This position plays an essential role in creating a positive member experience at meetings. Responsibilities focus on coordinating the operational aspects of event planning including site selection, venue contracting, event logistics, optional event planning, registration management, and marketing efforts. Travel required ~15-20%
Coordinates and executes conventions, conferences, meetings, and all other events. The coordinator works to elevate industry and member events by selecting appropriate venues; supporting education, sponsorship, and other onsite programs; managing onsite logistics during all-member events (convention, conference, etc.); and evaluating conferences and implementing improvement plans. Creates and maintains timelines for each event to include deliverables from all stakeholders.
Coordinate the selection of venues appropriate to the type of event required
Maintain relationships with CVBs, IATA contractors, and more
Manage RFPs for event locations, vendors, and contractors
Serve as the primary liaison to event venues, vendors, and contractors
Planning, production, execution and evaluation of all PCI’s events (meetings, workshops, education programs, awards programs, tours, receptions, etc.)
Coordinate and attend pre- and post-conference meetings to ensure smooth even facilitation
Manage onsite staff grids (inclusive of internal, temporary and vendor staff) to ensure smooth facilitation of events
Conduct post-conference surveys with attendees to measure results vs. goals. Compile results and deliverables for future events.
Oversee Award Programs and production of onsite presentation programs (coordinate video production, PowerPoint presentations, and scripts)
Execute event marketing and promotion strategies
Associate’s degree in business, hospitality management, or equivalent events/meetings experience. Bachelor’s degree preferred.
CMP a strong plus (or an additional 2 years planning experience under supervision of a CMP)
3-5 years event planning experience; Non-profit/association experience required
Knowledge of customer relationship management systems, particularly iMIS, preferred
P&L experience with budgets upwards of $500,000 is required for the higher end of the salary range
Exceptional event logistics and project management.
Strong written and verbal communications skills.
Strong project management skills and ability to juggle multiple shifting priorities.
Effortlessly adjust to changes in priorities, and balance short-term deliverables with long-term goals while producing a high-caliber work product.
Results-oriented and strong self-management skills.
Approachable team player who thrives in a high-energy, multitask and collaborative work environment.
Superior organization skills and attention to detail required.
Proficiency in Microsoft Office suite, particularly PowerPoint, MSWord, Outlook, and Excel.
Knowledge of Adobe Creative Suite (InDesign, Photoshop, Illustrator, etc.) a plus
Willingness to work extended hours during high periods to meet deadlines
Ability to travel as required ~15%-20%
Additional Salary Information: Anticipated Start Date March 12. Availability and Salary Requirements Must Accompany Initial Communication