Career Center

Under the direction of the Executive Director - the Conference Planner manages the annual MSA FORWARD conference including involvement with logistics, vendor relations, contract management, accommodations, speaker management, CRM set-up, registration, and volunteer management for MSA. Remote contract - LLC or Scorp preferred, event planning companies are welcome to submit a proposal. Hours will vary each month but generally 20-40, steadily increasing as we approach the conference. Contract payment will be monthly upon invoice- rate will be negotiated. 

Requirements/Duties

The contractor must be comfortable working with MSA volunteer committees and planning a large, multi-day conference & expo.  Eshow knowledge preferred.  Must be flexible and able to work closely with volunteers and other contractors.

• Must have multiday conference planning experience and knowledge in exhibit floor management.
• Exhibits sales.
• Registration management.
• Attends and manages conference and associated events as on-site support (travel expenses paid for by MSA).
• Collaboration with the Executive Director, Event Committee, and colocation conference staff (AAM) on conference and event logistics, including but not limited to site selection, program development, and educational opportunities, etc. Collaborates with and monitors volunteer event committees, including preparing programming materials for committees (e.g., registration reports, post-conference evaluations, etc.). Enters and maintains accurate conference information in the Association Management System and/or event registration system.
• Ensures all logistical details including room set-up, audio/visual, transportation, housing, food and beverage, BEOs, etc.; and plans committee and leadership events.
• Creates and manages detailed project management plans to ensure team components are delivered on time and within budget.
• Serves as the primary point of contact for collecting all necessary information and materials from conference speakers (e.g., presentation materials, travel details, managing speaker FAQs, descriptions, bios, etc.).
• Tracks and provides metrics for leadership reports.
• Works with Marcom contractor to make sure all sponsorship deliverables are met, all events are fully publicized and exhibit sales are communicated regularly to vendor audience. Ensures communication calendar covers all aspects including registration, speaker selection, sponsor & exhibitor solicitation, and volunteer recruitment. Coordinates with marketing contractor/committee to manage marketing components including printed event collateral, website updates, and onsite signage.
• Works with admin contractor to coordinate mobile app creation.
• Manages invoice reconciliations, speaker reimbursements, conference and event shipments, department inventory, and the preparation of attendee registration materials.
• Manages event shipments.
• Oversees post-event reconciliation and closeout including the tracking of statistical data, and the creation of final reports.
• Contractor should have impeccable attention to detail, excellent writing and proofreading skills.
• Is a polished professional, adept at actively engaging members, developing stakeholder relationships with volunteers and establishing event goals.
• Other duties related to overall conference planning.