Senior Manager, Meetings & Exhibits

  • California Water Environment Association
  • Oakland, CA, United States
  • Jul 17, 2017
Full time Adminstration Conferences Event Management Meetings Trade Shows

Job Description

Senior Manager, Meetings & Exhibits

CWEA Oakland, CA, United States Full Time

The California Water Environment Association (CWEA) has an exciting opportunity for a Senior Manager, Meetings and Exhibits to join our collaborative team! If you are a proactive, solutions-oriented professional, this could be the perfect opportunity for you to grow, have fun and put your creativity and organizational skills to work.

The Senior Manager, Meetings & Exhibits plans and manages association conferences, exhibitor opportunities, workshops and events in collaboration with volunteer committees and partner organizations. In addition, this position will train and manage the education coordinator, temporary administrative staff and onsite contracted support.

Position will:

  • Manage the meeting planning and exhibit activities for the P3S Annual Conference (February), Annual Conference (April/May), Northern Safety Day (October), specialty workshops (ongoing) as well as any new training events by working with volunteer committees and outside partners. This support may include creation of a detailed project timeline; coordination of marketing efforts with the Marketing & Communications Department; arrangement/contracting of venues, vendors and other logistical details; scheduling staff/volunteers to assist onsite and other tasks.
  • Collaborate with and support volunteer committees and outside partners (as related to training programs and events) by scheduling planning meetings; developing meeting agendas; attending meetings; taking/distributing meeting notes; and providing info and direction (as necessary) for the success of the program/event.
  • Contribute to exhibitor strategies involving exhibit hall layout, pricing and logistics.
  • Oversee promotion of exhibitor opportunities, exhibitor registration/customer service, exhibitor booth placement/selection, exhibitor materials, exhibit hall decorator/general services vendor, onsite security and onsite exhibitor check-in/registration desk.
  • Collaborate with marketing/communication team on sponsorship planning, promotion and execution of benefits.
  • Gather content for and proof conference, program and event materials such as promotional brochures, flyers and websites; registration forms and other distributed conference materials.
  • Create RFPs for conference/exhibit hall space, manage a third-party site selection company, conduct site visits, select appropriate venues and negotiate contracts. Interface with hotels, convention centers, alternative meeting and exhibit venues, member agency facilities, caterers, audio visual providers and other vendors.
  • Conduct budget research and create/maintain projections/actuals. Process bills, invoices and check requests.
  • Collaborate on conference and program evaluation forms and assist with final compilation and reporting of evaluation results. Analyze the evaluation results and propose improvements to improve, enhance and/or grow future conferences and programs.
  • Foresee, prevent and manage crisis situations effectively through advance risk assessment and crisis management planning.

Experience/Education Required:

  • Five or more years of experience producing and managing conferences, trade shows and workshops, preferably in a volunteer-driven organization
  • Two or more years of experience managing and training staff
  • Bachelor’s degree
  • Certification in meeting planning (CMP or CMM), exhibits management (CEM) and/or association management (CAE) preferred
  • Knowledge of meeting planning, trade show and hospitality terminology and trends

Skills and Abilities Required:

  • Serve as a team leader, team member and independent contributor
  • Develop and meet schedules and deadlines
  • Communicate clearly and concisely, both orally and in writing
  • Work effectively and cooperatively with meeting industry service providers, contractors, vendors, suppliers, volunteers and CWEA staff (in person, by phone and through email)
  • Utilize our association management system (Netforum), Microsoft Office suite, online software/tools (such as CadmiumCD, eShow, a2z, Survey Monkey, Sign-Up Genius, Doodle, Real Magnet, Trello, Teamwork, etc.) and other technology to manage conferences/trade shows and to enhance the attendee, speaker and exhibitor experiences

Position will travel to conferences, trade shows, workshops, committee meetings and site visits throughout California approximately eight - twelve times per year (1 to 5 days duration each).

Additional Application Instructions

Interested candidates should submit a cover letter with salary requirements and resume by Sunday, August 13, 2017. Required education: •Bachelor's Required experience: •experience producing and managing conferences, trade shows and workshops: 5 years •managing and training staff: 2 years Required license or certification: •meeting planning (CMP/CMM), exhibits management (CEM) and/or association management (CAE)