Company Name:

Conference Managers, Inc.

Location:

Reston, Virginia

Approximate Salary:

Not Specified

Job Category:

Management

Industry:

Education

Position Type:

Mid-Senior Level

Required Experience:

2 - 5 years

Required Education:

Bachelor's Degree

Posted

April 16, 2018

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Conference Manager

Position: Conference Manager

Salary: Open

Location: Herndon, VA

Employer:  Conference Managers

Type:  Full Time

Preferred Education:  4-year Degree

Travel:  Up to 20-25%

 

EMPLOYER INFORMATION:

Conference Managers is a third-party meeting planning firm established in 1989, who partners with clients to create successful and memorable annual conferences, meetings and tradeshows.  Events range in type, industry, and size.  The services Conference Managers provides include logistic arrangements, speaker manager, exhibits sales and management, sponsorship sales, and registration.  Conference Managers' extensive knowledge of exposition and conference management allows us to provide services with minimal direction, while becoming an integral part of our clients’ organizations.


JOB DESCRIPTION:

The Logistics Assistant at Conference Managers will be responsible for providing outstanding customer service and support to logistics managers for multiple national conferences.  The ideal candidate will be an energetic person, with excellent written and verbal communication skills who can work efficiently in a past faced environment. 

 

Responsibilities:

 

Logistics-

Conference manager responsibilities listed below, but not limited to:

  • Serve as client lead and liaison between the events team, client, meeting facilities and all vendors

  • Compile, maintain, and distribute staging guides (convention center + hotel[s])

  • Develop and manage conference budgets

  • Develop and maintain contracts with hotels and convention centers

  • Manage room blocks for current & future meetings; adjust room blocks as needed

  • Manage conference housing process for master list, VIPS and staff

  • Develop publication production schedules

  • Work with vendors, staff and conference committees to produce conference publications

  • Keep conference websites updated and current

  • Investigate, select, and contract various conference vendors

  • Order and approve conference signage

  • Order Audio-Visual, Internet, and Electricity for all conference areas

  • Select and book offsite venues for association events

  • Research, select and order deliverables for attendees

  • Manage staff and volunteer assignments

  • Manage conference transportation and wayfinding

  • Approve, organize and code invoices for payment

  • Coordinate staff/planning team site visits to future-year cities

  • Maintain history files: attendance, socials, housing, F&B, exhibitors/sponsors, internet/AV usage

  • Participate in periodic planning team meetings with client

  • Participate in periodic strategic planning meetings with client

  • Other duties as assigned

 

 

Registration Management

·         Manage registration processes in advance and on-site for conferences

·         Create and test registration website and form

·         Confirm registration pricing and policies with the client

·         Oversee/train registration assistant on data entry, payment, refund, and general procedures

·         Train designated support staff

·         Produce registration and accounting reports

·         Produce badges and tickets

·         Order badge holders, ribbons, and supplies

·         Produce and tabulate surveys

·         Collate badges, tickets, ribbons

·         Provide back-up telephone support

·         Coordinate temporary staffing, if applicable

 

Speaker Management

·         Develop and maintain databases for speakers

·         Send all communication to speakers and poster presenters

·         Compile and edit session text for conference publications

·         Develop, distribute, and collect all speaker forms and communications

·         Respond to presenter inquiries

·         Compile forms and data for continuing education application

·         Serve as conference committee liaison

·         Collect speaker handouts and presentations

·         Collect AV requests

·         Organize and distribute presentation and poster submissions for review

·         Tabulate presentation and poster review results

·         Develop, distribute, and collect all speaker forms and communications

·         Coordinate session moderators and produce moderator packets

·         Produce packets for poster judges

·         Develop & maintain plenary session scripts

 

 

Secondary Duties/Responsibilities:

  • Bachelor’s Degree preferred or any combination of education and experience that shows experience in a customer relations or event planning environment

  • Exceptional customer relations skills

  • Ability to organize, prioritize and coordinate multiple work activities in a fast-paced team environment and meet critical deadlines, as well as working independently

  • Excellent database management and proficiency with Microsoft Office software

  • Exceptional written and verbal communication skills

  • Attention to detail and excellent proofreading skills

  • Ability to establish and maintain effective working relationships with others and the desire to be part of a committed work team

  • Strong work ethic with an enthusiastic, positive attitude, and the highest level of integrity

  • Maintain regular and timely attendance


PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand; walk; climb or balance; stoop, kneel, crouch, or crawl and taste or smell.

 

The employee must regularly lift and/or move up to 10 pounds, frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds.

 

Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.



WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

The noise level in the work environment is usually moderate.

 

 

Company Name:

Conference Managers, Inc.

Location:

Reston, Virginia

Approximate Salary:

Not Specified

Job Category:

Management

Industry:

Education

Position Type:

Mid-Senior Level

Required Experience:

2 - 5 years

Required Education:

Bachelor's Degree

Posted

April 16, 2018

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