headquarter hotel invoices;
11. Assists in the development and analysis of Annual Meeting and Courses marketing strategy;
12. In collaboration with the Communications Manager, develop and provide accurate Annual Meeting and Course information for publication on the AVF website;
13. In collaboration with AVF staff, manage the production process of the Final Programs;
14. Works with Executive Director to develop and manage Annual Meeting and Courses budgets;
15. Work with Program Chair and Committees of the Annual Meeting and Courses on abstract and other session scheduling; assist with development of educational program as necessary;
16. When appropriate implement and maintain compliance with any relevant accreditation guidelines, as well as those of other international CME providers, through the application of appropriate design, methodology and assessment models (ACCME, PhRMA, etc). Ensure all activities are in compliance with funder Letters of Agreement (LOAs);
17. Other duties as assigned.
Requirements
AMOUNT OF TRAVEL REQUIRED:
Approximately 3 weeks per year, including some evenings and weekends.
EDUCATION/EXPERIENCE:
Bachelor’s degree preferred. Meeting management experience preferred. Excellent organizational and communication skills required. Team player. Ability to prioritize varied assignments and handle multiple projects. Proficiency in Word, PowerPoint. Knowledge of Excel and Microsoft Outlook.
PHYSICAL REQUIREMENTS:(lifting, packaging, etc.)
Minimal lifting required. Ability to move quickly within meeting facilities.
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