ACEP ID:

Conventions & Meetings Manager

DEPARTMENT

Educational Meetings

BASIC FUNCTION

Plan and manage the logistics of assigned educational meetings, including vendor contract negotiations, advance event logistics, creation and monitoring of budgets and tracking of expenses. Implement meetings, events, exhibit programs, and sponsorship fulfillment onsite and provide leadership and guidance to staff on all planning aspects associate with meetings.

Characteristic Duties and Responsibilities

  1. Plan and manage the advance logistics and onsite execution of assigned meetings at Scientific Assembly ensuring accurately assigned meeting space, creation of function orders are thorough and clear, meeting room diagrams accurately depict function orders, work closely with staff to ensure all meeting needs are anticipated and within budget, meeting materials are highly organized, deadlines are adhered to, manage audio visual and food & beverage requirements, conduct standard onsite room checks, employ strong attention to details and proactively anticipate problems utilizing creative, complex problem solving skills, and develop a comprehensive support plan working closely with general contractor and facility service managers.

  2. Serve as project manager for all sign orders for meeting, events, directional signage, membership messaging banners, exhibit entrance décor and messaging, and work with the Meetings team to create the overall look and feel of each meeting for all ACEP meetings and conferences.

  3. Manage the housing blocks working closely with the Scientific Assembly housing vendor and department director to obtain anticipated commissions/rebates for current budget creation, create sub-block assignments to communicate with staff for the VIP groups attending meeting, assign contracted suites to appropriate attendees, maintain current contract workbook and monitor contracting process between vendor and hotels, provide accurate hotel reservation information to Marketing for website and marketing materials, and monitor housing pick-up reports to ensure ACEP maximizes commissions/rebates.

  4. Develop thorough system of capturing all traveling staff information to obtain SMT approval for team members to travel to meetings and events and coordinate staff accommodations with the housing vendor for Scientific Assembly.

  5. anage the development of the exhibit floor plan and work closely with Corporate Development on layout and monitor assignment process, develop a comprehensive plan identifying all available sponsorship and advertising opportunities; researched and priced appropriately, supervise the creation of the exhibitor service kit, onsite management of exhibit floor set-up and supervision of exhibits floor manager contractor, and fulfillment of sponsorship and advertising opportunities to meet contractual agreements for all meetings.

  6. Solicit, negotiate, contract, manage, and evaluate assigned vendors/service contractors including exhibit floor manager, shuttles, security, relaxation station massage therapists, childcare, florist, cell charging stations, first aid, photo booth, and walking challenge for all meetings.

  7. Serve as project manager of the affiliate meeting space rental program at all ACEP meetings by developing a comprehensive plan including clear, thorough meeting space request forms with instructions and posted on the event website working closely with Marketing and IT, processing of rental payments are accurate, meeting materials are highly organized and accurate, deadlines are adhered to employ strong attention to details and proactively anticipate problems utilizing creative, complex problem-solving skills.

  8. Perform annual review of all future Scientific Assembly contracts to ensure contracted meeting space and sleeping room blocks continue to meet needs for growth.

  9. Plan and manage the advance logistics and onsite execution of activities for all assigned educational meetings, ACEP and Annals Board meetings/retreats, and other business and specialty meeting, ensuring accurately assigned meeting space, creation of function orders are thorough and clear, meeting room diagrams accurately depict function orders, work closely with staff to ensure all meeting needs are anticipated and within budget, meeting materials are highly organized, deadlines are adhered to, manage audio visual and food & beverage requirements, conduct standard onsite room checks, employ strong attention to details and proactively anticipate problems utilizing creative, complex problem solving skills, and develop a comprehensive support plan working closely with general contractor and/or facility service managers.

  10. Serve as project manager supervising ACEP’s travel agency to include maintaining travel reports, sourcing new travel agency vendors as needed, and work with staff to guide them on proper procedures to follow when booking travel.

  11. Manage sleeping room blocks, monitor pick-up reports to avoid attrition, and maintain weekly housing pick-up reports for all non-SA meetings.

  12. Create, edit, and proof assigned promotional copy for educational meetings and monitor print, Web, and electronic marketing for accuracy and ensure all ACCME-required components are included and ensure that revisions are communicated to all pertinent staff.

  13. Develop thorough and accurate budgets with clear, concise details, maintain expense estimate throughout planning process, maintain knowledge of revenue status for sponsorship and exhibit sales line items, monitor monthly P&L statement for accuracy for all assigned meetings.

  14. Convention and meetings deadlines are adhered to, and status updates occur daily and/or weekly. Coordinate with Corporate Development, Marketing, and Exhibit Sales to ensure the deadlines attributed to their departments are maintained and updated.

  15. Department procedures are followed, including meetings deadlines are tracked and updated; ensure maintenance of department meeting files according to established protocols, timely updates on the daily work charts and Project Status Reports are maintained, and department procedures for documentation of planning processes, evaluations, etc. are followed and included in the department’s electronic files at all times.

  16. Monitor and communicate updates to supervisor, Educational Meetings Department staff, and Educational Meetings Subcommittee, and other staff and members involved in each convention, meeting, and event.

  17. Research and monitor industry trends in health care, medical meetings, conference management, and other association exhibit programs through regular review of pertinent literature, and networking with industry leaders / colleagues and maintaining contacts with a variety of health care and industry organizations to make appropriate recommendations for venues.

  18. Independently prepare effective and professional correspondence, including draft letters and memos to faculty and planners, faculty thank-you letters, and provide courteous, timely, and thorough customer service to ACEP’s internal and external customers, members, nonmembers, chapter representatives, and vendors. Provide list of staff traveling to meetings to ACEP’s travel agency and share with appropriate departments, to include revisions, for assigned meetings.

  19. Maintain knowledge of ACCME Policies & Procedures to ensure compliance in the planning, promotion, and implementation of assigned educational meetings in accordance with the CME Department’s guidelines and timelines. Coordinate with the Educational Meetings Subcommittee and staff the completion of ACCME documentation for assigned meetings and Virtual ACEP products.

  20. Maintain up-to-date knowledge in event design and production through regular review of pertinent literature; maintaining contacts with a variety of vendors; awareness of best practices in digital production, audio visual trends, and omni-channel content delivery options; and serve as an advisor for all College staff and faculty in these areas.

  21. Gather information on specific issues as needed for product research and development, working closely with appropriate College departments.

  22. Attend educational and business meetings as assigned.

  23. Perform other duties as assigned by supervisor.

Relationships and Contacts

Reports to:

Senior Manager, Conventions & Meetings

Internal Contacts:

All staff

External Contacts

Faculty, Educational Meetings Subcommittee, vendors, other medical associations, meeting registrants, members, and hotel and convention center personnel

Required Education and Experience

  1. Bachelor’s degree in related field or equivalent related experience

  2. Five years’ experience in hands-on conference management with exposure to multi-hotel/city-wide events totaling 5,000 or more attendees

  3. MS Office with emphasis on Excel proficiency, proofreading, editing, written and oral communications

  4. Proficiency in Microsoft Office Applications (Excel, PowerPoint, Word, Outlook) with strong knowledge and skills in Excel

  5. Strong, creative problem-solving skills with the ability to perform in a high volume, time sensitive and deadline driven environment

  6. Experience in contract negotiation

  7. Demonstrated excellent verbal and written communication skills with attention to detail

  8. Ability to function independently and with a minimum of supervision

  9. Ability to occasionally lift up to 50 pounds

  10. Must be able to travel extensively throughout the year

  11. Strong attention to detail and sense of urgency

Other Desired Qualifications 

  1. Experience working with medical meetings

  2. Ability to function independently and with a minimum of supervision

  3. Attention to detail

  4. Experience in association management, registration, exhibit management experience

  5. Ability to work in a team environment and as a collaborative leader

  6. Excellent customer service skills

  7. Demonstrated organizational skills and ability to manage multiple competing priorities

  8. Appropriate professional credential (CMP, CMM, DES)

We offer competitive salary, excellent benefits package, retirement plan and more.

If you have any questions, please contact us.

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