Reporting to the Director of Conferences, the Conference Planner will manage, execute, and collaborate with key stakeholders from various associations to plan events that increase member engagement and generate financial security for the associations.
In this role you will...
Manage national, regional, and state association meetings, conferences, trade shows, special events.
Collaborate with association committee members/volunteers to ensure deliverables per scope of project.
Work with the internal team on end-to-end planning and management as aligned with scope of project.
Learn and maintain a working knowledge of clients’ business practices and ongoing needs.
Look for ways to improve services and innovations for clients.
Manage sourcing, RFP’s and contract negotiations on assigned clients.
Attend industry events, trade shows, and conferences.
Skills and Abilities...
Ability to thrive in a fast-paced environment.
Ability to work on multiple clients at a given time to meet client deliverables.
Organizational skills with ability to coordinate details in a logical process.
Detail oriented with the eye to conduct quality checks on documents such as contracts, communications to client/attendees/exhibitors/sponsors, forms such as call for speakers, sponsor prospectus, etc.
Prepare budgets, manage expenses, make recommendations, be able report on budget throughout the planning phases, and develop post-conference reports.
Maintain a flexible schedule to accommodate travel for site visits, planning visits, onsite management, networking, and professional development.
Ability to work effectively with many stakeholders of differing communication styles.
Education and Experience...
Bachelor’s degree or a combination of education and related work experience.
Minimum 5 years of experience in conference and event management required.
Budget management required.
Sourcing experience required to include RFP builds, negotiating skills, and contracting.
Experience with MS Office including Teams, software for registration, exhibitor management, and speaker management required (flexible on platforms).
Experience with exhibitor and sponsor fulfillment.
Experience with trade show management.
Experience in multi-client setting preferred, not required.
CMP preferred, not required.
Experience managing staff preferred, not required.
Benefits:
Corporate culture of freedom & responsibility: generous vacation, flexible hours, opportunity to telecommute.
Compensation commensurate with experience.
Employees who work a year or more receive an economic interest in the company (expires if you leave our employ).
Health insurance & company-funded Health Savings Accounts.
Vision coverage.
Dental coverage.
Partial cell phone reimbursement.
401k
Up to two industry membership dues paid annually.
Company support of the cost of attending educational programs, as approved by a manager.
Civica Associations Conferences & Exhibitions -- http://www.civicamanagement.com -- is a medium-sized, innovative association management company, with clients in many sectors, including health care, education, and public safety. We are a fast-paced office, expanding, and need additional support to help us manage and deliver the highest level of service to our clients.
Civica is an Equal Opportunity Employer. We do not discriminate based on race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status, or any other basis covered by appropriate law. All employment is decided based on qualifications, merit, and business need.
About Civica Associations Conferences & Exhibitions
Civica Associations, Conferences & Exhibitions provides many services on behalf of our nonprofit association clients.
Often, we serve as the headquarters and provide all staff under multi-year contracts. We also can support your existing headquarters staff on things like back-office tasks and special projects.
We perform board and governance support, membership recruitment and retention, meeting and conference planning, graphics direction, and support, communications including website and emails, outreach to stakeholders and others, financial analysis and bookkeeping, national benchmarking, quarterly management dashboards, and membership and conference tracking. We provide extensive meeting and conference planning as well as “day of” conference services. Finally, we act as a purchasing cooperative for our clients in that we share many expenses across all organizations, saving money.
Our office is well located both in the center of the country and near Denver International Airport, making Civica an ideal home for national, regional, and state associations. Nationally, Civica hosts board fly-ins to our well-equipped boardroom, and our campus offers two conference centers for... larger events. Ample-covered parking is a prerequisite for our volunteer leaders. Climate-controlled storage covering 2,000 square feet ensures your association's archives are securely and safely maintained.
Civica is a leader among AMCs nationally in the adoption of technology and social media.
Civica has a team structure for serving clients. Teams allow us to intimately represent and assist our association clients without their being lost in a bureaucracy. Teams enable our company to scale its services by adding people to teams. Finally, teams give our employees the opportunity, but not the obligation, to move occasionally to accommodate their interests and personal professional development.
Teams are terrific for the people who matter most to us – our clients and our employees.