Registration, Housing and Sourcing Manager – Cystic Fibrosis Foundation, Bethesda, MD

 

The Cystic Fibrosis Foundation – the world’s leader in the search for a cure for cystic fibrosis, and one of the most innovative and successful organizations of its kind – is seeking a Registration, Housing and Sourcing Manager.

We are a nonprofit, donor-supported organization that has raised and invested billions of dollars to help develop cystic fibrosis therapies that have changed the lives of people with this disease.  Nearly every CF medicine available today was made possible because of Foundation support.

The Cystic Fibrosis Foundation (CF Foundation) and its employees embrace their commitment to its core values.  These core values are the pillars on which the CF Foundation stand and will continue to sustain us as we move forward.

  • Keep sight of what really matters:  Our decisions are based on what is best for people with cystic fibrosis and their families.
  • Aspire for excellence in all we do:  We take pride in our work. We are committed to continuous learning and improvement.
  • Stronger together:  We collaborate and work together so that we can learn more and achieve more.
  • Innovate with courage:  We embrace challenges. We reach beyond boundaries in pursuit of our vision.
  • Care about our people:  We deeply care about each other and all who support our shared mission. We listen with respect. We support one another.

POSITION SUMMARY:
The Registration, Housing and Sourcing Manager is responsible for oversight and management of the registration and housing vendors, NACFC registration and housing, registration for other meetings as required, sourcing and contracting for NACFC overflow hotels, and sourcing and contracting for another 20-25 meetings annually.  Works closely with the Director on site selection for NACFC.  Negotiates local hotel contract(s) for in-house meetings.  Manages shuttles and temporary staffing for NACFC. NACFC is an annual city-wide conference of over 5,000 attendees.
ESSENTIAL DUTIES AND RESPONSIBILITIES:

Sourcing and Contracting Management

Develop RFPs and negotiate hotel contracts for CFF meetings, conferences, retreats and other events as needed.  Approximately 20-25 meetings/events per year.
Negotiate and oversee contract with local hotel(s) for in-house meetings.

Registration Management

  • Manage contract and relationship with registration vendor to ensure all deliverables are met.
  • Manage pre-planning, onsite and post-meeting services for NACFC registration, and other meetings as required.
  • Compile registration requirements and review with registration vendor; manage implementation by registration vendor.
  • Manage registration vendor in the set-up, testing and quality assurance for online registration.
  • Manage VIP, group, vendor and staff registration.
  • Work with Exhibit Specialist to manage exhibitor and sponsor registration.
  • Coordinate with general service contractor and registration vendor on the design and flow of onsite registration.
  • Coordinate with logistics to determine onsite registration setup, signage and internet/electrical requirements.
  • Determine onsite registration hours.
  • Manage onsite registration for NACFC, to include oversight and management of temporary staff.
  • Conduct post-show analysis of meeting registration experience to include recommendations for staff and cost efficiencies and improved participant experience.
  • Coordinate with IT on CRM data synch.
  • Coordinate with Programming to synch registration with continuing education credit reporting site.
  • Coordinate with Finance for registration financial processing.
  • Oversee registration refunds and credits.
  • Maintain historical registration reports and data.

Housing Management

  • Manage contract and relationship with housing vendor to ensure all deliverables are met.
  • Assist Director with NACFC site selection, recommendations for most optimal room block in each city, and work with housing vendor to negotiate contracts to ensure maximum benefits are achieved for CFF (4,000 peak).
  • Work with housing vendor to develop RFPs for overflow hotel requirements for NACFC.
  • Manage housing sub-blocks for exhibitors and affiliate groups.
  • Manage VIP, staff and vendor housing.
  • Manage all changes as required for rooming list reservations.
  • Assign and manage housing concessions, including upgrades, ground transportation, amenities, staff rates, comp nights, etc.
  • Compile housing site requirements and review with housing vendor; manage build and implementation by housing vendor.
  • Manage housing vendor in the set-up, testing and quality assurance for online booking.
  • Track and report to the Director the housing pace for each meeting, making recommendations for appropriate reductions for additions as necessary.
  • Work with housing vendor to prepare detailed pick up reports for all hotel blocks on a regular basis.
  • Work with housing vendor and hotels to secure final post-convention pick up reports.
  • Coordinate with housing vendor and/or hotels to conduct pre and post meeting audits.
  • Coordinate with housing vendors and/or hotels to collect post meeting rebates.
  • Reconcile housing portion of hotel master account billing invoices.
  • Maintain housing history.

Ancillary Services Management

  • Develop RFP for shuttle services for NACFC, make recommendations for optimal shuttle routes, and negotiate contract.
  • Manage relationship with shuttle vendor to ensure all deliverables are met.
  • Develop RFP for temporary staffing for NACFC, make recommendations for optimal staffing schedule, and negotiate contract.
  • Manage relationship with temporary staffing vendor to ensure all deliverables are met.
  • Manage temporary staff onsite at NACFC.

General Registration and Housing Support

  • Meet required production deadlines for all online and print materials.
  • Develop, implement, and execute budget line items for registration, temporary help, shuttles, and registration supplies.
  • Provide registration and housing content for website, promotional materials and printed programs.
  • Negotiate and manage CFF contract with Hilton Garden Inn for in-house meetings.
  • Contract for other local room blocks for CFF in-house meetings.
  • Research industry trends and concepts to contribute effective ideas to strategic planning and analysis processes.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:

  • Bachelor’s degree or equivalent experience
  • 8-10 years of experience in site selection and contract negotiation, including citywide conventions of 3,000 rooms or more on peak night
  • Extensive knowledge and familiarity with hotels and other meeting venues across the country.
  • Extensive industry contacts including hotel and CVB representatives.
  • Experience managing registration and housing.
  • Experience with databases and web-based applications.
  • Strong written and oral communications skills.
  • Outstanding attention to detail, project management, and problem-solving skills.
  • Ability to manage multiple projects in a fast-paced environment.
  • A collaborative spirit and proven ability to develop strong working relationships with colleagues and vendor partners.

The CF Foundation is an equal opportunity employer that is committed to being an employer of choice, not just a good place to work, but a great and inclusive place to work. We strive to recruit and maintain a diverse workforce. Qualified applicants will receive consideration for employment without regard to race, physical or mental disability, color, religious creed, ancestry, national origin, religion, age, sex, marital status, genetic information or testing, gender identity and expression, sexual orientation or status as a Vietnam-era or special disabled veteran or any characteristic protected by law.

Reasonable Accommodation Notice

The CF Foundation is committed to providing reasonable accommodations for qualified individuals with disabilities in our job application procedures. If you need assistance or would like to request an accommodation due to a disability, please contact us at HROps@cff.org .

TO APPLY  for the Registration, Housing and Sourcing Manager position, visit here.

Associate, Conference and Event Services – Pew Charitable Trusts, Washington, DC

The Pew Charitable Trusts uses data to make a difference. For more than 70 years, we have focused on serving the public, invigorating civic life, conducting nonpartisan research, advancing effective public policies and practices, and achieving tangible results. Through rigorous inquiry and knowledge sharing, we inform and engage public-spirited citizens and organizations, linking diverse interests to pursue common cause. We are a dedicated team of researchers, communicators, advocates, subject matter experts, and professionals working on some of today’s big challenges – and we know we are more effective and creative collectively than we are individually. With Philadelphia as our hometown and the majority of our staff located in Washington, D.C., our U.S. and international staff find working at Pew personally and professionally rewarding.
Wise stewardship of resources allows Pew employees to pursue work that strategically furthers our mission in significant and measurable ways. We collaborate with a diverse range of philanthropic partners, public and private organizations, and concerned citizens who share our interest in fact-based solutions and goal-driven initiatives to improve society. Pew attracts top talent, people of integrity who are service-oriented and willing to take on challenging assignments. We provide competitive pay and benefits, a healthy work-life balance, and a respectful and inclusive workplace. Pew employees are proud of their colleagues, proud of where they work, and proud of the institution’s reputation.
The Workplace Services (WPS)
The Workplace Services (WPS) Department manages Pew’s integrated facilities management portfolio, a state-of-the-art Conference Center, event and the organizations enterprise wide organizational continuity management program. The department consists of the following core functions:
  • Conference and Event Services (CES)
  • Integrated Facilities Management (IFM)
  • Organizational Continuity Management (OCM)
Conference and Event Services 
The conference and event services staff, a highly guest service-oriented team, develops the standards and oversees all functions related to meeting operations, housekeeping, physical aesthetics of the meeting space, conference center maintenance and service contracts and capital projects including asset replacement related to the conference center.
Staff is also responsible for facilitating all internal and external meeting set-ups including catering services, audio visual and contracts for external meetings in hotels and conference centers.
Staff brings together the right mix of external vendors and staff to lead the meeting areas from first inquiry through delivery of all services required for the day-to-day operation of the event, including finalization of all billing to internal and external guests.
This highly guest service-oriented team develops internal and external policies and procedures concerning event management requiring group rooms and effectively plans all the logistics of the meeting including room setup, audio visual, transportation, housing and food and beverage and any other needs.
Position Overview
The Associate, Conference and Event Services is responsible for ensuring coordination between Pew event planners, AV vendor, catering vendor and Non-Pew event planners. This position will interact with above listed contacts to ensure all meeting and conference needs are being met, exceeded and proper communication between all parties is occurring on an on-going basis.  The Associate reports to the Associate Manager, Conference and Event Services located in Washington, DC.
The Associate maintains the following key relationships:
  • Internal: Pew staff and associates, Board Members, Pew guests and consultants.
  • External: AV vendor employees, catering vendor management, set-up and wait staff, non-Pew event planners, non-Pew guests, hotel staff, visitors and other vendors.

Responsibilities

  • Maintain knowledge of:
    • Daily schedule of Pew and non-Pew events, times, locations, amount of people and specific requirements.
    • Location of all conference space, room capacities, set-ups, names of meeting rooms and immediate directions to all meeting rooms.
    • All conference room features, services and hours of operations.
    • All policies and procedures as related to the conference facilities.
    • All food and beverage menu selections and options.
    • Safety guidelines.
  • Ensure the Pew standards for all meetings, catering and other functions are met and enforced.
  • Assist administrative assistant with pre-calls for meetings as needed.
  • Attend daily Banquet Event Orders meetings, communicate changes as appropriate and ensures accuracy of daily function space.
  • Monitor all instructions as set forth in paperwork as generated from meeting software with regards to meeting set-up, AV requests and catering needs on a daily basis. Non-compliance should be addressed with appropriate parties.
  • Prepare F&B estimates for internal and external groups.
  • Assist other departments with making hotel reservations in DC and Philadelphia when administrative assistant is absent.
  • Ensure all billing with respect to hotel stays is properly documented and processed for payment when administrative assistant is absent.
  • Prepare conference center reports.
  • Work with manager regarding work assignments in accordance with departmental procedures.
  • Conduct daily walk through of conference space and communicate concerns when appropriate.
  • Conduct site inspections with Pew & non-Pew event planners.
  • Anticipate guest needs, respond promptly and acknowledge all guests. Promote positive guest interactions at all times.
  • Monitor and facilitate complaints, take ownership and resolve to guest satisfaction.
  • Monitor and maintain cleanliness and working condition of departmental equipment, supplies and work area.
  • Provide feedback to staff and vendors when and where appropriate.
  • Promote a cooperative work environment amongst internal and external guests.
  • Complete all paperwork and opening duties in accordance with standards. Complete all paperwork and closing duties in accordance with standards.
  • Monitor all food functions (breakfasts, coffee breaks, lunches and receptions) in the conference facility.
  • Practice Pew standards and energize the philosophies of Pew in interaction with internal and external guests and represent The Pew Charitable Trusts in a positive, helpful, respectful and considerate manner in their interactions with all guests.
  • Act as back-up to administrative assistant, conference center.
  • The Associate, Workplace Services, Conference and Event Services reports to the Associate Manager, Conference and Event Services located in Washington, DC.
  • Any additional duties as assigned.

Event Management Responsibilities

  • Assist with the planning and execution of all of The Pew Charitable Trusts’ events, meetings and conferences that require group room nights in Washington, DC and throughout the U.S. as directed by the Associate Manager, Conference and Event Services.
  • Assist with ensuring that all logistical details, including organizing food and beverage, handouts, travel, housing, and meeting space for all The Pew Charitable Trusts events, meetings, and conferences are run effectively.
  • Assist with finalizing menus, room setup, A/V, for all events.
  • Work directly with travel management company for approval on flights that are over the approved amounts in absence of the senior associate only.
  • Respond to all attendee questions in a timely manner for each event.
  • Serve as liaison for all meeting-related vendors in absence of associate manager.
  • Create registration pages, invites and all communication to attendees for all The Pew Charitable Trusts’ events through the online event management software system, Cvent.
  • Thoroughly knowledgeable in the online event management software system, Cvent. Knowledge of SalesForce is preferred.  Familiarity with Service a plus.
  • Experience utilizing conference room/catering software—Meeting Room Manager (MRM), Delphi/Amadeus, CaterTrax, etc.
  • Develop and manage meeting and event related budget through all phases of event planning.
  • Attends regular scheduled meetings with  Associate Manager and programmatic staff to seamlessly coordinate program content with event logistics.
  • Provide necessary information to programmatic staff to ensure that they fulfill their post event reporting to legal and government relations of federal or state employees attending Pew events.

Impact 

  • Ensure effective, efficient and user-friendly support to staff in the Washington, DC office and other locations as needed. Interface with internal and external guests is timely and responsive, providing a seamless interaction.

Requirements

  • Associate’s Degree in Event, Hospitality and Tourism Management, Marketing or related discipline.
  • A minimum of one year of experience in the hospitality industry or associated posts.
  • Ability to interpret policies, keep records to meet legal requirements, counsel employees and solve problems.
  • Strong attention to detail and insistence on accuracy. Develop and maintain quality control procedures to ensure accuracy and completeness of work.
  • Able to build sophisticated spreadsheets, summarize results and make recommendations. Solid judgment.
  • Demonstrated guest service skills. Highly responsive to internal clients and their needs.
  • Strong communication skills; ability to work in groups and individually to meet goals; ability to understand organizational structure and work through administrative systems.
  • Able to work effectively in a fast-paced environment where standards are high and information is processed expeditiously and efficiently.
  • Able to confidentially maintain personal information. Understands and respects the sensitive nature of information and manages this responsibly to ensure issues are handled discreetly, effectively and efficiently.
  • Strong interpersonal skills, including relationship management, tactful negotiation and diplomacy. Maintains a guest service demeanor at all times.
  • Demonstrated organizational skills. Able to manage multiple projects and move quickly from one to another. Displays flexibility and ability to balance competing priorities.
  • Excellent verbal and written communications skills (including proofreading and editing) that demonstrate a clear expression of ideas, thoughts and concepts. Able to express oneself concisely. Comfortable asserting oneself in both one-on-one and group settings.
  • Clear and direct communication style so that sensitive situations and complex tasks are handled discretely, effectively and efficiently.
  • Solid judgment. Able to learn quickly. Proactive, independent problem solving ability and able to make decisions after reviewing various courses of action. Makes appropriate decisions or choices based on understanding alternative courses of action and potential repercussions.
  • Travel
  • Minimal travel may be required during the orientation period. Thereafter, day and overnight travel will be required within the DC area for conferences as well as overnight travel for Nation-wide conferences.
Total Rewards 
We offer a competitive salary and benefit program, including: comprehensive, affordable health care through medical, dental, and vision coverage; financial security with life and disability insurance; opportunities to save using health savings and flexible spending accounts; retirement benefits to help prepare for the future; and work/life benefits to maintain a good balance.
The Pew Charitable Trusts is an equal opportunity employer, committed to a diverse and inclusive workplace. Pew considers qualified applicants for employment without regard to age, sex, ethnicity, religion, disability, marital status, sexual orientation or gender identity, military/veteran status, or any other basis prohibited by applicable law.

 

TO APPLY  for the Associate, Conference and Event Services position, visit here.

Meeting Planner – National Defense Industrial Association, Arlington, VA

POSITION SUMMARY: The NDIA meeting planner is responsible for all aspects of assigned meetings, conferences, and events within guidance provided by assigned Director/Associate Director.

ESSENTIAL DUTIES AND RESPONSIBILITIES

  • Responsible for site selection, including coordination with venue on logistics, speakers, on-site management.
  • Perform site visits and participates in venue negotiations for space, services and catering to support assigned meetings.
  • Manage event marketing to include mass email and mail functions, , call-for-papers, meeting brochures and agendas, marketing postcards, conference proceedings, website management and maintenance, awards management, ‘house ad’ materials for placement in National DEFENSE magazine and additional publications and other similar media as requested.
  • Oversee customer service, display/exhibit registration and management, sponsorship sales and fulfillment, post-conference administrative and financial actions, formatting and posting of proceedings, and other administrative and logistics actions required to ensure a successful event.
  • Coordinate and collaborate with exhibits team assigned manager for events the Exhibits Department supports.
  • Pre-event responsibilities for assigned events to include: producing attendance data, name badges, rosters, and financial reports; and coordinating follows-up with vendors, hotels, speakers, exhibitors, Committees, Divisions and client POCs on logistics.
  • Perform on-site management of assigned events to include registration, attendee/customer service fulfillment, food and beverage service delivery, audio-visual services delivery, security, local transportation, sponsorship fulfillment and display/exhibit delivery, etc. and interface between Division/client and venue support staff.
  • Perform financial duties which include: contributing to development of detailed budgets for assigned meetings, monitoring budget execution throughout the year, participating in monthly budget reviews as required, processing refunds, and performing other administrative financial post-conference actions.

QUALIFICATIONS, KNOWLEDGE, SKILL REQUIRED

  • Associate degree or equivalent education (Bachelor’s degree a plus).
  • Minimum 2 years’ experience in a related role within event, conference, meeting planning industry.
  • Ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills.
  • Ability to multi-task and work closely with all levels of staff in the Association.
  • Work independently on projects, from conception to completion, and ability to work under pressure to handle a wide variety of activities and confidential matters with discretion.

Please submit a resume and cover letter for consideration.

ADA SPECIFICATIONS (Physical demands that must be met to successfully complete the essential functions of the joblist items such as unusual work schedule, occupational risk, travel required, physical effort, environment and demands that must be met to perform the essential functions of the job.)

This position is primarily located in the Arlington, Virginia office with regular travel to external locations for setup and facilitation of meetings and special events including overnight travel and periodic overtime. This position will also require some bending and lifting.

The above statements are intended to describe the general nature and level of work being performed by the individual(s) assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required. Management reserves the right to modify, add, or remove duties and to assign other duties as necessary. In addition, reasonable accommodations may be made to enable individuals with disabilities to perform the essential

Salary: $45,000.00 to $50,000.00 /year

Experience: Meeting Planning: 2 years (Required)

Education: Bachelor’s (Required)

License: Certified Meeting Professional (CMP) (Preferred)

Benefits: Health insurance, Dental insurance, Vision insurance, Retirement plan, Paid time off, Parental leave, Professional development assistance, Tuition reimbursement, Other

To Apply: visit here.

Sales Coordinator – HotStats, Washington, DC

About HotStats

HotStats provides a unique profit-and-loss benchmarking service to hoteliers from across the globe that enables monthly comparison of hotels’ performance against competitors. It is distinguished by the fact that it maintains in excess of 500 key performance metrics covering 70 areas of hotel revenue, cost, profit and statistics, providing far deeper insight into the hotel operation than any other tool. The HotStats database totals millions of hotel rooms worldwide. The company is headquartered in Worcester, UK, with offices in Houston and Washington, D.C.

About the Position

Our hotel data benchmarking company is seeking a Sales Coordinator, who will be responsible for fulfilling sales tasks that support both the global and Americas commercial team. This is a full-time position located in Washington, DC. Reporting to the Director of Hotel Intelligence, Americas, the Sales Coordinator will be an integral part of the company’s global expansion.

Our ideal candidate is a self-starting, eager go-getter who appreciates and is curious about the sales process; possesses outstanding organizational and communication skills; has a keen understanding of the sales landscape; displays attention to detail; and has enthusiasm for the hospitality industry.

Knowledge of lead generation is a must and understanding of the HubSpot platform is a plus.

The primary job duties include, but are not limited to, the following:

  • Support the efforts of the Director of Hotel Intelligence, Americas
  • Canvass the market and generate potential new business opportunities
  • Take the lead on organizing the resources necessary to put together high-quality sales presentations
  • Ensure the inventory of custom sales presentation materials are always up to date
  • Perform sales presentations and demos with potential customers
  • Act as a customer service contact for clients who have questions about our products
  • Work with other departments within the company toward reaching formalized goals
  • Carry out assigned projects to the highest standards and in the most efficient way
  • Maintain and update industry knowledge and professionally represent the firm as an international expert in hospitality
  • Other duties as assigned

Candidate Requirements

  • One to two years’ experience commensurate with handling responsibilities similar to those listed above
  • Bachelor’s Degree from an accredited college or university
  • Strong proficiency in Microsoft Word, Excel, and PowerPoint
  • Knowledge of lead generation and the HubSpot platform
  • Ability to thrive in a fast-paced environment while managing multiple projects and firm deadlines
  • Excellent team development and leadership skills
  • Ability to work independently
  • Strong written and oral communication skills
  • Excellent organization and time management skills
  • Great attention to detail and creative skills

ADA/EEO Statement

Persons with mental or physical disabilities as defined by the Americans with Disabilities Act are eligible for this position as long as they can perform the essential functions of the job after reasonable accommodations are made to their known limitations. If the accommodation cannot be made because it would cause the employer undue hardship, such persons may not be eligible for this position.

HotStats provides equal employment opportunity to all individuals. We do not discriminate on the basis of race, religion, sex, age, national origin, veteran status, disability, or any other characteristic protected by state, federal, or local law.

Interested candidates should send resumes to:

David Eisen | Director of Hotel Intelligence, Americas | david.eisen@hotstats.com

Office Manager/Production Assistant (PART-TIME) – DC Jazz Festival, Washington, DC

Position: Part-Time Office Manager/Production Assistant
Commitment: 24 hours/per week (40 hours per week in May and June)
The Office Manager/Production Assistant is responsible for working closely with the executive director in providing administrative and logistical support as it relates to the accounting, marketing, major programs, production, and development efforts for the organization. General office duties include preparation of administrative documents for all event programs, maintaining detailed program and development files (hard copy and digital),assisting with mailings and mass campaigns, keeping the executive director’s calendar, assisting with year-round festival productions as assigned, proofing and editing festival materials for accuracy, and maintaining volunteer lists, data entry, and other duties as assigned. This position is ideal for candidates with family or school obligations who need to work a shorter work week.
Specific assignments could include, but are not limited to:
1. Maintaining the Executive Director’s calendar and preparing materials for ED meetings as needed.
Send daily calendar schedule to the ED and prepare documents as needed.
2. Preparing artist and consultants contracts. Serve as the administrative point of contact between agents and DCJF
3. Keeping the organizational timeline and assisting with weekly staff meetings.
4. Preparing and maintaining hard copy and electronic accounting folders including request for payments, payables and receivables.
5. Assisting with the organization’s bi-annual audit including preparing test samples as needed.
6. Serving as hotel liaison between DCJF and hotels. Keep organized spreadsheet.
7. Preparing hard copy documents for Board meetings.
8. Attending and taking board minutes for each meeting
9. Entering data into DonorPerfect and Constant Contact as requested
10. Website editing and maintenance including uploading photos and bios, links and editing copy as requested.
11. Assisting with DC JazzFest productions including, but not limited to, merchandising, volunteers, load-in, load-in, serving as liaison between executive director and producers
12. Working with the Grants Manager in the preparation of collecting receipts and compiling reports.
13. Attending production meetings.
14. Serving as production assistant for events as assigned.
Education/Experience

WINTER-SPRING 2020
This position requires 2+ solid years of administrative experience, ideally with an art presenting or event-driven organization, nonprofit or consumer focused company. Associate or bachelor’s degree preferred. Production experience a plus.
Minimum Skills and Knowledge Required
• Specific experience managing or assisting in an office including maintaining filing systems, and assisting with general office duties, and organizing an office.
• Well organized and a goal-oriented self-starter
• Proven record working successful as part of an administrative team
• Demonstrated experience managing a timeline and team members
• Working knowledge on how to edit a website
• Good communication skills (verbal and written) and the ability to work for all levels, confident and articulate
• Working experience on teams in a fast-paced environment
• Ability to multi-task

Working Hours: Our office is generally open 10:00AM – 6:00 PM, Monday through Friday. This position is a 4-day, 6-hour per day position. Ideal for candidates with family or school obligations who need to work a shorter work week. Staff is expected to work some weekend and event events including the annual festival in June (first two weeks of June), embassy concerts in the evening once every four months, and participate in 1-2 special events throughout the year.

Founded in 2004, the DC Jazz Festival presents internationally renowned and emerging artists in celebration of jazz through dynamic programs that advance jazz and music education, unify diverse communities, enable connections between artists and audiences, and enhance economic growth in the District. Signature programs include the annual DC JazzFest, held in June; the year-round DCJF Education Program; and Charles Fishman Embassy Series held at Embassies in DC. The DC Jazz Festival is recognized as a leading arts organization, having garnered praise far and wide.

Salary Range: $22-$28 per hour, commensurate with experience.

To Apply: Send a cover letter that outlines your specific qualifications and a resume to Mikaela Carlton at mikaelal@dcjazzfest.org. Applicants should include a minimum of three references that track to their resume.

No phone call please. || Website: http://www.dcjazzfest.org

Sales Coordinator – State Plaza Hotel, Washington, DC

The State Plaza Hotel has an excellent opportunity for a qualified, energetic hospitality professional to join our team. We are currently looking for a Sales Coordinator that has excellent customer service, computer and communication skills. The Sales Coordinator’s primary responsibilities are:

  • Assist Sales Managers with all administrative work
  • Prepare and complete reports
  • Receive sales leads and send it to the proper sales managers
  • Maintain all hotel groups by creating booking tickets, following up on cut-off dates for rooming lists and distributing information to all hotel departments
  • Receive catering leads from all sources
  • Work on quotes and Banquet Event Orders
  • Coordinate with the Chef/Food and Beverage team to ensure events are carried out correctly
  • Be an onsite contact/presence for all event organizers before and during their events
  • Manage meeting room availability

Please email your resume to dmanalang@stateplaza.com

Conferences Manager – FIA, Washington, DC

Do you love creating exceptional event experiences? FIA, the leading global trade organization for the futures, options and centrally cleared derivatives markets, is currently searching for a Conferences Manager located in our Washington, DC office. This team member will use his or her talents to help execute our portfolio of events around the globe that serve as touchpoints for our members and the industry throughout the year. Reporting to the Director of Conferences & Tradeshows, the Conferences Manager is responsible for specific aspects and functions of annual operating plans to implement FIA’s conferences, forums, and events. The Manager supports meetings operations with the goal of producing high quality events.

The successful candidate must have a professional, friendly and helpful personality and be a self-starter. This position functions in a fast-paced, deadline-oriented work environment with varied priorities and responsibilities. Previous event planning experience is a must.

Supervision: The Conferences Manager reports to the Director of Conferences & Tradeshows

Responsibilities: Manage logistical aspects of major annual meetings, including:

    • FIA-SIFMA AMG Forum – Laguna Beach (January)
    • FIA International Futures Industry Conference – Boca Raton (March)
    • FIA Law & Compliance Conference – Washington, D.C. (May)
    • FIA Annual International Derivatives Expo – London (June)
    • FIA Expo – Chicago (October)
    • FIA Annual Asia Derivatives Conference – Singapore (November)
  • Organize logistics of Regional Forums, Board of Directors events, and Special events.
  • Develops & maintains event project plans via web-based tool, establishes and tracks details associated with the event to ensure all deadlines are executed.
  • Manage RFP and venue / supplier selection for conferences and events. Review/negotiate contract terms.
  • Support budgeting and financial tracking for events. Estimates expenses, tracks to budget, reports overspend / underspend, ensures invoices are accurate and paid in a timely fashion according to accounting process.
  • Identify and asses conference/event needs. Draft meeting specifications and communicate conference requirements to venue and suppliers.
  • Arrange for audio visual equipment, food and beverage/catering requirements, event décor, temporary staffing, conference housing, conference transportation, and other logistics as directed.
  • Support day-of execution including coordination with team/vendors, last minute logistical needs, accurate set-up/execution of event and coordinate course correcting instructions when needed. Travel for onsite conference support as needed (plus ability to travel internationally if required).
  • Support post conference reconciliation and closeout, tracking of statistical data, and final reports.
  • Manage process to secure branded meeting collateral and conference giveaways in collaboration with marketing team. Source, price, confirm, deliver.
  • Coordinates shipping and inventory of event materials.
  • Primary contact for conference delegates who have questions regarding general event information, housing, travel, payment, etc.
  • Maintain hotel rooming lists.
  • Maintain conference files & samples.
  • Other duties as assigned.

Requirements: 3-5 years’ experience in meeting planning; pre-event strategies, planning, and event execution; sourcing, contract negotiation, logistics, and operations.

  • Association meeting planning experience and bachelor’s degree required.
  • Comprehensive knowledge of meeting industry standards and best practices.
  • Knowledge of Microsoft Office Products, association databases, project management tools.
  • Ability to travel frequently and work a flexible schedule based on event schedules.
  • Acute attention to detail and excellent follow-through capabilities.
  • Excellent verbal and written communication skills including accuracy in data entry, correspondence and proofreading skills.
  • Exceptional customer service skills and able to maintain a friendly and positive attitude, particularly when interacting with conference attendees and organization’s members, to best represent FIA.
  • Able to multi-task and coordinate multiple projects at a time.
  • Must be a doer, able to work well under pressure in a fast-paced environment with demanding deadline schedules.

Interested candidates should send a cover letter and resume to jobs@fia.org.

Convention Operations Manager – National Association of Home Builders, Washington, DC

The National Association of Home Builders is accepting applications for a Convention Operations Manager to work on the NAHB International Builders’ Show and Leadership Council Meetings. This important position directly manages specific components (security, telecommunications, first aid, etc.), oversees the Operations Coordinator and assists in the overall management of the operations for the International Builders’ Show. In addition the Operations Manager is responsible for security, registration and other key logistics for the NAHB Leadership Council Meetings.

RequirementsCandidates should have 3-5 years experience working for tradeshows, meetings, conferences or facilities management, or experience working for a tradeshow vendor (general contractor, CVB, hotel, etc.). Ideal candidates will have experience in print production, database structure and connectivity. Knowledge of MS Office 2013 (Word, Excel, Access, Outlook, etc.) required. A working knowledge of Adobe Creative Suite and EventXL is a plus. Bachelor’s Degree preferred. CEM or CMP certification a plus. All candidates must have a willingness to learn, hit the ground running and contribute immediately. Some travel is required.

To apply, please visit nahb.org/jobs.

Equal Opportunity Employer

Meeting Coordinator – American Society of Nephrology, Washington, DC

The American Society of Nephrology (ASN)— which represents over 21,000 physicians, researchers, nurses, and other health professionals dedicated to leading the fight against kidney—seeks a fulltime Meetings Coordinator. Reporting to the ASN Associate Director of Meetings and Member Experience, the Meetings Coordinator will work with the ASN Education Team to manage and administer the live educational activities sponsored by ASN, including Kidney Week®, ASN’s annual meeting and the largest gathering of kidney professionals in the world.

The Coordinator will maximize the use of ASN’s resources, and current and future technologies, to:

[Responsibilities]

  • Activities
    • Highly skilled and proficient within the professional discipline. .
    • Supports various complex projects, demonstrates ability to create budgets and monitor them.
    • Handles some meetings on own from initial meeting with client through RFP and contract, logistical planning and execution and wrap up.
    • Maintain databases of meeting information, files and records, prepare reports.
    • Respond to telephone and email requests.
    • Coordinate housing and registration with partners if required.
    • Schedule and assign affiliate functions for Kidney Week and manage the Ancillary process.
    • Research, analyze and provide recommendations on selected partners.
    • Prepare and negotiate contracts.
    • Conduct research projects as needed.
    • Document new office procedures as necessary.
  • Relationships
    • Maintain relationships with vendors and partners as assigned.
  • Perform other duties as may be assigned.

Requirements: Four-year college degree preferred.

[Qualifications]

  • Minimum (4-5 years) of professional meeting planning experience with demonstrated experience handling complex meetings with multiple components
  • Demonstrated proficiency in MS Office.
  • Proficiency in Adobe products.

[Requirements]

  • Skills
    • Strong computer skills.
    • Excellent interpersonal skills, time management, and communication skills.
    • Ability to work independently or jointly with others to complete activities, tasks and projects in a professional manner, responsible for daily processes and procedures with minimal oversight..
    • Strong organizational skills and ability to handle multiple overlapping duties with accuracy.
    • Strong customer service skills, desire to assist members and ability to work with vendors and volunteers. Ability to consult with Senior Peers on general projects
    • Strong verbal and written communication skills.
  • Attributes
    • Self-motivated and able to thrive in a team environment.
    • Ability to prioritize work, multi-task, and meet deadlines.
    • Strong work ethic with an enthusiastic, positive attitude, and highest level of integrity.

ASN offers a competitive salary commensurate with experience and a comprehensive fringe benefits package.

Interested applicants should email a cover letter, resume, and salary requirements (with the subject line: Meetings Coordinator) to ASN at operations@asn-online.org. Please note the society can only accept online applications for this position.

Legal Events Coordinator – Akin Gump Strauss Hauer & Feld LLP, Washington DC

Akin Gump Strauss Hauer & Feld LLP is a leading international law firm with more than 900 lawyers in offices throughout the United States, Europe, Asia and the Middle East. We are currently seeking an Events Coordinator in our Marketing department, reporting directly to our Director of Marketing. The position is able to reside in either the New York, Philadelphia or Washington, DC office and will be responsible for planning and managing the logistics involved with Akin Gump-hosted seminars and receptions, the firm’s participation in tradeshows and conferences, internal events and retreats, etc.

Key responsibilities of this position include:

Coordinate and execute all logistics associated with special events and programs, including:

  • Work with internal clients to identify and develop program’s strategy, including, as appropriate, mission, budget, target audience, topics, speakers, format, alumni relations and co-sponsor that will resonate with clients, prospects, and/or other attendees
  • Conduct site selection and contract for space, food, audiovisual needs, etc.
  • Provide on-site management of client events
  • Create and edit event lists, invitations, materials and signage
  • Liaison with firm catering, facilities, security, design and business development teams
  • Handle check requests and invoices in ChromeRiver
  • Review event contracts and proposals
  • Work with external conference/event planners to ensure the firm maximizes sponsorship opportunities (contracted and gratis) at external events
  • Coordinate the invitation process and track acceptances
  • Coordinate production of handout and presentation materials, nametags, signage, gifts, etc.
  • Conduct research on properties, conferences and speaking opportunities as needed
  • Maintain project timelines and status reports; provide regular updates to attorneys or staff
  • Track and report expenditures against budget
  • Update firmwide events list

Qualifications (Experience, Knowledge, Skills & Abilities):

  • Bachelor’s degree required, with at least three years of marketing or special events experience
  • Project management experience is essential
  • Must have a willingness to travel and work some nights and weekends
  • Experience in a professional services environment and previous law firm experience preferred
  • Self-starter who works well in a fast-paced, team-oriented and deadline-oriented environment
  • Detail-oriented with strong organizational skills and ability to handle multiple projects simultaneously
  • Ability to prioritize workload, work independently, and complete tasks under time pressure as necessary
  • Excellent communication skills, both written and oral, and attention to detail; strong work ethic; and poise and professionalism when interacting with internal and external contact
  • Flexibility and creativity to respond productively to individualized needs of attorneys; work well with the attorneys and staff; and react to difficult situations appropriately
  • Strong computer skills including advanced knowledge of Microsoft Word, Excel and PowerPoint; InterAction experience is a plus

To apply:  https://careers.mpi.org/job/legal-events-coordinator-washington-district-of-columbia-3242

Meetings Coordinator – American Public Health Association, WDC

This position provides administrative support, customer service, meeting planning and logistics management, technical and computer assistance to the APHA conventions department; responds to general inquiry calls and monitors info request in-boxes, assists with organizing specifications for sessions and events; provides support for film festival; coordinates attendees’ accessibility requests, and assists with exhibits management platform.   Annual Meeting Customer Service – Manage the presenters@apha.org, invitationletter@apha.org and the annualmeeting@apha.org inbox.  Respond to emails and general inquiry phone calls in a timely fashion.  Update information in the abstract management system (Confex) as necessary. Work with Manager of Scientific Sessions to answer questions and solve problems. Assist with room assignments and clean-up of database. ADA Coordination –Research ADA resources and update the accessibility guide. Manage the access@apha.org inbox and follow-up with individual registrants who indicate a disability. General Exhibit Support – Assist Exhibits Manager with exhibits management platform (a2z) and contact database (ACT). Manage schedule for exhibitors participating in the Industry Experts Theater. Surveys and Analysis – Compile and send out the Annual Meeting survey for attendees and exhibitors as well as the survey for APHA Live and the Policy Action Institute. Analyze survey and make suggestions on how to improve the attendee experience in future years. General Convention Support  Assist Conventions staff with projects. Track and Process invited speaker registration forms. Double-check charts against Confex data, make corrections in system as needed. Review temporary personnel needs and create scheduling chart to track rooms to be covered by each monitor.   Film Festival Support— Act as a review for short films. Assist with development of film “sessions”, create session titles, assist with captioning, and uploading of MP4 videos as needed.  Liaison to NPHW and Get Ready – Represent Conventions team on NPHW and Get Ready planning meetings. Share notes from meetings with Convention Staff. Social Media Support – Support Marketing Manager with all social media platforms. Write sample tweets, schedule annual meeting tweets for staff, program planners, sponsors and others. Local Meetings Support –Assists with planning and execution of Policy Action Institute, APHA Boot Camp and other local meetings.  Assist with RFP process –Research potential vendors to support the annual meeting and create spreadsheets to compare vendors. Manage RFP process for shuttle service. Perform other duties as assigned.

College degree (AB or higher) preferably in event management. Ideal candidate will have a minimum of 2-3 years of meeting related experience. Candidates should have a strong interest in meetings management, strong customer service skills, strong organizational skills, proficiency in Microsoft (MS) Office products (Word, Excel, PowerPoint), proficiency in Adobe products, MS Outlook, ability to rapidly learn new technology and applications such as databases, social media platforms, mobile applications and online database applications. Relentless attention to detail. Team spirit and flexibility. Travel to the Annual Meeting is required. Must be willing to work overtime, including weekends and travel to staff APHA related meetings as needed. Ability to lift and/or move up to 25lbs.

Position is based in downtown DC near several metro stations.

Hours: 35 hours a week, full-time, Mon- Fri. (daytime). Number of openings: 1.

Applicants who meet the requirements and are interested in being considered for this position should submit the following information at: https://careers-apha.icims.com.

  • Cover letter;
  • Resume;
  • A writing sample;
  • Salary requirement;
  • At least 2 supervisory references and 1 professional reference (name, title, company name and phone number and email).

CLOSING DATE:   Open Until Filled

EEO/AA/VETS/DISABILITY. APHA is strongly and actively committed to diversity in its workplace.

To apply:  https://careers.mpi.org/job/meetings-coordinator-washington-district-of-columbia-3238

Production Associate – National Council for the Traditional Arts (NCTA), Silver Spring, MD

Position Type: Contract position. Full time.

Type: Competitive application          

Deadline: March 2, 2020

The National Council for the Traditional Arts (NCTA), a leading, non-profit traditional arts organization and producer of major, music-oriented festivals and other public programs, seeks a focused and energetic Production Associate to provide office and on-site support for three, large-scale festivals featuring multicultural music and dance performances on 5–7 stages, as well as crafts demonstrations, family activities, and foodways.

This is the perfect contract position for someone with an interest in arts, culture, and event production who enjoys operating in a fast-paced, collegial small-office environment. The Production Associate is a key member of the production team who will work closely with the Production Manager on all festival audio, backline, and lighting needs, from planning through implementation. The role will contribute to the following key tasks: advancing technical needs with artists, researching production vendors, assembling backline orders, creating accurate stageplots, making tech books, assisting in oversight of festival load-in and strike, coordinating archival music recordings, accurate record-keeping, and working with NCTA and Festival staff to insure smooth on-site operations.

Qualified applicants will be detail-oriented, organized, and adaptable, with excellent people skills. Prior experience in concert production, theatre production, or festival organization is preferred. Experience with database entry, MS Office, and Adobe Acrobat is required. Experience with Mac is preferred. Must possess a clean driving record, be able to lift 40 lbs., and have access to reliable transportation. Some evenings, weekends, and travel required. Contract runs April 15 – October 30.

Interested candidates should send a cover letter, resume, and references to: work@ncta-usa.org by March 2, 2020.

Programming Administration Assistant – National Council for the Traditional Arts (NCTA), Silver Spring, MD

Position Type: Contract position. Full time.

Type: Competitive application          

Deadline: March 2, 2020

The National Council for the Traditional Arts (NCTA), a leading, non-profit traditional arts organization and producer of major, music-oriented festivals and other public programs, seeks a focused and energetic Programming Administration Assistant to provide office and on-site programming support for three, large-scale festivals featuring multicultural music and dance performances on 6–7 stages, crafts demonstrations, family activities, and foodways, as well as several smaller events.

This is the perfect contract position for someone with an interest in American Studies, history, folklore, ethnomusicology, arts management, cultural anthropology, and related fields, and who enjoys operating in a fast-paced, collegial small-office environment. Responsibilities include: programming research, the development of program materials, marketing and promotion, and event organization and management. The position may also be responsible for general administrative and production support, press and photo archival management, database maintenance, and social media updates.

Qualified applicants will be detail-oriented, organized, and adaptable, with excellent people skills and a general interest in the traditional arts. Effective oral and written communication skills and computer literacy are essential. Experience with database entry, MS Office, and Adobe Acrobat is required. Experience with Mac is preferred. Must have access to reliable transportation. Prior experience with festival planning is preferred. Some evenings, weekends, and travel required. Contract runs April 1 – December 15.

Interested candidates should send a cover letter, resume, and references to: work@ncta-usa.org by March 2, 2020.

 

Festival Assistant – National Council for the Traditional Arts (NCTA), Silver Spring, MD

Position Type: Contract position. Full time.

Type: Competitive application          

Deadline: March 2, 2020

The National Council for the Traditional Arts (NCTA), a leading, non-profit traditional arts organization and producer of major, music-oriented festivals, and other public programs, seeks a focused and energetic Festival Assistant to provide office and on-site support for three, large-scale festivals featuring multicultural music and dance performances on 6–7 stages, crafts demonstrations, family activities, and foodways, as well as several smaller events.

This is the perfect contract position for someone with an interest in arts, culture, and event logistics who enjoys operating in a fast-paced, collegial small-office environment. The position provides festival staff support. Responsibilities include: document creation, travel purchase, data entry, logistics support, and customer service.

Qualified applicants will be detail-oriented, organized, and adaptable, with excellent people skills. Effective oral and written communication skills and computer literacy are essential. Prior experience with festival planning is preferred. Experience with database entry, MS Office, and Adobe Acrobat is required. Experience with Mac is preferred. Must possess a clean driving record, be able to lift 40 lbs., and have access to reliable transportation. Some evenings, weekends, and travel required. Contract runs: May 18 – October 30.

Interested candidates should send a cover letter, resume, and references to: work@ncta-usa.org by March 2, 2020.

Conference Coordinator – ConferenceManagers – Herndon VA

Position: Conference Coordinator

Salary: Open

Location: Herndon, VA

Employer: Conference Managers

Type: Full Time

Preferred Education: 4-year Degree

Travel: Up to 20%

Employer Information:

Conference Managers is a third-party meeting planning firm established in 1989, who partners with clients to create successful and memorable annual conferences, meetings and tradeshows. Events range in type, industry, and size. The services Conference Managers provides include logistic arrangements, speaker manager, exhibits sales and management, sponsorship sales, and registration. Conference Managers’ extensive knowledge of exposition and conference management allows us to provide services with minimal direction, while becoming an integral part of our clients’ organizations.

Job Description:

The Conference Coordinator at Conference Managers will be responsible for providing outstanding customer service and support to logistics managers for multiple national conferences. The ideal candidate will be an energetic person, with excellent written and verbal communication skills who can work efficiently in a past faced environment.

Responsibilities:

Registration:

  • Coordinate registration processes in advance and on-site for conferences
  • Set-up/create and test registration website and form
  • Confirm registration pricing and policies with the client
  • Oversee/train registration assistant on data entry, payment, refund, and general procedures
  • Train registration assistant and conference assistant on registration general info for phone calls and emails
  • Produce registration and accounting reports
  • Produce badges and tickets
  • Order badge holders, ribbons, and supplies
  • Produce and tabulate surveys
  • Collate badges, tickets, ribbons
  • Provide back up telephone support
  • Coordinate temporary staffing, if applicable

Program & Education:

  • Manage abstract process
  • Serve as liaison to planning committee
  • Manage abstract review process
  • Coordinate speaker and session schedules
  • Issue speaker contracts
  • Coordinate speaker travel and logistics
  • Coordinate speaker AV requirements
  • Collect speaker handouts, distribute as needed

Logistics:

  • Compile, maintain and distribute staging guide based on client’s requirements
  • Serve as the liaison to the client
  • Chair planning conference calls and send out meeting notes
  • Code invoices
  • Order cancellation insurance and ensure facilities have appropriate insurance certificates
  • Adjust room blocks as necessary
  • Pull weekly housing reports
  • Coordinate staff, speaker, and VIP hotel sleeping room requirements
  • Order food and beverage using historical food consumption data
  • Order AV equipment for sessions, exhibit hall, registration, and office
  • Order phone and electrical requirements for offices/registration
  • Coordinate site selection inspections/reports for future years
  • Help develop registration brochure text and onsite program
  • Order awards and other promotional items
  • Write decorator order/coordinate signage (in conjunction with exhibits manager)
  • Coordinate staff and volunteer assignments
  • Develop and manage conference websites

RequirementsRequirements:

  • Bachelor’s Degree preferred or any combination of education and experience that shows experience in a customer relations or event planning environment
  • Exceptional customer relations skills
  • Ability to organize, prioritize and coordinate multiple work activities in a fast-paced team environment and meet critical deadlines, as well as working independently
  • Excellent database management and proficiency with Microsoft Office software (Word, Excel, Power Point, Access, Outlook)
  • Exceptional written and verbal communication skills
  • Attention to detail and excellent proofreading skills
  • Ability to establish and maintain effective working relationships with others and the desire to be part of a committed work team
  • Strong work ethic with an enthusiastic, positive attitude, and the highest level of integrity
  • Maintain regular and timely attendance

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand; walk; climb or balance; stoop, kneel, crouch, or crawl and taste or smell.

The employee must regularly lift and/or move up to 10 pounds, frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds.

Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

**Please note Conference Managers is a Dog Friendly Office

To apply visit:   https://careers.pcma.org/job/conference-coordinator/52813338/

 

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