Job Title

Manager, Meetings & Conferences 

Classification

Grade 6 | Salary from $69,000.00/yr 

Department

Home Office | Strategic Engagement/Executive

FLSA Status

Exempt | Full-Time 

Supervisor (title)

VP, Strategic Engagement

Location

Atlanta, GA

Position Summary (Basic purpose or primary function of job)

The Meetings & Conference Manager will oversee all aspects of the Arthritis Foundation’s national annual and bi-annual National Meetings as assigned and planned with key internal and external stakeholders.

Within the Foundation

Initiates and maintains close and frequent working contact with key staff members and planning committees to develop and communicate the status of meeting arrangements. Maintains contact as needed with the Arthritis Foundation CEO and senior level staff to ensure the meeting strategy and goals are being met. Maintains continuous contact with National Office and Field staff at all levels to communicate meeting arrangements and details. Communicate with the Marketing/Communications Team related to development, planning, and implementation of each of the conference/meetings. Additionally, routine contact with key national and regional staff and volunteers must be maintained in order to communicate conference/meeting details and arrangements.

Outside the Foundation

Establishes and maintains on-going relationships with representatives of large national hotel chains and site selection companies. Initiates communication with convention bureaus and hotel sale representatives to keep informed of availability of potential meeting sites. Initiates and maintains contact with convention service/catering staff to determine, convey and modify conference arrangements. Maintains membership with professional meeting organizations to keep abreast of industry trends and insights. Establishes and maintains on-going relationship with audio-visual company and other vendors in order to contract for services/products as needed for conferences/meetings.

The Meetings & Conferences Manager is responsible for: 

Planning and implementing all logistics for Arthritis Foundation meetings and conferences which include Juvenile Arthritis Summit, Advocacy Summit, Pathways Conference, Leadership Retreat and All-Staff Summit along with other conferences as assigned. Develop meeting RFPs for potential conference locations and coordinate site visits and site selection with CEO, Senior Leadership Team, and/or meeting leads.  Providing support for conferences and meetings including, but not limited to, booking hotel and travel arrangements, ordering food and beverages, translating plans into general session and workshop formats, and determining audiovisual needs. Managing on-site logistics including hotel, meeting registration, banquet requests, room set-up, audio-visual, technology, and materials.  Leveraging relationships with meeting/conference related vendors (hotels, AV companies) to ensure competitive pricing and meeting options, fully negotiating hotel and vendor contracts.  Working with cross-departmental staff and volunteer planning committees to ensure a high level of quality and attention to details for all meetings and conferences  Building meeting/conference registration forms, websites, and apps.  Coordinating meeting and exhibit materials and managing shipping/receiving for each meeting. Ensuring accuracy and coding of event invoices and submitting for payment. Other duties as assigned. 

Job Responsibilities (Principal responsibilities or job duties)

Planning - Consult and communicate regularly with lead staff and organizing committees in order to plan scope and format of events, to establish and monitor budgets, and to identify and address logistical needs for all Arthritis Foundation national meetings. Develop and monitor timeline to keep projects on track, with superior attention to detail and excellent customer service. 

Venues – Assists with site selection of meeting and conference facilities. Negotiates contracts with host facilities for meetings and conferences. Serves as lead contact for all major meetings and hotel contracts. Responsible for communication of meeting needs (meeting space, banquets, sleeping rooms, etc., reservations (when appropriate), COI’s, billing arrangements and coordination of final payment. Balances Arthritis Foundation needs with hotel requirements/limitations in order to best achieve meeting objectives. Serves as liaison between hotel staff and Arthritis Foundation staff. Establishes meeting space, activities, menus, guest speakers, entertainment, as needed. 

Budget Management - Negotiates prices to stay within predetermined budget. Consults with and assist other departments in the development of meeting budget proposals. Oversees payment of all meeting/conference related invoices.

On-Site Logistics - Supervises on-site details with facility, speakers, presenters, and vendors during meetings. Supervises meeting mechanics including distribution of materials, placement of signs, registration area, etc. Ensures that meeting rooms are arranged according to meeting plan, audiovisual equipment is functioning properly and that food functions are served according to schedule.

Vendor Management - Contracts with vendors for services necessary to accomplish the objectives of each meeting. Specific services include technical directors, audiovisual equipment, speakers, entertainment, ground transportation, off site venues, etc.

Materials/Signage - Establishes objectives and requirements for meeting signage, agendas, exhibits, displays and other materials needed for the meetings. Works with Marketing/Communications department to produce the materials needed. Coordinate shipping for all meeting materials and supplies.

Registration - Coordinates registration activities prior to and on-site during conferences including supervision of staff working registration for the conference.

Required Experience & Education

Bachelor’s degree, plus 3-5 years’ experience in meeting planning and logistics or equivalent combination of education and experience.  Must have thorough knowledge of hotel, convention, and airline industry and experience in onsite negotiation agreements to optimize value and managing meeting expense budget. Ability to work with all levels of staff and volunteers, while coordinating multiple projects/meetings simultaneously. Strong interpersonal communication skills and the ability to work proficiently and productively in a team environment to achieve department goals.  Ability to perform well under pressure and adaptable to change. Proficient in technology-based programs and platforms (Microsoft office suite, Web Ex, Internet, Presentations, and Registration software. Must be available for periods of extended travel; overnight travel as required for site visits and oversight of meetings/conferences.

Essential Job Functions and Time Allocations

Hotel Logistics (site visits, planning, and contracts)

35%

Event Management & Stakeholder Coordination (planning meetings, website, communications, and reporting, etc.)

35%

On Site Support

20%

Other Duties

10%

Total

100%