As the Director of Events for a highly-respected, $5 million association in the Washington, D.C. region, you will have one direct report to assist you as you work collaboratively throughout the organization to ensure event goals are met and to promote awareness of pertinent details, risks, challenges, and necessary improvements. You will lead the production of events and oversee an event portfolio consisting of professional training programs, conferences, and fundraising events.
You will provide full logistics support for all events from planning stages through event wrap up, regularly negotiating with all vendors and suppliers and reviewing all contracts to ensure the highest quality experience for the best value. Every detail of every event will be decided deliberately, reviewed accurately, and executed to perfection.
Responsibilities of the Director of Events
Vendor, Venue, and Supplier Selection
Drive selection and management of vendors and suppliers who will deliver the highest quality experience for the best value.
Research city and hotel options via phone, internet, networking, outsourced solutions, and occasional site visits considering the following requirements: location of hotel, proximity to airport, transportation, facilities and amenities, size and availability of appropriate meeting space, food and beverage costs, and meeting and sleeping room rates. Create and distribute RFPs; review and compare proposals; negotiate rates, services, meeting room rental, AV, F&B minimums, and concessions; present options to program staff.
Conduct vendor/supplier research and selection for meetings and events. Use same criteria as above to make appropriate recommendations to program staff.
Use solid professional knowledge and skills to negotiate rates and contract terms to obtain cost savings and minimize liability and attrition exposure for the organization. Review contracts to ensure terms and conditions are acceptable and meet organization guidelines.
Logistical Support for Programs
Provide full logistical support for programs, conferences, and special events.
Lead production of special events with high production quality and within established budgets.
Support the development of event calendars and budgets that allocate resources judiciously throughout the year.
Ensure deadlines, program, and budgetary goals are met.
Identify and escalate plan deviations, challenges, risks, and concerns to appropriate staff and recommend solutions.
Establish billing procedures with hotels for direct billing and/or credit card payment.
Create and direct execution of event signage plan, ensuring fulfillment of sponsor agreements.
Present options for food and beverage, including detailed budgets.
Prepare banquet event orders (BEOs) for functions, including setup and audiovisual and food and beverage requirements, taking into account the specific needs of speakers and educational content. Review BEOs prior to meetings for accuracy; approve and return to the hotel and distribute to staff.
Coordinate with additional team members to develop and update web content related to event logistics.
Organize and conduct site inspections, planning meetings, and pre-conference meetings with the key venue, vendor, and organization staff.
Ensure that hotel and vendor contractual obligations are being met. Advise hotel and organization staff of any issues that may arise with room blocks, food and beverage minimums, or function space, such as changes in date or meeting requirements, additional requests, etc. Respond to inquiries and requests from staff, committee members, and event participants.
Contribute to development or updates of project plans and timelines for internal staff. Schedule team meetings and maintain regular communications and updates with staff.
Manage and direct the creative and production process from design through delivery. Ensure the production timeline stays on track and critical decisions are made in a timely manner.
In collaboration with the senior management team, develop a staffing plan and schedule, coordinate volunteer schedule, and create onsite staff guidelines and training documentation. Manage hotel and travel arrangements for internal staff and speakers.
Develop a shipping plan and communicate shipping/receiving information to staff and vendors. Inventory materials onsite and direct distribution to appropriate locations.
Direct onsite operations of events including directing signage placement, ensuring the execution of special needs requests, overseeing and monitoring room setups, ensuring catering and AV requirements are implemented, and managing event security.
Develop, manage, and coach the program & events coordinator (direct report).
Liaise with staff across internal departments, including supervising relevant vendor and facility contacts externally at events and programs.
Support budget development for all events. Identify and recommend potential cost savings and efficiencies.
Manage budget; monitor and forecast expenses; provide reports at designated checkpoints and as requested.
Oversee meeting invoice reconciliation, bill payment processing, and final reporting and analysis. Record final expense totals in expense tracking worksheets.
Work with finance and program staff to deliver analyses of event revenue, expenses, and organizational ROI.
Qualifications of the Director of Events
Eight plus years of experience in event planning, management, and logistics with a preferred minimum of two years in a not-for-profit or professional association.
Strong negotiation skills with a solid understanding of contract terms and conditions and experience negotiating agreements.
Experience with onsite logistics management and support for programs.
Experience in management event budgeting, including development, monitoring, cost-saving identification, reporting, and analysis.
Bachelor’s degree. CMP designation is preferred.
Attributes of the Director of Events
Great communicator. You are articulate and persuasive, with exceptional verbal and written skills. You get the information you need and convey the right information in a direct and pleasant manner.
Analytical. You can make critical assessments. You have the ability and experience to bring about change. You identify and frame problems and set priorities. You have proven project management skills.
Collaborative. You share information and you work cooperatively at all levels. You give respect; you earn yours. You value working in a cohesive team environment where everyone works hard and relies on each other to pull it all together.
Cool under pressure. You do your best work when the pressure is highest. You grow more controlled and confident in your abilities to solve problems the more problems arise.
Service-oriented. You skillfully manage the smallest of details and exceed expectations. You have unrelentingly high standards. You strive for excellence and can make adjustments to meet the needs of the current circumstances.
Detail oriented. You have great attention to detail. You follow a consistent and fair process while considering different nuances.
Diplomatic. You are sensitive to the needs of others while being realistic about what can be accomplished. You are known for leadership, poise, tact, and diplomacy.
What’s Attractive to the Right Director of Events Candidate?
You will be joining an organization with high ethical standards and colleagues who are well-versed in following structured processes for evaluating and mitigating risk.
This is a highly visible role – both within the organization and with external entities. You will have the opportunity to work with highly skilled leaders in all areas of the organization.
The organization offers a competitive benefits package.
This mission-driven organization is financially stable with a robust, growing membership.
To Apply for the Director of Events:
Simply email your resume to Gina Schurman at email@example.com with “Director of Events #2018-2425 ASAE” as the subject of the email.
Staffing Advisors has been engaged to find the right candidate and is committed to helping create a diverse work environment for our client. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status, or any other basis protected by law. This position may require pre-employment screening potentially including a criminal background check, verification of academic credentials, licenses, certifications, and/or verification of work history.
Internal Number: #2018-2425
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