The Director of Conferences will oversee all aspects of three (3) national conferences/trade-shows including budgeting, planning/logistics, program development, speaker management, exhibits and sponsorship management, on-site management, and future site selection for a growing and respected association in the design and construction industry. From time to time additional, smaller events may be added and the Director of Conferences may be called upon to lead and/or assist in planning of such events, as well. The successful candidate will:
have demonstrated, hands-on experience in successful conference planning and execution;
be and remain on the cutting edge of conference innovation and creativity;
be flexible and highly motivated;
possess a commitment to continuous quality improvement;
work well under pressure and tight deadlines;
integrate well within a team environment that emphasizes mutual respect and collaboration.
The incumbent will work closely with the Executive Director and actively participate in the development of strategies to increase conference attendance, as well as innovative ways to use the conference platforms to advance the organization’s mission.
Specific duties include:
Site Selection: In coordination with the Executive Director, select cities and venues based on space needs, attendance trend data. Ensure that space assignments, food and beverage requirements, and hotel blocks are in line with conference growth trends.
Budgeting and Finance: Work closely with CFO to develop and monitor the annual conference budget. Recommend corrective measures, as needed, to manage revenue and expenses projections. Maintain and report on key metrics/trends in registration, revenue, expenses, etc.
Vendor & Supplier Management: Negotiate and oversee contracts for vendors including, but not limited to exhibit sales platform, audio-visual, general services contractor, third party site selection firm, security, photography, and temporary staffing.
Program Development: Coordinate and manage the work of the conference planning committees. With input from committees and leadership, maintain a high-quality program with appropriate balance of education, exhibit hours, and networking.
Hotel Block: Using trend and growth data as a guide, assess and manage hotel room block commitments.
Food and Beverage: Manage food and beverage budget and selection for conference, and work with others, as appropriate, to manage the same for events held in conjunction with conferences (i.e., Board of Directors meeting, special receptions, etc.).
Sponsorship Deliverables: Manage contract and work closely with third party sales team to ensure sponsors receive the expected ROI, including oversight of deliverables such as logo recognition, podium recognition, and purchased items such as attendee bags, lanyards, and hotel key cards.
Registration: Work collaboratively with Registration staff to track numbers throughout the planning cycle and make strategic adjustments, as needed.
On-site Management: Coordinate with venues, vendors, and staff to ensure that event runs smoothly.
Evaluations: In conjunction with the Associate Meeting Planner, provide feedback to leadership to help continuously improve conference programs.
Print and Web Communications: Work collaboratively with the Communications department to formulate a marketing plan including development of brochures, show guides, mobile apps, etc.
Bachelor’s degree required
Minimum of 10 years’ conference management experience
Understanding of budgeting principles and concepts
Proficiency in Microsoft Office suite required
General knowledge of meeting management software programs
Proficiency in eShow management platform preferred
Ability to manage multiple partners (i.e., vendors, hotels, DMC, and offsite venues)
Contract negotiation skills.
Excellent customer service and communication skills to serve both internal and external customers.
Additional Salary Information: Salary requirement and/or history must be submitted to be considered.
About Design-Build Institute of America
The Design-Build Institute of America (DBIA) is the only organization that defines, teaches and promotes best practices in design-build project delivery. DBIA was founded in 1993 in response to the emergence of design-build and integrated project delivery as a significant force in the design and construction industry. From its headquarters in Washington, DC, and network of regions throughout the U.S., the Institute provides a forum for all participants in the design-build process, owners and practitioners alike. DBIA is the center of expertise for integrated project delivery, advocating best practices, creating and disseminating educational information, and furnishing advice and support to facility owners and users. For more information visit www.dbia.org.