| Summary The Manager, Global Meetings manages the successful implementation of AIHce, PSX, and other meetings by performing the duties below personally or through subordinate employees. When needed, they will stand in for the Managing Director, Global Meetings and Business Development. Essential Duties and Responsibilities Pre-Event Site Management - Conducts site visits for future events and collaborates with staff on final site decision.
- Establishes relationships with local contacts prior to events.
- Researches, evaluates, and negotiates contracts including hotels, 3rd party partners, shuttle, health and wellness providers, and other suppliers.
- Establishes and maintains relationships with preferred supplier partners. Manages vendor relationships including: registration/housing, general services contractor, health and wellness provider, ribbons, etc.
- Develops and maintains current lists of available venues, services, and pricing options.
Registration & Event Logistics - In collaboration with Manager, Expositions, oversees 3rd party registration/hotel provider (focusing on attendees), ensuring registration policies and procedures are implemented and hotel blocks are properly managed. Work will include back-end data development, design consultation, testing, launch, and updates of systems.
- In collaboration with Education Department and the Coordinator, Meetings, oversees 3rd party meeting management system to produce formal event guides. Work will include back-end data development, design consultation, testing, launch, and updates of systems.
- In collaboration with Manager, Expositions, oversees 3rd party general services contractor (excluding exhibit hall), ensuring timely turnaround for design ideas, signage, structures, shipping, and on-site production are implemented and properly managed.
- In coordination with Managing Director, ensures events meet legal, safety, and health requirements and regulations; obtains necessary permits.
On-Site Management - Provides on-site management to ensure all arrangements are executed properly including registration, hotel reservations, room sets, audiovisual, catering, transportation, signage, freight delivery and distribution, communication, participant flow, etc.
- Manages on-site staff and resolves on-site issues.
- Develops critiques on the facilities and supplier services and provides general observations of the host location/community.
- Engages with member volunteers on AIHce EXP Local Advisory Committee as well as volunteer leadership.
Budget & Planning Management - Leads core team (meetings, marketing, education, and sponsorship) of PSX staff responsible for day-to-day operations of conference.
- Develops, inputs, trends, projects, and tracks budgets for PSX and assigned AIHce line items, preparing reports/analyses as necessary or requested.
- Reviews progress and details leading up to the meetings. Collaborates with all departments holding functions at both meetings to ensure events are properly planned and produced. Produces conference resumes and events guides and reviews/edits/approves event orders from venues for accuracy.
- Contributes copy for conference programs (advance and final), website, and, in collaboration with various teams, develops marketing and program collateral for various promotions.
- Oversees bill reconciliation and approves and codes invoices for payment in a timely fashion and according to association fiscal policies.
- Maintains current knowledge of event planning standards and trends by attending seminars, consulting with other professionals, and reading trade publications.
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