What you will do:
Plans and manages complex logistical aspects of ICMA's Annual Conference and Executive Board meetings. Serves on meeting planning team in support of association-wide small meetings.
- Oversees work of contractors involved with all aspects of conference logistics and operations including site selection, contract negotiation, meeting planning support, event and general services, freight scheduling, convention center sales and catering, audio-visual services, and social event and tour planning. Monitors contractor performance and ensures their understanding of ICMA quality standards.
- Plans and manages exhibit hall in coordination with Conference Exhibits Director. Provides input into floor plan layout to ensure good traffic flow, proper exhibitor placement, adequate areas for registration and exhibitor services, compliance with safety and facility requirements, and customer satisfaction. Arranges color scheme, food and beverage breaks, and logistical needs for theaters, ICMA Pavilion, and complimentary booths. Works with exhibition management company to support exhibitor needs including input into development of service kits.
- Oversees management of conference hotel block arrangements by Conference and Meetings Project Manager, including oversight of housing bureau contractor, management of VIP suites and 500 room sub-block, and arrangements for host committee welcome desks.
- Oversees all on-site logistics in coordination with Conference Director and contractors. Trains on-site staff on their duties; develops master logistical game plan detailing rooms, audio-visual requirements, conference policies, etc.; organizes set up of business/staff offices; and supervises the work of convention services and catering personnel.
- Prepares and manages budget for social event and logistics-related elements of conference ensuring all budget guidelines are followed. Monitors direct expenses, pays vendor bills, and allocates costs to non-conference accounts.
- Writes event and logistics-related copy for preliminary and final programs, as well as marketing materials and newsletter features.
- Coordinates production and posting of on-site signage.
- Works with IT staff to ensure that conference technology is set up and functional on show site; includes arranging for provision of computers, internet, wireless, charging stations, etc.
- Plans and conducts future conference site selection visits in coordination with contractor. Supervises assessment of site suitability and advises prospective host committees on the strengths and weaknesses of their proposals. With Conference Director reports site recommendation to the Executive Board. With Conference Director, meets with future conference host committees regularly throughout the years leading up to a conference to coordinate their input into decisions related to their responsibilities.
- Nurtures relationships with internal and external customers to assist in the development of their conference related needs/experiences and maintains communications to ensure that problems are discussed and resolved.
- Manages logistics for quarterly Executive Board meetings including hotel contract negotiation, A/V arrangements, catering, room sets, restaurant and tour reservations, and onsite troubleshooting.
Meeting Planning Team
Serves on the meeting planning team to advise and assist association-wide staff planning small meetings including budgeting, contract negotiation and review, logistics, and hotel arrangements.
What you need to be successful:
Education and Experience:
- Bachelor’s degree or equivalent combination of education and experience.
- Five to seven years of conference and/or other meeting planning experience
- Certified Meeting Professional Certificate preferred.
Knowledge, Skills, and Abilities:
- Knowledge of the principles and practices of state-of-the-art conference and meeting planning.
- Ability to plan and manage large, complex events, ensuring facilities are ready and expectations met.
- Ability to coordinate resources from multiple sources, including negotiating skills to obtain resources from within and outside the organization.
- Ability to develop and maintain effective working relationships with association leadership, members, vendors, and co-workers.
- Ability to act professionally in a variety of situations and to make quick decisions in a fast-paced environment while remaining calm under pressure.
- Detail-orientation and ability to multitask, meet tight deadlines, think long term, and creatively problem solve.
- Ability to travel domestically frequently (approximately 5-7 trips per year).
- Ability to communicate clearly and effectively, both orally and in writing.
What ICMA can offer you:
- Flexible scheduling and the option to telecommute 1-2 days per week after six month introductory period.
- A collegial working environment where teamwork and individual contributions are valued
- A competitive salary
- Employer sponsored Health, dental, vision, life and disability benefits
- Paid time off
- Generous retirement plan
- Opportunities for ongoing professional development
ICMA is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.