Conference Managers is a third-party meeting planning firm established in 1989, who partners with clients to create successful and memorable annual conferences, meetings and tradeshows. Events range in type, industry, and size. The services Conference Managers provides include logistic arrangements, speaker manager, exhibits sales and management, sponsorship sales, and registration. Conference Managers' extensive knowledge of exposition and conference management allows us to provide services with minimal direction, while becoming an integral part of our clients’ organizations.
The Conference Coordinator at Conference Managers will be responsible for providing outstanding customer service and support to logistics managers for multiple national conferences. The ideal candidate will be an energetic person, with excellent written and verbal communication skills who can work efficiently in a past faced environment.
Coordinate registration processes in advance and on-site for conferences
Set-up/create and test registration website and form
Confirm registration pricing and policies with the client
Oversee/train registration assistant on data entry, payment, refund, and general procedures
Train registration assistant and conference assistant on registration general info for phone calls and emails
Produce registration and accounting reports
Produce badges and tickets
Order badge holders, ribbons, and supplies
Produce and tabulate surveys
Collate badges, tickets, ribbons
Provide back up telephone support
Coordinate temporary staffing, if applicable
Program & Education:
Manage abstract process
Serve as liaison to planning committee
Manage abstract review process
Coordinate speaker and session schedules
Issue speaker contracts
Coordinate speaker travel and logistics
Coordinate speaker AV requirements
Collect speaker handouts, distribute as needed
Compile, maintain and distribute staging guide based on client’s requirements
Serve as the liaison to the client
Chair planning conference calls and send out meeting notes
Order cancellation insurance and ensure facilities have appropriate insurance certificates
Adjust room blocks as necessary
Pull weekly housing reports
Coordinate staff, speaker, and VIP hotel sleeping room requirements
Order food and beverage using historical food consumption data
Order AV equipment for sessions, exhibit hall, registration, and office
Order phone and electrical requirements for offices/registration
Coordinate site selection inspections/reports for future years
Help develop registration brochure text and onsite program
Order awards and other promotional items
Write decorator order/coordinate signage (in conjunction with exhibits manager)
Coordinate staff and volunteer assignments
Develop and manage conference websites
Bachelor’s Degree preferred or any combination of education and experience that shows experience in a customer relations or event planning environment
Exceptional customer relations skills
Ability to organize, prioritize and coordinate multiple work activities in a fast-paced team environment and meet critical deadlines, as well as working independently
Excellent database management and proficiency with Microsoft Office software (Word, Excel, Power Point, Access, Outlook)
Exceptional written and verbal communication skills
Attention to detail and excellent proofreading skills
Ability to establish and maintain effective working relationships with others and the desire to be part of a committed work team
Strong work ethic with an enthusiastic, positive attitude, and the highest level of integrity
Maintain regular and timely attendance
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand; walk; climb or balance; stoop, kneel, crouch, or crawl and taste or smell.
The employee must regularly lift and/or move up to 10 pounds, frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds.
Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.
**Please note Conference Managers is a Dog
2 openings. Telecommuting is allowed.
Additional Salary Information: Competitive benefits and time off provided
About Conference Managers
Conference Managers is a third party meeting planning firm established in 1989, who partners with clients to create successful and memorable annual conferences, meetings and tradeshows. Events range in type, industry, and size. The services Conference Managers provides include logistic arrangements, speaker manager, exhibits sales and management, sponsorship sales, and registration. Conference Managers' extensive knowledge of exposition and conference management allows us to provide services with minimal direction, while becoming an integral part of our clients’ organizations.
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