Conference Planning Intern – American Association of Physics Teachers, College Park, MD

Conference Planning Intern (Part-Time to Full-Time) will Assist with:
– Filing and cross checking of conference materials (name badges, registration lists)
– Answering telephones, making copies, sending faxes
– General administrative tasks

– Organize volunteers for onsite during conference.
– Provide onsite support at various events, i.e., Physics Team, New Faculty Workshop, etc.
Qualifications
– Candidates should be current sophomores, juniors or seniors at a university or college

– Demonstrated interest in event planning
– Have a creative eye for attention to details
– Strong interpersonal skills to deal effectively with all business contacts
– Effective written and oral communication skills
– Ability to follow directions, make quick decisions, and keep organized while under pressure
– Efficient organization and time management abilities
– Positive attitude, self motivated, energetic and is a willing learner
– Knowledge of MS Excel, Outlook, Word on a Windows PC, and technology literate
– Professional appearance and demeanor

– This is a paid internship and the Intern will be required to work a minimum of 30-40 hours a week for 10-12 weeks through August . Must be flexible with hours to work and willing to travel out of state from July 17 – 24, 2019 and locally

Email your cover letter and resume to programs@aapt.org.
Manager, Meetings – NABB, Washington, DC

NBAA is seeking a Manager, Meetings to provide logistics planning, expense oversight, vendor management and on-site implementation for NBAA’s conferences and seminars, which provide business aviation professionals an opportunity to access leading education and development, peer-to-peer learning, industry updates and marketplace exchange.

NBAA is a nonprofit trade association serving a dynamic and growing industry. From our headquarters in downtown Washington, DC, staff members deliver top-notch customer service to our members across the world. NBAA offers generous benefits and a collegial work environment in the heart of the nation’s capital.

NBAA seeks candidates who have excellent interpersonal communication skills, superior capacity to work under time and budget constraints, and proven ability to build and maintain strong relationships with a wide variety of internal and external customers, including hotels, convention centers, service providers, sponsors and other event vendors.

Bachelor’s degree (or equivalent experience) and three years’ experience managing professional development meetings is required. Preferred candidates will have professional work experience with a high level of member/volunteer interaction, Certified Meeting Professional credential, and experience working in an association environment

NBAA is looking for a highly organized individual who can effectively manage the association’s conferences and seminars, from planning stages through on-site implementation, to ensure a world-class experience for our attendees. If that sounds like you, please submit your cover letter and resume via online.  NBAA is an Equal Opportunity Employer

Meetings Intern – Management Solutions Plus, Inc., Rockville, MD
SUMMARY: The Meetings Intern assists the Meetings Team in the planning and implementation of meetings and educational activities of the client associations.
JOB SPECIFIC DUTIES: Provide meeting services for several of MSP’s client associations. Duties to include creating resume/function sheets to include setup, audiovisual and food & beverage requirements, researching and coordinating special events, coordinating and confirming speakers, managing room blocks and creating room pickup reports.
SKILLS REQUIRED:
  • Highest personal standards
  • Highest ethical standards
  • Highest work ethic
  • Loyalty and dedication to work
  • Team player
  • Self-motivated
  • Customer Service Oriented

QUALIFICATIONS:

  • Minimum of 1-2 years of college
  • Taken at least 1-2 hospitality-related courses
  • Be detail-oriented and excellent organizational skills
  • Have excellent writing skills and Microsoft Office experience

ACCOUNTABILITY: Reports directly to the Senior Vice President, Meetings Management

LEARNING OBJECTIVES:

  • Full understanding of Association Management Companies and how they operate and help associations
  • Understanding of the goals and objectives of the meetings before setting up a meeting by creating a resume and function sheets with setup, AV and food and beverage requirements
  • Learn the registration process
  • Learn how to analyze registrations and room pickup reports and how they affect the marketing strategies
  • Understand the ROI of a meeting

TO APPLY: Send cover letter and resume to Grace L. Jan, CAE, CMP | Senior Vice President, Meetings Management | MSP 1300 Piccard Drive, Suite LL 14, Rockville, MD 20850 | GJAN@msp-amc.com

Event Producer – NAFCU, Arlington, VA
The National Association of Federally-Insured Credit Unions (NAFCU) seeks an Event Planner who, as part of a 5-6 person team, is responsible for assisting in the development and production of the Association’s industry-leading conferences and forums.
Who we are: NAFCU is the leading trade association for America’s federally-insured credit unions. Our mission is to strengthen credit unions by providing our members and the credit union industry the absolute best in federal advocacy, education, and compliance assistance. Extreme member service and responsiveness is our hallmark.
Our team members are passionate about growth, innovation, and collaboration. We constantly are striving to improve and better ourselves so that we can better support our members. If you have a growth mindset and enjoy challenging work, you probably are a great fit for our team!
Who you are: You have an outgoing personality and are an expert communicator, both within your organization and with outside vendors, clients, members, and/or customers. You can present information, whether verbally or in writing, in a clear and concise fashion and zero-in on what’s needed to respond to questions and concerns. You enjoy negotiating and finding a way to make the deal happen. You are creative and enjoy looking for new and exciting opportunities to make conference experiences better. You are energized by and can meet deadlines successfully in a fast-moving environment. You maintain your cool when the situation gets hot. You strive to exceed expectations and go the extra mile to achieve results.
What you’ll do: The Event Planner assists in developing the Association’s conference lineup, strategizing with the Events team on executing individual conference plans. He/she has responsibility for a select number of conferences, including the visit to and selection of venues, the budgeting of the event, the management of the program agenda and materials, the scheduling of receptions and tours, and maintaining the overall quality and service that our attendees, exhibitors, and sponsors expect. He/she provides the analytics necessary for the post-conference review of the event, and together with the Events team, recommends changes, improvements, and continued focus for future events.
Position Requirements:
  • Bachelor’s degree.
  • Minimum of three years of experience planning meetings, conferences, working in hotels or convention centers; prior experience in association conferences and events is a plus.
  • Strong project management and negotiation skills.
  • Ability to travel at least 30% of the time, including weekends
  • Excellent oral and written communication skills.
  • Great attention to detail and solid organizational skills – the ability to balance a number of competing interests in a pressure-filled context and be flexible with changing priorities.
  • Strong team player, who knows how to work within the team.
  • A familiarity with the credit union community and the responsibilities of its officials and staff is a plus.

If you push yourself and your colleagues to be better, and are committed to helping us make NAFCU the best trade association in Washington, D.C., we would love to hear from you. To apply, email your resume with (1) a cover letter, and (2) salary requirements to hr@nafcu.org. EOE. Visit our employment page for all our current openings.

Marketing & Exhibits Coordinator – National Training & Simulation Association, Arlington, VA
The National Training & Simulation Association (NTSA), an affiliate of the National Defense Industrial Association, has an immediate opening for a Marketing & Exhibits Coordinator with strong interpersonal skills and the ability to work in a fast-paced environment and communicate at all levels of the organization. This position will undertake a variety of administrative and program support as well as assist with the planning and execution of marketing and exhibits at all NTSA events, including, I/ITSEC, a top 200 Tradeshow. Individual provides support the Vice President, NTSA on all marketing outreach and Director of Exhibits on exhibit sales and operations. Travel up to 30% is required. Bachelor’s Degree in communication, marketing, hospitality management and 1 – 2 years of experience or equivalent combination of education and experience required. If you fit the description above, please go to http://application.ndia.org/jobs and follow the instructions for submitting an application form, resume, and cover letter. NDIA is an EEO employer and all jobs are filled with the most qualified candidate. No phone calls please. Deadline for applications: April 15, 2019
Meeting Planner – National Defense Industrial Association, Arlington, VA
The National Defense Industrial Association (NDIA) is seeking a full-time Meeting Planner to work with a thriving Meetings and Events Team. The ideal candidate has experience in all aspects of his/her assigned meetings, conferences, and events; under Director/Assoc Director guidance, responsibilities include planning, coordinating and executing assigned conferences/meetings/events; meeting logistics; including site selection, hotel negotiation and contracting, food & beverage selection, audio/visual, attendee and exhibitor registration set-up, award management, venue coordination, speaker logistics, on-site management, post-conference financial reporting, post-show reports, formatting and posting of proceedings, and other logistics actions required to produce a successful event. 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; coordinating with exhibits team assigned manager for events with exhibits; responsible for sponsorship sales and fulfillment for smaller meetings and conferences; development of detailed budgets for assigned meetings, monitors budget execution throughout the year, and participates in monthly budget reviews as required; performs marketing coordination and financial duties; periodic travel required, to include air travel; performs on-site management of assigned events. Candidate must have an Associate’s Degree and 2 years of experience or equivalent combination of education and experience. If you fit the description above, please go to http://application.ndia.org/jobs and follow the instructions for submitting an application form, resume, and cover letter. NDIA is an EEO employer and all jobs are filled with the most qualified candidate. No phone calls please. Deadline for applications: April 15, 2019
Sales Manager – Global Experience Specialists, Halethorpe, MD

GES, Global Experience Specialists, is a global event marketing company with over 90 years and 4,000 passionate employees in North America, Europe and the Middle East. We create some of the most incredible events in the world – think traveling entertainment exhibitions, global user groups, sales conferences, holiday extravaganzas and exhibitions of all sizes. From initial strategy to show-stopping audio visual, accommodations to insightful measurement – and every detail in between – we bring brands to life!

Our mission is to create memorable event experiences, and we count on our talented employees around the world help us do it. We are looking for team members who can dream up the impossible and deliver it.

The Sales Manager will identify, qualify and close business opportunities from all markets for the Company’s product and services. Ensure consistent, profitable growth in sales and revenue. Identify and implement objectives, strategies and action plans to identify and close short and long-term sales opportunities. The Sales Manager will work in partnership with the Operations team to achieve Company revenue and profit goals, objectives and delivery of customer service while maintaining long term relationships with clients, accounts and organizations.

Wow I Didn’t Know GES Did That: https://www.youtube.com/embed/Mh6q13ji8Hw

Responsibilities

  • Responsible for securing Trade Show / exposition sales and services tailored exclusively to the trade show and event industry.
  • Represents GES to Show Management, Association, Executives, Exhibitors and Convention Managers.
  • Develop relationships with Convention Bureau Staff, Hotels and Conference Centers and subcontractors to generate leads and position GES as a trusted partner.
  • Prospects for new business by developing targeted solicitation plans for key accounts including any and all potential meeting venues, hotels associations and corporations with trade show events.
  • Individually identifies opportunities for cross-selling with other GES lines of business, such as audio-visual and event accommodations.
  • Works with GES Account Managers and Sales Managers to coordinate with others within GES for all Phases of pre-show, on site and post show project management.
  • Maintains accurate records of all sales and prospecting activities including sales calls, presentations, closed sales, and follow up activities within the Salesforce.com (CRM).
  • Maintains open and ongoing communication with clients to ensure their needs/expectations are consistently met or exceeded on schedule.
  • Creates and conducts GES Capabilities presentations.
  • Prepares RFP responses.
  • Develops creative proposals and presentation materials including, floor plans, rate sheets, artistic renderings, etc. for presentation to current and potential clients.
  • Negotiates and prepares contracts to secure new business and retain existing business.
  • Proactively provides information to clients to assist in securing future business.
  • Attend, participate and maintain, memberships in local and national industry events and organizations to provide maximum exposure for the Company; and meet face to face with clients.
  • Maintains current knowledge of the Tradeshow Industry and our competitors.
  • Develops revenue summaries of new GES tradeshows and communicates forecast with GES finance team.
  • Assist and fills in for Account Manager when necessary.
  • Transitions new employees to the GES culture and workforce.
  • Adheres to all company policies, procedures and business ethics codes (CORE Values).
  • Account size and revenue volume
    • Individual Volume – Normally $500 thousand or more
    • Sells to smaller accounts ($500 thousand or less)
  • Other duties as assigned.

Qualifications

  • Bachelor’s degree in Hotel/Business Administration, related field or comparable experience
  • Three (3+) years consultative Sales/Production experience in the Convention Services Industry preferred
  • Exhibition Industry experience a plus
  • Experience developing targeted solicitation plans to secure key accounts
  • Strong negotiation skills
  • Self-motivated with a positive attitude
  • Strong oral and written communication skills
  • Dynamic, consultative and influential sales communications style
  • Results oriented individual with proven sales success
  • Demonstrated proficiency in developing short-term and long term vision and strategy to achieve targeted sales objectives in a fast paced environment
  • Strong presentation skills
  • Professional attire-Business professional and Business Casual
  • Ability to negotiate sales contracts
  • Able to problem solve in a positive and creative manner that serves both GES and Client needs
  • Ability to courageously fire ahead and self-navigate through a large company to explore and consult with many professionals to develop custom client solutions
  • Ability to manage multiple projects and events at various stages of development
  • Effective interpersonal skills. The ability to develop outstanding relationships with clients and internal team members at all levels of the company.
  • Proficient computer skills to include Microsoft Office Suite

Work Environment

  • Moderate travel required – up to 35%
  • Available to work nights, weekends, and at event locations
  • Require a flexible work schedule as events occasionally run on weekends and evenings
  • Work will be required in both an office and show floor setting
  • Show Floor conditions can include a somewhat crowded or noisy area where there may be mild discomfort due to temperature, dust or other conditions

Benefits: Our team members are our family, so we help our team members care for their families. The rewards of joining GES are extensive. We offer a comprehensive benefits package to all full-time employees. Here are some of the highlights:

  • Competitive salaries
  • 401K with company match
  • Healthcare/vision/dental insurance
  • Wellness benefits
  • Career development program
  • Tuition reimbursement program
  • Employee assistance program
  • Vacation time
  • Community involvement opportunities
  • Team activities
To Apply: Visit this application link, here.
Meetings Manager – Financial Services Institute, Washington, DC

The Meetings Manager is responsible the overall planning, organization, development, and implementation of all logistical arrangements for FSI Events giving great attention to detail, while maintaining high standards of customer service. FSI Events include OneVoice, FSI Forum, Capitol Hill Day, State Capitol Days, webinars and any other FSI meetings as directed. These arrangements include, as appropriate: hotel rooms and meeting space allocation, food and beverage services, audio visual equipment, speaker management, council management, ancillary events, materials and services from hotel and other third-party vendors, on-site meeting management, and review and reconciliation of appropriate payments and budgets.

Duties & Responsibilities:

  1. Ability to see the “big picture” and meet objectives in all stages of event planning, design, and production.
  2. Management of all project elements within time limits and on budget.
  3. Management and organizational skills needed to oversee and manage all event details such as decor, catering, entertainment, transportation, location, speakers, VIPs, audio visual equipment, room sets, promotional materials, etc.
  4. Effectively negotiate terms and conditions with event venues and partners to meet service expectations and ensure appropriate expense management.
  5. Management of event speakers’ logistical needs; updating program, event mobile app and website with ongoing edits and organizing speaker prep calls.
  6. Lead the FSI webinars by training staff and speakers on the platform, coordinating logistics and hosting live and on-demand webinars for members.
  7. Assist in budget development and oversee tracking and reconciliation of all event expenditures to stay within or below budget.
  8. Supports FSI Councils by coordinating council meetings, assisting council chairs in distributing agendas and other materials, attending council meetings, ensuring deadlines are met and otherwise participating as necessary.
  9. Prepare and compile routine and ad hoc status reports on event activities such as meeting statistics, attendee satisfaction surveys, metrics and pre- and post-event reports.
  10. Effectively collaborate with both internal and external customers, identify their needs, and ensure customer satisfaction.
  11. Proactively anticipate, develop and implement contingency plans, as needed onsite.
  12. Perform other duties and responsibilities as assigned or required.

Qualifications:

  • Bachelor’s Degree, with a minimum of 3 – 5 years meeting planning experience.
  • Association background and Certified Meeting Professional (CMP) a plus.
  • Strong time management and communication skills, both verbal and written.
  • Solid decision making and problem-solving skills.
  • Consistently displays a proactive, positive, customer service focus and demonstrates a dedicated sense of urgency in serving their interests.
  • Demonstrated ability to negotiate favorable terms and conditions with vendors.
  • Demonstrated ability to remain flexible, compromise, manage multiple priorities and stay highly organized, influence others; work well under pressure; meet deadlines.
  • Ability and versatility to work both independently as well as collaborate with internal and external customers.
  • Proficient in Microsoft Office and experience working with database applications.

Essential Job Functions & Working Conditions: Required business travel throughout the United States (up to 10%), including work on nights and weekends as necessary.

To apply: https://www.linkedin.com/jobs/view/1169026424/

Meetings and Events Coordinator – Foundation for the National Institutes of Health, Bethesda, MD

Join the Foundation for the National Institutes of Health (FNIH) (www.fnih.org), one of the premier non-profit organizations in the biomedical research field. FNIH works to accelerate biomedical research by forging powerful public-private partnerships among the NIH and leading public and private sector institutions.

NATURE OF WORK: The Meetings and Events Coordinator is responsible for the flawless execution of meetings, conferences and special event logistics from inception through completion, including onsite management and post event.

S/he will manage assigned projects by using event management tools/software as well as develop and adhere to budgets, timelines, processes and procedures. S/he is responsible for internal and external relations, contributing to ongoing assessments and providing updates based on changing needs. The Coordinator works on a team on particular meetings and events under the direction of a Meetings and Events Planner, and reports directly to the Meetings and Events Manager.

KEY RESPONSIBILITIES

  • Source venues appropriate for meetings and negotiate contracts per internal guidelines. Oversee all aspects of hotel arrangements including rooming list, meeting space, food and beverage, and audio/visual equipment.
  • Communicate with event related vendors regarding all preplanning needs and manage related operations onsite.
  • Anticipate and resolve issues with project schedules, resources, and budgets.
  • Oversee travel arrangements ensuring excellent traveler outreach, communication, data tracking, updates and compliance with established processes.
  • Oversee the life cycle of meeting, conference and special event registration including creating and managing invitations, developing the registration process and communication pieces.
  • Manage all meeting collateral ensuring that materials are professional and appropriately reflect the organization’s standards, thus ensuring quality control.
  • Oversee and reconcile meeting, conference and special event expenditures to deliver on or below budget objectives while keeping the project leader and finance staff informed on all budget related activities.
  • Assist with management of department’s inventory, credit card reconciliation process and other duties as assigned.

IDEAL QUALIFICATIONS: A college degree is essential, and two to four years of meeting and event planning experience, or an equivalent combination of education and experience is preferred. Experience working in Federal government contracts is preferred.

Candidates should demonstrate their ability to:

  • Effectively prioritize and execute tasks conforming to shifting priorities, demands and timelines; multitask and handle multiple projects efficiently simultaneously.
  • Show initiative, work independently as an individual contributor with minimum supervision, yet able to work and contribute positively in a team setting.
  • Analyze and solve challenges quickly and effectively.
  • Elicit cooperation from a wide variety of sources including management, project managers, staff departments, and vendors.
  • Provide exceptional customer service to both internal and external clients while exhibiting a high degree of responsibility, initiative and professionalism.
  • Communicate effectively both verbally and in writing.
  • Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
  • Proficiency in Cvent Event Management and Cvent Supplier Network software.
  • Ability to adapt quickly to using new technology and software as implemented by the team.OTHER: The Meetings and Events Coordinator may be required to occasionally work weekends, evenings and other irregular hours and travel as necessary.TO APPLY: Please send an email to resumes@fnih.org with “ECLI” in the subject line. Include your cover letter and resume.
Marketing and Events Intern – American Gears Manufacturers Association, Alexandria, VA

Job Summary: The Marketing and Events Intern will assist in the planning and coordination of a various AGMA events, including a fall tradeshow, monthly education courses, internal staff events, and other association meetings and events. The intern will work on projects from multiple team members, working closely with the Marketing Department on event planning, marketing, and communication tasks.

Responsibilities:

  • Manage content and logistics of the Fall Technical Meeting and Motion + Power Technology Expo event mobile apps
  • Assist the AGMA Marketing Department with social media marketing, marketing and public relations tasks, website support, and occasional blogging
  • Assist with exhibitor, sponsor, and speaker management for the Fall Technical Meeting and Motion + Power Technology Expo
  • Manage event reporting for the Fall Technical Meeting and Motion + Power Technology Expo
  • Assist in event logistics planning for Education courses, Fall Technical Meeting, Motion + Power Technology Expo, AGMA Board Meeting, and other association events
  • General office administrative support

Qualifications:

  • The intern must be able to multi-task, work independently as well as in a team-oriented environment, and be organized and flexible
  • General understanding of the conference events industry
  • Must be pursuing an internship for college credit, Events Management or Marketing degree preferred
  • Previous internship or office experience preferred
  • Must be proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook)
  • Marketing or event planning experience a plus
  • Knowledge of iMIS or other membership database a plus

Compensation: Intern will be compensated at $15/hour and will have at least one opportunity to attend a local industry event with registration expenses paid for by AGMA

Internship Duration and Hours: Intern is preferred to begin work in May 2019 and end in August 2019. He or she is expected to work minimum of 30 hours per week

About AGMA: AGMA is the global network for technical standards, education, and business information for manufacturers, suppliers, and users of mechanical power transmission components. Founded in 1916, AGMA is a member- and market-driven organization, conducting programs and providing services to the gear industry and its customers. The association includes about 495 of the world’s top gearing companies across more than 30 nations.

To Apply: Please submit a current resume, cover letter, and writing sample to Leah Lewis at lewis@agma.org.

Special Events Intern – Marine Corps Heritage Foundation, Triangle, VA
Marine Corps Heritage Foundation
18900 Jefferson Davis Hwy, Triangle VA, 22172
800-397-7585
703-640-9546 (fax)
hodges@marineheritage.org
https://www.marineheritage.org/hostyourevent.html
Agency Description: The Marine Corps Heritage Foundation is a non-profit whose mission is to preserve and promulgate the history, traditions and culture of the United States Marine Corps and educate all Americans in its virtues. The main way we accomplish this mission is through the National Museum of the Marine Corps located in Quantico, VA. This museum, open 364 days a year from 9:00 am – 5:00 pm, welcomes 500,000 visitors annually. The Marine Corps Heritage Foundation seeks financial support to provide continued leadership, strategic direction and financial oversight in supporting and expanding programs at the National Museum of the Marine Corps.
Detailed Description: The Marine Corps Heritage Foundation works with current and prospective donors on hosting: events at the National Museum of the Marine Corps. Annually, we host approximately 200 events from weddings, funerals and receptions to black tie dinners. The Foundation is eager to have an intern to assist our Special Events team with administration and execution of events at the National Museum of the Marine Corps. This internship will be 30-40 hours a week. An intern will experience the full operational, administrative, and organizational activities of managing events. This is a PAID Internship.
Essential Duties and Responsibilities:
  • Assist with all aspects of event operations
  • Assist with marketing of events
  • Answer telephone calls, greet and/or direct potential donors
  • Maintain museum calendar, track revenue and manage a variety of Excel spreadsheets
  • Inform all staff of upcoming events, VIP groups and visitors
  • Assist catering manager with site visits, describing venue opportunities and order of
    service
  • Process incoming mail

When: We would ideally like an intern to start May 20, 2019 and end August 4, 2019.

To apply: Contact Events Manager Meghan Lee at lee@marineheritage.org.

Special Events Coordinator – The White House Historical Assocation / Decatur House, Washington, DC
WORK OBJECTIVES:
Special Event Coordinators (SECs) support the Special Events Department with on-site management of Decatur Carriage House events, meetings, weddings and receptions. In addition, SEC’s will support the ongoing operations of the Special Events Department as necessary, including but not limited to, conducting site visits with prospective clients and attending quarterly staff meetings. This is a part time, hourly position.
DUTIES:
Events Management:
• Act as primary representative of the White House Historical Association’s Special Events Department during Decatur House rental events
• Protect venue and its property by ensuring strict adherence to site policies and procedures
• Actively coordinate vendors and event staff throughout event; conduct pre- & post-event walk-through’s; oversee all event details and schedules as stated in the Event Report; troubleshoot any site-related issue that might arise
• Give tours of Decatur House
Customer Service:
• Display professional and customer-oriented demeanor at all times while providing excellent event management and customer service, and upholding the museum’s event guidelines and procedures
• Create a positive, team-oriented atmosphere with all event vendors, event planners and clients in order to insure a successful event experience.
Special Events Department Support:
• Conduct site visits with prospective clients during event set-up or at other scheduled times
• Perform administrative duties and projects as designated by the Director of Special Events
QUALIFICATIONS: College degree preferred. Enthusiastic, positive, and flexible nature is a must, as is customer service experience. Must have flexible availability and be able to work late nights, weekends, and holidays. In peak season, must be available to work a minimum of three events. Event management, museum/historic house work experience a plus.
To apply: Application, resume and cover letter should be emailed to aharrison@whha.org to be considered for the position.
Scholarship Opportunity for Hospitality Industry Students!
NEWH Washington DC Metropolitan Chapter is awarding scholarships to students pursuing a major and career objective within the Hospitality Industry (interior design, hospitality management, culinary, architecture, etc.). Scholarship submission deadline date: March 29, 2019.
Qualifying Scholarship Criteria:
  • Actively enrolled student: 2-year program freshman and above, 4-year sophomore/second year and above, or graduate level attending college in: Delaware, Maryland, Pennslyvania, Virginia, West Virginia or Washington, DC.
  • 3.0 GPA (cumulative) overall “B” average or grade percentage of 83-86% equivalent
  • Financial need through college for past/current/upcoming tuition or program approved books/supplies
  • Major and career objective within a hospitality related field (interior design, hospitality management, culinary, etc.)
Include with your application:
  • Official transcript
  • Up to 3 letters of recommendation
  • Student essay 500-word maximum to include: background of yourself and experience; your goals and objectives after graduation; what prompted you to choose this career; contributions you have made to your school program or to fellow students through leadership/participation; why is obtaining this scholarship important to you; if your application is not accepted, what plans do you have for financing
Did you know?
  • Scholarships are open to international students
  • NEWH membership is not required but is FREE to students + full time educators
  • Apply online, www.newh.org (Scholarship/Chapter Scholarship Applications/Washington DC) or submit a PDF application with requirements by mail or email.

QUESTIONS or to submit application/documents:
Elle Pechiney | NEWH Washington DC Metro | Scholarship Director
elle@globallies.com
12430 Park Potomac Ave. #211
Potomac,MD20854

Meetings and Conventions Intern – ACEC, Washington, DC
Company: American Council of Engineering Companies
Location: 1015 15th Street NW, Washington, DC 20005; 1 block from the McPherson Square Metro (Blue/Orange/Silver)
Website: www.acec.org
Desired Start Date: Spring Semester 2019: Monday, March 15, 2019 (or earlier)
End Date: May 24, 2019
Hours: Flexible hours Monday – Friday between 8:30 am and 5:00 pm
Compensation: This is an unpaid internship
  • The internship can be applied for academic credits following university standards/guidelines. Internship will provide great field experience and professional networking opportunities. Contact University for eligibility.
  • SmartBenefits will be provided for travel cost up to the IRS maximum
Association Description: ACEC is a federation of 52 state and regional councils representing the great breadth of America’s engineering industry. ACEC member firms representing more than 600,000 engineers, architects, land surveyors, scientists, and other specialists, responsible for more than $100 billion of private and public works annually. Member firms range in size from a single registered professional engineer to corporations employing thousands of professionals. ACEC is a nonprofit organization and tax exempt under section 501(c)(6) of the Internal Revenue Code.
Your Role: Under the direction of the Assistant Director of Meetings and Conventions, the intern will observe and assist with various projects assigned by the Meetings Department. You will support the Meetings Team with projects, but not limited to, by:
  • Assisting with the planning, coordination and execution of internal meetings
  • Assisting with the planning and coordination of the 2019 Annual Convention and Legislative Summit (May 5-8, 2019) including: Scheduling, marketing, social media, website content management, registration, files, diagrams
  • Assisting in 2019 Engineering Excellence Awards Gala (May 7, 2019) design concept, registration and seating
  • Assisting in providing customer service to ACEC members
  • Other duties as assigned

Through this internship the intern will learn the use of the CRM system for membership database management, gain experience in events and conference management, and listen to speakers and presentations on the workings of a national trade association. The position presents generous opportunities for instruction and constructive feedback on the intern’s work product. There is no guarantee of a job at the conclusion of the internship.

Qualifications:

  • Currently a college student pursuing a bachelor’s or advanced degree in Events and Meeting Management or Hospitality Management.
  • Applicants who will receive college credit are preferred.
  • Ability to work in a fast-paced environment
  • Excellent communication and customer service skills
  • Proficient in Microsoft Office (Word, Excel, PowerPoint)
  • Ability to manage multiple projects simultaneously

To Apply: Please submit resume and cover letter via email to ghui@acec.org. No phone calls please.

Account Coordinator – Precision Meetings and Events, Alexandria, VA
Core Focus: Supporting and planning conferences and special events in various locations throughout the United States reporting to the Account Manager. Depending on the size and scope of a program, an account coordinator may be required to manage the program in its’ entirety.
Venue selection and management: Candidate will be responsible for researching potential venues to include hotels/venues, submitting RFPs and preparing proposal analysis to account manager and/or client for the destination consideration.
Financial Controls: Responsible for providing financial data in order to create an accurate and thorough budget.
Leadership: Provide support to the account manager or other team members. At times, the account coordinator may be required to provide oversight and to be the team leader, and, manage onsite staff and temporary contractors who are staffed on projects.
Vendor procurement and management: Includes contract negotiation and managing vendor relationships. Adherence to regional compliance and regulatory requirements.
Help design and maintain an overall brand strategy using firm resources and software.
Content and presentation guidance: Work with staff and client team(s) to provide support and guidance on agenda building, material design, speaker suggestions and presentation idea generation. General understanding of production and audio visual coordination and requirements. On-site execution, staffing and vendor management – accountable for overall success of the event.
Event closing: Provide account manager with reconciled budget. Schedule post conference meetings.
Qualifications: Precision seeks to hire individuals who are highly motivated, intelligent, and have demonstrated excellence in prior endeavors. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, disability, sexual orientation, national origin or any other category protected by law.
Ability to multi-task. Some experience in event planning is helpful but not necessary. Willing to work in a fast-paced organization. Ability to work independently, as well as on teams, and take initiative within the office and all aspects of daily assignments.
Project Management duties could include: Gather registration data requirements and design event websites and registration forms. Design and distribute event communications. Prepares on-site registration packets for attendees, including welcome letters, badges, gift items, presentation materials, and other necessary printed/collateral materials. Schedule all shipments, supply orders, conference surveys; coordinate conference supply shipment to conferences/events. Orders supplies if necessary.
Data Management, Reporting & Analysis: Management reports: Maintains project planning and registration data in the events database for management reporting.
Event host reports: Generates reports and manages changes for registration, table plans, and conference activities; Vendor reports: Generates reports and manages changes for hotel accommodations, ground transportation, place cards, and name badges.; Client reports: Prepares client welcome packets, invoices and reimbursements for conference registrations.; Personal integrity, initiative, leadership qualities and the ability to work as part of a team in an environment that demands excellence, time and energy.; Excellent time management and communication skills. Ability to manage multiple projects simultaneously.; Willingness to travel required (domestic and some international). Strong negotiating/creative/entrepreneurial skills.; Passion for event management; Ability to develop credibility with clients; Strong communication skills with proven ability to build and maintain relationships; Strong organizational skills with the ability to manage multiple responsibilities and events while maintaining high quality standards; Ability to adapt style as the situation requires.
Skills: In depth and hands on experience with Microsoft Office: Excel, Word, Power Point. Bachelor’s degree in hospitality management preferred but not required for consideration. CMP certification preferred, but not required for consideration.
How to Apply: Submit Resumes and Cover Letters to Stephanie Squicciarini/ Stephanie@teamprecision.com.
Meetings Assistant – American Society of Human Genetics, Rockville, MD
Position Title: Meetings Assistant
Location: Rockville, MD
Status: Non-exempt, 37.5 hours/week
Reports to: Senior Director of Meetings/Chief of Staff
Department: Meetings
Date: February 11th, 2019
PRIMARY FUNCTION: Provides administrative and logistical support for the ASHG Annual Meeting
MAJOR DUTIES AND RESPONSIBILITIES:
Annual Meeting Support (85%)
• Provides general administrative assistance and logistical support for all Annual Meeting related
activities
• Updates documents, task lists and timelines. Prepares agenda for department meetings.
• Prepares RFP letters to vendors/service providers (e.g., first aid, personnel, child care).
• Assists with the data input for various meeting-related orders and updates vendor orders using Access databases and/or Word documents/Excel spreadsheets.
• Works with meeting staff to develop and proof meeting materials such as sign orders, meetingrelated work orders, meeting specifications, BEOs, etc.
• Coordinates packing of Annual Meeting materials and orders meeting-related supplies.
• Reviews meeting-related invoices for accuracy and codes to appropriate department.
• Updates meeting surveys using Survey Monkey and other programs.
• Assists in handling inquiries for general email accounts.
• Assists in ensuring compliance with ADA needs for attendees and makes arrangements for interpreters and other services as needed.
• Schedules meetings/conference calls and prepares agendas as directed.
• Attends the Annual Meeting and provides logistical support in the ASHG meeting office and elsewhere as required.
• Assists with logistics for ancillary meeting requests.
Other (15%)
• Provides administrative support for other activities when requested and performs other duties that may be required to assist with tasks for other departments from time to time.
• Travels to the Annual Meeting is required and other occasional travel may be necessary.
Position may be reassigned, and responsibilities may be modified or changed at any time to fulfill organizational requirements.
Skills required:
• Excellent written and verbal communication skills
• Attention to Detail
• Ability to manage multiple projects, prioritize and meet deadlines
• Ability to build and maintain professional working relationships, including with ASHG staff and vendors
• Professional behavior and judgment within and outside the organization
• Strong interpersonal skills and the ability to work with a team
Education and experience:
• Bachelor’s degree preferred, or equivalent combination of education and experience
• 1-3 years of meetings experience, scientific meeting experience preferred
Working requirements:
• Sitting for a full work day, extensive use of computer keyboard, mouse and monitor
• Regular local travel to attend meetings and conferences. Long-distance multi-day travel to attend ASHG’s Annual Meeting
• Travel and other work related assignments on weekends and evenings are possible.
• Occasionally requires lifting materials of approximately 20 lbs.
• Working long hours onsite at meetings.
How to Apply: Submit Resumes and Cover Letters to Pauline Minhinnett by email at ashgmeetings@ashg.org or through http://www.faseb.org/employment. Please include references with your submission. ASHG is an Equal Opportunity Employer.
Meeting Intern – American Society of Human Genetics, Rockville, MD
About ASHG: The American Society of Human Genetics, founded in 1948, is the primary professional membership organization for human genetics specialists worldwide. The Society’s nearly 8,000 members include researchers, academicians, clinicians, laboratory practice professionals, genetic counselors, nurses and others who have a special interest in the field of human genetics. Our members work in a wide range of settings, including universities, hospitals, institutes, and medical
and research laboratories. Our staff of about 20 works to support the needs of our members and the human genetics field to advance research, policy and education. The ASHG Annual Meeting is the world’s largest scientific meeting dedicated to advancing human genetics and drew more than 9,000 attendees in 2019 and hosted more than 230 exhibiting companies.
Summary: This is a paid internship (between 25 to 37.5 hours/week). The internship is located in Rockville, Maryland. The start date is May 20, 2019 and the end date will be August 31, 2019 (flexibility on dates). As an intern, you’ll actively participate in the planning and communication related to preparing for the ASHG Annual Meeting in October – a great chance to learn about and play a role with a highly successful, innovative and efficient meeting strategy and management operation. You will play an important role in preparations for the annual meeting, from registration to housing to onsite logistics, and also gain exposure to other unique activities in an association environment such as membership, policy and public education. A general overview of tasks and responsibilities is below. Actual assignments depend on the candidate and our needs at the time of the internship.
Essential Duties and Tasks
• Performs various administrative duties including but not limited to: preparing for the meeting, proofing and editing correspondence related to the meeting; coordinating mailings; responding to routine questions and requests for information, assisting the exhibits manager on logistics and communication.
• Assists in collection and creation of materials for the meeting and other Society functions at the meeting.
• Prepares staff materials and emails for the meeting, including pre-convention packets, travel coordination, and
other administrative tasks
• Assists registrar with all general registration processes as needed.
• Helps coordinate packing and shipping of conference materials.
• Participates in department meetings with coworkers.
• Collaborates with team members to achieve learning goals.
Skills & Qualifications
• Proficient in Microsoft Office Suite
• High degree of professionalism with strong organizing skills.
• Interest in learning about hospitality, association/nonprofit management, meeting management.
• Ability to prioritize and handle a variety of projects simultaneously.
• Ability to work effectively both individually and in a team.
• Knowledge of meetings and event industry helpful.
How to Apply: Submit Resumes and Cover Letters to Pauline Minhinnett by email at ashgmeetings@ashg.org or through http://www.faseb.org/employment. Please include references with your submission. ASHG is an Equal Opportunity Employer.
Special Events Intern (Heart Ball) – American Heart Association, Arlington, VA
The American Heart Association’s annual gala, the Greater Washington Region’s Heart Ball, is a celebration of the mission of the American Heart Association that brings together more than 500 of the region’s most prominent medical, corporate, and community leaders. The evening includes heart and stroke survivor stories, dinner, dancing, a live band, exceptional silent and live auctions, and a special appeal. The GWR Heart Ball is one of the top galas across the nation and has raised millions of dollars for the American Heart Association.
We are seeking a Special Events Intern for the Spring 2019 semester. Responsibilities include but are not limited to:
• Research and outreach to prospective donors (i.e. sponsors, companies, prominent individuals, etc.)
• Research and outreach for auction donations from hotels, restaurants, luxury brands, exclusive experiences, travel, etc.
• Work with our auction software, Greater Giving
• Assist with social media and stewardship plans
• Assist in the preparation of the Heart Ball event in February 2019
• Assist and attend other Heart Ball events
• Other special projects as assigned
This is a great opportunity to work with a well-known organization, learn, build your resume and gain invaluable experience. The ideal candidate must:
• Possess strong written and oral communication skills
• Have an interest in event planning, stewardship, communications, and/or nonprofits
• Be able to travel to our Arlington office (walking distance from the Ballston Metro)
• Be comfortable with administrative tasks, such as printing jobs, mailings and office organization
• Be detail oriented and hard working
The internship will start at the beginning of the Spring 2019 semester and will be ongoing until the conclusion of the event season in May 2019. There is a minimum commitment of 15 hours per week and class credit can be arranged.
To apply: please email a cover letter and resume to: Paige Richie Director of Development The American Heart Association Paige.Richie@heart.org
Special Events Intern (Heart’s Delight Wine Tasting & Auction) – American Heart Association, Arlington, VA
The American Heart Association’s annual benefit, Heart’s Delight Wine Tasting & Auction, is widely recognized as a premier destination event where master winemakers, culinary greats and our distinguished guests gather to play and bid in our Nation’s Capital. This distinctive event is a four-day celebration of exceptional food and wine and raises $1.5 million annually for the American Heart Association.
We are seeking a Special Events Intern for the Spring 2019 semester. Responsibilities include but are not limited to:
• Research and outreach to prospective in-kind donors for event items (i.e. awards, gifts, photographers, flowers, etc.)
• Research and solicit for auction donations from hotels, restaurants, luxury brands, etc.
• Work with our auction software, Greater Giving
• Create media contact lists for the wine, food, and local media industries
• Assist in the preparation of the Heart’s Delight 4 day event in March 2019
• Assist and attend other Heart’s Delight events
• Other special projects as assigned
This is a great opportunity to work with a well-known organization, learn, build your resume and gain invaluable experience. The ideal candidate must:
• Possess strong written and oral communication skills
• Have an interest in event planning, food, wine, travel, and/or nonprofits
• Be able to travel to our Arlington office (walking distance from the Ballston Metro)
• Be comfortable with administrative tasks, such as printing jobs, mailings and office organization
• Be detail oriented and hard working
The internship will start at the beginning of the Spring 2019 semester and will be ongoing until the conclusion of the event season in May 2019. There is a minimum commitment of 15 hours per week and class credit can be arranged.
To apply: please email a cover letter and resume to: Nancy Waskewich Special Events Administrator, Heart’s Delight The American Heart Association Nancy.waskewich@heart.org
Director, Exhibition Sales & Marketing – IAAPA, Orlando FL
Overall Responsibilities:

Conduct conference and trade show sales services, including, but not limited to, exhibit marketing, direct sales solicitation, exhibit database management, and exhibitor web marketing.

Essential Duties & Responsibilities:

  • Execute tradeshow sales and provide excellent customer service in regards to the three IAAPA trade shows
  • Work with Operations Director to provide customer service and benefit fulfillment to exhibitors
  • Research and contact prospective exhibitors
  • Coordinate the processing of exhibitor contracts, respond to all incoming sales and manage booth change requests
  • Work with existing exhibitor accounts to be IAAPA’s main point of contact for all exhibition-related questions and customer service issues
  • Maintain and update all relevant exhibitor databases
  • Provide onsite exhibitor sales, service and support at trade shows and conferences
  • Attend applicable education sessions, seminars and industry tradeshows, as approved
  • Provide sales leads to other internal and external partners and clients as requested, for the purposes of increased revenue generation (such as sales of sponsorships and advertising)
  • Prepare and maintain reports on weekly sales activity and statistics (Activity Report) and distribute as required to all or appropriate staff
  • Perform duties and responsibilities as assigned by the Vice President, Exhibitions, Conferences and Sales
  • Act as primary liaison on exhibitor marketing and collate exhibitor prospectus, exhibit contracts, and relevant marketing material for the purposes of IAAPA trade shows and competing shows
  • Interface with applicable external vendors to provide design, print and/or mail services to current and prospective IAAPA exhibitors and sponsors
  • Have budgetary responsibility for exhibitor marketing expenses, with the oversight and approval of the Vice President, Exhibitions, Conferences and Sales
  • Manage content on IAAPA’s website pertaining to exhibit sales for IAAPA Attractions Expo and Asian Attractions Expo
  • Coordinate Exhibit Sales, mass emails, News Flash and IAAPA Homepage communication and scheduling
  • Leverage new and emerging web marketing practices to enhance exhibitor participation and experiences prior to and during the Expos
  • Act as a primary (although not necessarily sole) liaison with companies who provide web-based technology solutions, including sales databases (ex: SalesForce), show management software (ex. A2Z) and web applications.

 

Qualification, Knowledge, Skill Required:

  • College degree in business or equivalent experience
  • 5 – 7 years in sales and marketing, preferably the last 3 years in trade show (exhibit) sales, sponsorship and/or marketing management
  • Professional demeanor
  • Must be extremely detail-oriented and able to balance several projects at once
  • Keen ability to prioritize, meet strict deadlines, and make productive use of time under pressure
  • Ability to anticipate problems and opportunities and the initiative to follow through quickly and independently
  • Excellent oral and written communication skills
  • Proficiency in Microsoft Office. IMIS, a2z and SalesForce software knowledge preferred but not required.
  • Knowledge of graphics software and website content development experience
  • Experience with AutoCAD or some type of floor plan management software

Characteristics:

  • Must be able to adapt to all personality types and variety of subject matter.
  • Must have a calm demeanor under pressure with the ability to interact with members, Board of Directors, and VIP issues and handle challenges with tact and courtesy.

*Please note, this position is based in Orlando, FL and telecommuting will be available 1 day per week

To Apply Visit:  https://careerhq.asaecenter.org/jobs/11922751/director-exhibition-sales-and-marketing

Administrative Coordinator – International Foodservice Distributors Association, McLean, VA

The International Foodservice Distributors Association, a small office of 18 located in the Tysons Corner Area, McLean, VA, seeks an Administrative Coordinator who has energy and technical skills to provide excellent customer service to our membership and provide support to our staff.

Essential Responsibilities:

  • Provide administrative support for multiple staff members;

  • Support Staff in assigned project-based work; and

  • Responsible for coordinating and providing general office services.

Additional Responsibilities and Duties:

  • Assist where needed with event planning;

  • Assist with arrangements and handling of logistics for committees or other meetings;

  • Interact with the organization’s volunteer leaders;

  • Assist where needed in monitoring registrations at Association events for speakers, board members and volunteers;

  • Assist, as needed, in uploading information into the conference app;

  • Assist where needed with setting up and monitoring webcasts and conference calls;

  • Type and edit correspondence and reports;

  • File, retrieve and disseminate correspondence and materials;

  • Maintain calendars and schedules;

  • Make travel arrangements, as needed;

  • 1st in line to answer and direct callers who need assistance;

  • Receive guests and deliveries, direct as appropriate;

  • Help with the coordination of mailings to our members and other customers;

  • Assist Manager, Finance & Administration with resolving maintenance issues with the office and the building;

  • Interact effectively and pleasantly with internal and external customers alike;

  • Some travel is required; and,

  • Other duties, as assigned (please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice).

Knowledge, Skills and Abilities Required:

  • High technical proficiency with MS Office Suite (Word, Power Point, Excel and Outlook) and Internet Explorer are required;

  • Must be highly organized with a demonstrated ability to manage and prioritize multiple projects;

  • Must have a very high attention to detail;

  • Able to initiate action and follow-through with minimal supervision; and,

  • Maintain professionalism in interpersonal, verbal, and written communication.

Education and Experience Requirements:

  • Bachelor’s Degree preferred.

  • Experience in association work and supporting multiple team members is a plus.

This is an excellent professional opportunity for the right person to gain overall knowledge and skills in an association environment.

IFDA offers competitive salary and an excellent benefits package, 401(k) and profit sharing and a pleasant work environment. To be considered for this position please send cover letter, resume and salary requirements to jobs@ifdaonline.org. No phone calls please. Visit http://www.ifdaonline.org for more information about IFDA.

Events and Continuing Education Manager – American Institute of Ultrasound Medicine, Laurel, MD

Summary of Position: The Events and Continuing Education Manager is responsible for the programmatic development of the Convention, postgraduate courses, and headquarter courses. Duties will vary from abstract management, meeting logistics, invitations, writing marketing content, and developing timelines for the Annual Convention Committee.

Key Roles and Responsibilities 

Convention (60%) 
• Serve as the primary staff liaison for site development with CadmiumCD
• Support the Director of Professional Development in maintaining regular communication with the Communities of Practice Leadership
• Serve as on-site management at Convention
• Seek opportunities for new offerings at Convention
• Organize multi-department team to develop the Proceedings post-convention
• Coordinates the Invited Speaker process for the AIUM Convention
o Responsible for the sending and follow up of invited speaker invitations
o Gathers and coordinate all relevant information from speakers
o Manages convention presentations within Cadmium
o Corresponds with speakers including A/V requests, faculty disclosures, profile information, etc.
o Serve as the primary lead on the Convention mobile application with Cadmium
• Manage AIUM communications with approximately 300 presenters
• Coordinates the Abstract Submission process for the AIUM Convention
o Coordinate with CoP leaders to update descriptors and reviewers
o Ensure reviewers understand and adhere to responsibilities
o Responsible for the solicitation, collection and review of abstracts.
o Ensures the effective use of the 3rd party online abstract system (Cadmium)
o Coordinates review process in Cadmium system
o Works with the Communications and Member Services Department to publicize the Call for Abstracts during May-Aug.
o Responsible for the review and execution of New Investigator review, session, and award(s)
• Collaborate with Director on site selection for future conventions

Postgraduate and Hands-on Headquarter Courses (30%) 
• Work closely with the Professional Development Assistant on logistics for postgraduate and headquarter courses
○ Develop timelines, work with faculty volunteers, and ensure deadlines are being met
○ Provide content to marketing time for courses
• Work with the Director of Professional Development in development of new event opportunities, topics, and markets

Other Duties (10%) 
• Attends the AIUM Annual Convention
• Assists with all other convention duties as needed
• Attend annual CadCon Conference
• Attend postgraduate and headquarter courses as needed
• Facilitate in-office meetings and events as needed
• Other duties, consistent with this position, as assigned

Qualifications 
• Association experience a plus but not required
• Excellent written and verbal communication skills
• Strong computer skills (particularly working with databases)
• Bachelor’s degree a plus
• Required to work weekends and evenings, as needed
• Travel required as needed
• Strong customer service skills, detail oriented, organized, and able to work efficiently and independently

**Application Requirements: Applicants who do not include cover letter, resume and salary requirements when applying will not be considered. Visit here to apply.

Events Coordinator/Constituent Liaison – House of Representatives (D), Washington, DC

Senior Democratic Member of Congress seeks an energetic, organized, creative, self-starter to join the team of her very active and visible constituent services staff.

The Events Coordinator is also a caseworker who helps constituents with federal issues but spends a good part of the time managing and directing very diverse city-wide and neighborhood events that relate to the Congresswoman’s congressional and constituent responsibilities, including staying on top of everyday events in the Member’s district that keep the community connected to the Member’s work.

The Events Coordinator takes the lead in our frequent Norton-In-Your Neighborhood meetings with constituents and in developing major events, among them, the Small Business Fair and Job Fair.

Candidate must be able to handle multiple tasks. The office prizes staff able to think outside the box and work independently while also being available to assist in co-worker projects where necessary or requested. Prior community or event planning experience is desirable. The ideal candidate will have a bachelor’s degree, excellent writing and communication skills, experience interacting with the public and leadership qualities.

Candidate must be a resident of the District of Columbia or willing to move immediately to DC if hired.

This position is open until filled. Salary: based on skill and experience level. Interested applicants should send a resume, cover letter and references to dc00.nortonresume@mail.house.gov For more information: https://www.house.gov/employment.

Trade Show Assistant – PMMI, Reston VA

PMMI, The Association of Packaging and Processing Technologies – voted one of the “Best Manufacturing Associations to Work For” in 2018 – connects the makers of goods with the packaging and processing suppliers they rely on. Together we help provide people around the world with innovative, safe, convenient and cost-effective products that touch lives every day. We advance the industry through our world-class PACK EXPO portfolio of trade shows, PMMI Media Group and a wide range of Business Drivers to empower our members and strengthen the industry.

Who we are.
Looking to unpack your potential? At PMMI, we know that great people make a great organization, so we encourage every person who works here to be the best they can be. While PMMI may exist to further the packaging and processing industry, what makes us effective are the people who work here.

PMMI employees are guided by a set of shared core values –

  1. Commitment to service: We exist to help our customers and industry thrive.
  2. Pursuit of Excellence: We always strive to do better and be better.
  3. Camaraderie: We respect differing views, support and enjoy each other.
  4. Dependability: We are accountable to each other and our customers.
  5. Initiative: We pursue opportunities, embrace questioning and seek innovation.

More on this from PMMI employees themselves: https://vimeo.com/252385090

About the role.

  • Responsible for incoming communications to the department in the Expo email account, including responding to requests for information from both exhibitors and attendees
  • Maintaining data integrity of exhibitors records by making updates in Personify, monitoring data integrity queries weekly and following up on returned mail and emails.
  • Entering lead lists into Personify as received by sales reps
  • Processing affiliated listing forms
  • Work with Membership department to update database each time a new member joins and show changes are needed for that members record.
  • Work with registration vendor to maintain all exhibitor data to ensure no fields are missing in our registration upload
  • Responding to general sales inquiries and sending exhibit space confirmations once they have been assigned a booth
  • Customer service and support for exhibitors on the PMMI family of trade show websites, via packexpo.com, including personal follow up with exhibitors to maximize performance through the Exhibitor Dashboard
  • Processing interest forms that come in to the department for exhibiting
  • Assisting with booth selection for all domestic shows, including sending all exhibit space confirmations during the booth selection process
  • Produce materials needed for Staff Book for all domestic trade shows, including on-site information sheet, updating staff assignments, and other materials as needed.
  • Proofing of floor plans, show guides, and other show related documents
  • General filing of applications and other misc. items.
  • Travels to annual trade show(s) and other events as needed to assist with onsite duties and booth sales for future trade shows.
What we are looking for.
  • 4 year college degree required
  • Must demonstrate excellent verbal and written communication skills
  • Strong customer service skills required
  • Highly motivated with ability to work independently and prioritize work activities
  • Attention to and precision with detail
  • Travel to trade shows Required
  • Experience in Map Your Show, Personify, or Salesforce, a plus.
Student Volunteer Opportunity – 2019 Destination Showcase, Washington, DC
Destinations International is searching for outgoing, dedicated, and professional hospitality volunteers to help make 2019 Destination Showcase a success! This event, now is its 31st year, is North America’s only one-day conference and exhibition that connects meeting planners with Convention and Visitors Bureaus to better understand how CVBs are key to making meetings and events successful. This dynamic show offers members (and volunteers!) the opportunity to connect with the nation’s top planners in one location.
WHEN:
Setup day – February 12, 2019
Show day – February 13, 2019
WHERE:
Walter E. Washington Convention Center
Volunteer Roles
SPIRIT OF HOSPITALITY GALA ATTENDANT: The Spirit of Hospitality Celebration is on the evening of February 12 to recognize the recipient of this year’s Spirit of Hospitality Award, the highest recognition presented annually to individuals and organizations that show exceptional dedication and commitment to the travel and tourism industry. This year’s gala will take place at The Hamilton LIVE. Volunteers are needed to assist in checking in gala guests and assisting show management.
CONFERENCE REGISTRATION HOSTS: Help to check in conference attendees and distribute badges
CONFERENCE DIRECTIONAL AMBASSADORS
• Provide directional assistance for attendees to session/registration/event
• Control door access and assist in ushering attendees into keynote session
CONFERENCE SESSION ASSISTANTS: Assist staff moderator and speaker as needed (room setup, AV issues, distributing handouts, greeting attendees, etc)
EXHIBIT HALL ASSISTANTS
• Assist Exhibit Hall Floor Managers as needed (sponsorship setups, signage placement, distributing handouts, etc)
Volunteer Benefits
• Complimentary parking
• Complimentary lunch on February 13
• Volunteer participation letter available upon request
• Opportunity for mentorship/informational interviews with Destinations International show management upon request
Schedule
Tuesday, February 12
Setup and Move-in 8:00 AM – 5:00 PM
Spirit of Hospitality Gala 6:00 PM – 11:00 PM
Wednesday, February 13
Registration 7:30 AM – 4:00 PM
PCMA Education Sessions 8:30 AM – 10:30 AM
Doors open for Keynote Address 10:30 AM
Keynote Address with Leslie Odom Jr. 12:00 PM – 1:30 PM
Bites & Beverages 12:00 PM – 1:30 PM
Exhibit Hall Open 12:00 PM – 4:00 PM
Caffeine & Cocktails 2:30 PM – 3:30 PM
Sign up using the google form here! We look forward to your participation!
Meeting Planner – International Downtown Association, Washington, DC

 

Under supervision of the Director of Professional Development, the Meeting Planner is responsible for and oversees all logistical aspects of the association’s Annual Conference (1000 attendees), 4-8 regional workshops (50-250 attendees), and several organization meetings for board/committees. This position assists with content coordination, marketing & communications, event planning and leverages the association’s management system (AMS) to provide seamless professional development programming.

The position requires a multi-tasking individual fluent in a variety of software applications (Microsoft Office 365, Double Dutch, SharePoint) with ability to maintain information network (Microsoft SharePoint), ability to provide support to the routine activities of the organization, and present a polished, professional, courteous face to the public. The ideal candidate will be extremely detail oriented, possesses strong project management skills, is a quick learner, and works well in a small staff environment.

Essential Duties and Responsibilities: The following duties are typical for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

Events

  • Serve as lead staff person on the production of all IDA conferences, workshops, and meetings including venue management (room blocks), food and beverage, and vendor management such as A/V and Exhibition.
  • Collaborate with Director of Professional Development, who is responsible for developing content for all conferences and workshops, to provide appropriate logistics and ensure outstanding attendee experience.
  • Manage the relationship between IDA and the host organizations including preparation of Memoranda of Understanding with host/partners.
  • Develop RFP’s, recommend facilities, and negotiate contracts for President’s approval for hotels, convention centers or other required facilities to accommodate the logistical needs for meetings.
  • Work with the Director of Professional Development and/or President on preparation and management of event budgets.
    Collaborate with staff and volunteer leaders in the development of event production timelines.
  • Manage the event registration system and coordinate registration activities with member services and operations staff.
  • Coordinate the production of all materials for distribution at the event.
  • Supervise any temporary staff hired to support events.
  • Serve as on-site manager for the event; organize and coordinate activity of all IDA staff while on site.
  • Review conference evaluation reports and make recommendations to the volunteer leadership and staff regarding improvements to IDA conferences or workshops.
  • Manage the program timeline to ensure timely and accurate submission of session titles, speaker names, speaker titles, and speaker bios
  • Collaborate with Director of Professional Development to be sure all speaker information is captured in the AMS data base.
  • Develop speaker confirmation letter, room setup form, audio-visual request forms, and be sure any other speaker requirements are received and that the information is recorded in the AMS.
  • Review program descriptions and advise the best staging for conversation, content delivery, and maximum take-home value (i.e., head table vs. rounds vs. theater, etc.)
  • Coordinate with marketing and communication staff for posting updated program information on the IDA Website and in the event app.
  • Provide program details for the on-site program and proof on-site program
    Collaborate with IDA Research staff to develop appropriate conference evaluation surveys and report findings to staff and volunteer leaders.
  • Other related duties as determined and agreed upon

Site Selection

  • Manage the activities of the IDA Site Selection process in concert with the President.
  • Prepare all materials related to call for interest.
  • Track inquiries of interest and respond to inquiries from potential host organizations and local CVBs. Produce all materials for review by the President and organize the review/selection process.
  • Once selected, conduct on-site visits to the host communities to interview hotel/conference facilities, assess off-site event and workshop venues, and establish working relationships with host organizations

Other

  • Work cooperatively and in a peer-to-peer environment with all members of the staff.
  • Participate in all staff meetings, board meetings, conferences and workshops, as requested.
  • Respond promptly to information requests from any member.
  • Answer phones in rotation and take turn covering office activities during staff lunch breaks.
  • Represent IDA at functions outside the organization, when requested by the President.

INTERNAL RELATIONSHIPS: Must be able to work with all staff members in a highly interdependent environment.

EXTERNAL RELATIONSHIPS: IDA contractors and service providers, volunteer leaders, members, and customers

QUALIFICATIONS: Seeking candidates with high attention to detail/accuracy and strong database skills, possessing excellent communication, interpersonal skills, and ability to work independently. Applicant will demonstrate a command of Microsoft Office 365 applications including SharePoint. Familiarity with AMS software platforms preferred.  Basic web and online publishing skills a plus. Budgeting experience a plus. Must be an excellent team player willing to assist all staff members. Having a great appreciation for the urban environment and city building is significantly beneficial.

EDUCATION and EXPERIENCE: Requires Bachelor’s Degree and 3-5 years of experience working in the association industry with a working knowledge of professional meeting planning, general association operations, and membership databases or an equivalent combination of education and experience. A minimum of 2 years of project management experience in a non-profit environment, or equivalent, is required.

TO APPLY:  For more information and to apply to this position submit resume, cover letter, please visit here.

Director, Events & Experiences  – J Shea, remote in the Mid-Atlantic

J Shea is a profitable, innovative, event strategy and styling company based in the Washington, DC area.  We conceptualize, strategize, style, plan and execute 50+ events annually around the United States and Canada.  We’re looking for a talented, experienced and reliable person to join the J Shea team.  Someone who takes charge, is independent, and consistently professional.  Someone who has a passion for style, fun, thinking big and crazy ideas.  Someone who is a fast learner, and a go-getter with experience in special event and conference planning.  And most importantly- a good person, with a great attitude.  This position offers tremendous opportunity for growth within the company.

As the Director, Events & Experiences you would:

Lead and assist with strategy, coordination and execution of up to 50 meetings and events per year around the United States and Canada.  Events can include galas, fundraisers, roadshows, client events, golf tournaments, meetings and tradeshows.

As the Director, Events & Experiences, you must:

Have outstanding customer service skills, thrive on excellence, and at least 5 years of experience in event planning.

Job Description Details

Event Strategy & Planning: · Conceptualize themes, activations and creative concepts for events. · Create vision boards when styling an event or space.  · Conduct venue research, perform site visits around the U.S.  · Prepare budgets and provide periodic progress reports to staff and clients for each event project.  · Assist with negotiations for venue/hotel contracts. · Logistical duties such as arrange food and beverage, order audiovisual equipment, make travel arrangements, order event signage, and order appropriate décor (florals, linens, rentals, etc.)  · Create room layouts for each event.  · Serve as liaison with vendors.  · Manage on-site production and break down for events. Ability to work alone onsite if necessary. · Work very efficiently and organized.     · Prepare administrative items such as nametags, materials, notebooks, packages, gift bags, registration lists, seating cards, etc.  · Understand the sport of golf as some events are golf specific.  (not required but ideal)

Marketing, Sales & Administration:

· Work with company’s preferred registration platform, Aventri, to build registration websites, email blasts and manage reports.  · Write marketing plans, including email blast and social media platforms for both clients and J Shea.    · Excellent networking skills – attend up to 4 networking events in the DC area per month, helping to build business for J Shea.  · General understanding of Instagram and Facebook platforms.   · Familiarity with industry associations such as MPI, ISES, PCMA is preferred.  · Perform administrative duties as needed.

Qualifications:  · At least 5 years’ experience in event management.   · Excellent communication skills.  · Ability to manage multiple projects and work assignments from a variety of clients.  · Ability to accomplish projects while working from home with little supervision.   · Fantastic customer service ethic and high expectations for excellence.   · Bachelor’s degree in related field is ideal but not required.  · Experience traveling around the United States.  · Proficient in the latest versions of Google Docs, Dropbox, Microsoft Word, Outlook, Excel, PowerPoint and mail merges. · Ability to work some nights and weekends and travel 20% of the year.  · Work well from home- this position requires the employee to work remotely 75% of the week.

If this position excites you, apply now to join our dynamic and growing team.  Please note, we will only review resumes that clearly state applicable experience as stated above.      Benefits: Benefits include generous PTO, quality of life and flexibility, potential for 401K and the ability to work from home.

Contact:  Please send a cover letter and resume demonstrating experience, salary requirements, interest and qualifications to:  info@jsheainc.com .  If you have experience using Aventri (formerly etouches) our registration system, please mention this in your cover letter.

Coordinator, Access and Meetings – American Anthropological Association, Virginia
Set a tone for an ethos of disability access informed by disability culture. Ensure delivery of a broad spectrum of accessibility accommodations for AAA members and meeting attendees with disabilities (mobility, speech, vision, deafness/hearing impairments, environmental disabilities, multiple disabilities, etc.), and support implementation of programming to build a culture of access among the broader AAA membership, staff, and organizational leadership. Develop communication plans, delivery processes, and evaluation and success tracking for accessibility programs across the association. Liaise with external service providers for delivery of accommodations. Support section and annual meetings through work within the abstract management system to assist the meetings department with call for papers, registration, and program production. Deliver exceptional member and attendee customer service both from the office headquarters and onsite at events as the lead on accessibility.

Scope of Organization/Functional Responsibilities
Develop and oversee association-wide accessibility accommodation services for an association of 9,000+ members; monitor and evaluate the success of accessibility programs; coordinate with external service providers; assist with call for papers, registration processes, and facility/logistics planning for 6-10 section meetings per year; assist with annual meeting call for papers; provide member and attendee customer support for members and attendees; support assistant director on development of programming as assigned.

Number of Volunteers Supported
Varies, includes Disability Research Interest Group, Section Program Chairs

Number of Employees Managed/Supervised
Coordinates 30-50 Annual Meeting student volunteers

Specific Responsibilities

Accessibility

  1. Serve as the primary staff face and voice of accessibility services for the organization.
  2. Liaise initially with the Society for Medical Anthropology Disability Research Interest Group to refine accessibility programs.
  3. Contribute to developing, and act as a point of contact for, an organization-wide group of AAA members with expertise related to disability access to review future educational programs and conference policies.
  4. Ensure successful delivery of accessibility accommodations to all members, users, and attendees of AAA events and communications.
  5. Work with AAA staff to ensure access on web and print platforms. Work with AAA staff, DRIG, and other section leadership to proactively develop and execute new programs, trainings, and communication campaigns related to access and disability in the AAA and the practice of anthropology more generally.
  6. Assist with development of membership wide communications to increase awareness of accessibility programs and offerings.
  7. Monitor, evaluate, and report the success of accessibility programs, recommending adjustments and improvements as warranted.

Section Meetings

  1. Support Section Meetings’ Calls for Papers in abstract management system to include accessibility, setup, maintenance, and troubleshooting.
  2. Support Section Meetings’ Registration processes in membership database to include accessibility, setup, maintenance, and troubleshooting.
  3. Prepare weekly registration reporting updates and tracking.
  4. Support Assistant Director on Section Meeting logistics and facility planning.

Other Duties

  1. Provide excellent external facing customer service to all members and attendees by serving as lead on accessibility and meetings email inboxes.
  2. Coordinate the Annual Meeting Volunteer Program.
  3. Assist the Meetings Director and Assistant Director with programmatic elements of the annual meeting.
  4. Assist with committee and other volunteer meeting logistics onsite and at AAA offices.
  5. Regularly update meetings webpages on the AAA website.
  6. Other duties as assigned.

 

Experience: 2-4 years of experience with developing and delivering accessibility services, meeting planning, and association programs. Proven commitment to and/or experience with disability inclusion in a disability rights framework.

Skills and Abilities: Strong customer service focus, excellent verbal and written communication skills, experience with data entry, able to handle several projects simultaneously, ability to evaluate programs based on qualitative and quantitative indicators. Familiarity with disability rights and disability justice issues and ability to address these issues in communications with membership and on behalf of the Association.

Additional Preferred Qualifications:

  • Knowledge of and interest in the field of anthropology
  • American Sign Language Proficiency
  • Experience with Computer Aided Real Time Transcription (CART) or other real time text accessibility
  • Experience with abstract management systems, preferably Cadmium

To Apply Please Visit:  https://careerhq.asaecenter.org/jobs/11894988/coordinator-access-and-meetings

Meetings Manager – American Student Dental Association, Chicago IL
The American Student Dental Association (ASDA) was founded in 1971 and is the largest dental student organization in the United States. With a membership of more than 24,000, ASDA represents 94% of dental students from all 66 dental schools.  ASDA’s mission is to protect and advance the rights, interests and welfare of dental students.  The association introduces students to lifelong involvement in organized dentistry and provides services, information, education, representation and advocacy.  ASDA representatives vote in the ADA House of Delegates, sit on most ADA councils and commissions and comprise one of the most respected student organizations in the nation.

ASDA is located off Michigan Avenue in downtown Chicago, with a staff of 14 and an operating budget of $4.5 million.

Position Overview

The Meetings Manager is responsible for managing the strategy, planning, and execution of all aspects of the ASDA meeting, events and education programs. Will work with content experts to create education programs.  Meetings and education programs range in size from twenty to several hundred attendees.

Position Responsibilities:

  • Selects venue and coordinates logistics for all association meetings. Includes the Annual Session, National Leadership Conference, Spring and Fall Council meetings, Executive Council meetings, committee meetings and education programs.
  • Assists with the development of the program content.
  • Researches facilities, conducts site inspections and selects facilities.
  • Manages and negotiates contracts with hotels and vendors.
  • Manage project plans and ensure consistent communications with staff and volunteers.
  • Negotiates, contracts and communicates with speakers. Reconciles speaker invoices.
  • Manages proposal submissions for all courses and workshops.
  • Manages Meetings Coordinator.
  • Manage relationships with destination management companies.
  • Researches, evaluates, selects and negotiates contracts for audio-visual, exhibitor services, photography and transportation services.
  • Handles all planning and onsite management regarding logistics such as AV, vendors, for all meetings and programs.
  • Serves as main contact with marketing to ensure all ASDA meeting marketing materials are being disseminated, collected and edited properly.
  • Develops and manages budget for meetings department. Creates a financial report detailing the overall revenue and expenses for meetings and programs.
  • Serves as the staff liaison to the Council on Sessions and the National Leadership Conference Planning Committee. Attends meetings, prepares agendas, meeting minutes and coordinates committee and council activities.
  • Coordinates PACE program (education certification) ASDA meetings. Creates, collects and submits required PACE forms on behalf of ASDA attendees.
  • Manages program evaluations and analyzes results. Recommends improvements to committees, councils and staff.
  • Provides meeting content and information for e-newsletters, the website and mobile app (education sessions, speakers).
  • Manages script development for all meetings.
  • Develops relationships with convention bureaus and hotel representatives.
  • Provides onsite coordination for meetings.
  • Ensures meetings, programs and events achieve organizational goals and objective.
  • Monitors industry changes regarding meeting planning, events, hotels, etc
  • Tracks historical data and makes recommendations for the future.
  • Creates program evaluations and analyzes results.
  • Fulfills other duties as assigned.
  • Some travel and weekend/overtime work required.

Position Requirements:

  • Bachelor’s degree in hospitality, event management, business, communications, marketing or related field. Professional designation CMP preferred.
  • Five plus years experience in meeting planning, preferably with an association. Experience working with volunteers.
  • Demonstrated experience managing staff.
  • Excellent organizational abilities, ability to manage a number of projects simultaneously.
  • Strong interpersonal relations, display exemplary customer skills and collaborate effectively with various internal and external stakeholders
  • Demonstrated experience managing budgets.
  • Excellent verbal and written communication skills.
  • Proficient in Microsoft Word, PowerPoint and Excel. Familiarity with association management software (Association Anywhere) preferred.

Search Process:

This search is being conducted by Tuft & Associates.   To apply please forward your resume electronically with cover letter in confidence to:  Mary McMahon, Associate, Tuft & Associates: cbabjak@tuftassoc.com; phone: 312-642-8889.

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