Description:
CONFERENCE
& WORKSHOP
MANAGER
Full
-
time (40 hours/week), exempt
______________________________________________________________________________________
PRIMARY OBJECTIVES
OF POSITION
Works in a team setting to manage and market
a variety of conferences
, workshops, educational
projects and exhibit shows
for local and state government officials and staff, nonprofits and
community groups around
Minnesota as established in the
yearly GTS work plan
.
PRIMARY RESPONSIBILITIES
Program Management
Work with other staff to develop overall program timelines & monitor task completion
Coordinate development of overall event budgets & monitor all program expenses
Review bills for accuracy and approve payments
Negotiate contracts with providers (e.g. hotels, printers,
audiovisual companies)
Work with Business Manager and program team in program close out and client billing
Provide high quality customer service to clients
Maintain ongoing contact by phone, email and in-person (to answer questions, advise of
upcoming deadlines, provide suggestions to enhance the program or logistics)
Attend meetings of Planning Committees as appropriate based upon agenda issues
Assist in implementation of marketing plan for each event
Write/edit copy for promotional materials (e.g. brochures, postcards, flyers, email blasts, press
releases) as needed and work with Communications Specialist to ensure timely completion of project
Work with Communications Specialist on website needs for assigned programs Program Logistics
Handle facility arrangements including research on availability, negotiating terms, coordinating room set-ups, meal selection, audiovisual requirements
Prepare site RFPs as needed
Coordinate faculty/vendor needs (e.g. overnight accommodations, audiovisual equipment,
instructional materials)
Manage speaker arrangements
Initiate speaker contacts and confirmations for some programs
Receive completed speaker arrangements sheets & monitor needs
Receive instructional materials submitted by speakers & present to Conference Planner for review
Maintain ongoing contact with speakers
regarding logistics
Work with Registrar to develop program registration system & outputs (e.g. name badges, lists)
Prepare appropriate registration confirmations and work with Registrar to develop timeline for dissemination Develop plan for on-site registration (e.g. GTS staff, planning committee members, volunteers,paid registrars) and supervise Recommend formats (& identify resources) for on-site and/or electronic distribution of instructional materials Manage the program on-site Maintain program files GT
Exhibits/Sponsors
Coordinate details for
smaller exhibit shows,
including
floor layout,booth assignments, exhibitor
confirmations, themes and entertainment, and technology requirements
Assist in identifying new target markets/
outlets/
mail and email
lists for promotion to key audiences, and
making phone contacts to recruit vendor booths
Work with program team to develop sponsorship/patron programs
if appropriate
Prepare and implement marketing materials (electronic and print) Maintain ongoing communications with current and potential exhibitors/sponsors Supervise exhibit set-up through teardown as part of on-site responsibilities
OTHER DUTIES AND RESPONSIBILITIES
Participate in staff meetings and other all staff
activities Handle assigned responsibilities for general GTS office operations A
ssist other program staff with
program preparation and
on-site responsibilities during peak times as feasible Assist with GTS outreach; promote GTS and its services to potential clients and audiences as appropriate Look for ways GTS can strive for continuous quality improvement and financial viability
Perform other duties as assigned
or as skills/abilities allow
These examples are intended only as illustrations of various types of work performed, and
are not necessarily all inclusive. The position description is subject to change as the needs of the employer and requirements of the job change, as well as experience with GTS.
Qualifications:
Must be organized, able to prioritize, with good time management skills
Must be able to keep the total project in mind (the "big picture") while implementing
the specifics
Must be able to communicate well, both orally and in writing
Must be able to work in a situation with continual deadlines, with multiple priorities and with work
direction given
by multiple
project leaders
and clients
Must be able to develop and maintain positive and effective working relationships with other staff,clients, vendors, subcontractors
and the general public
Negotiation skills
Working knowledge of
Microsoft office,
email and Internet
Must have flexibility in work schedule; some nights, weekends and early mornings
will be necessary
Must have driver's license and access
to a car; some travel within Minnesota is required
Experience with budget development and monitoring
PREFERRED KNOWLEDGE, SKILLS AND ABILITIES
Ability to lead and coordinate internal staff and sub-contractors on a project by project basis
Ability and experience working collaboratively with other organizations
Knowledge of local and state government, as well as community, non-profit and higher education
resources
Up to date with various technologies, software, online registration, social media, mobile applications for
organizing, marketing and/or delivering live educational programs
Ability to work with a variety of clients and committees from implementation to completion
MINIMUM REQUIREMENTS
Four years experience in meeting/events planning and logistics, educational program management, the hospitality industry, or a related field
Four years of college or equivalent experience; a degree in marketing, hospitality, government or
management training beneficial
Experience in a position requiring extensive public contact or customer service
Experience in marketing events, educational programs, or products
PREFERRED QUALIFICATIONS
Experience in managing and marketing a range of educational conferences and workshops
Experience in using a wide range of technology tools for managing, marketing and delivering programs
Experience in developing proposals
Credentialed in the meeting/event planner field or equivalent (ex. Certified Meeting Planner)
PHYSICAL REQUIREMENTS/WORK ENVIRONMENT Must be able to pack,
lift, and transport program equipment and materials to and from programs (20-30 lbs.)
Must be able to set-up rooms for meetings if necessary move some tables and chairs, set-up equipment
Apply:
Send completed application form, resume and cover letter to
cschoeneck@mngts.org
or by fax to 651-223- 5307.
Application form and addendum are located on the GTS website www.mngts.org
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