Director of Meetings and Events

1 month ago

Philadelphia, United States MLR Holdings LLC Full time

Director of Meetings and Events


MLR Media is a Philadelphia-based media and events company serving public and private company directors, leaders and owners of multi-generational family businesses, and C-suite executives. MLR Media brands include Directors & Boards, Family Business, Private Company Director, and FO Pro and the Character of the Corporation, Transitions, Private Company Governance Summit, and Family Business Legacy and ALIGN conferences. We produce, and are known for, our unique and innovative conferences and live events for each of these brands. Many attendees tell us that our events are the best they’ve ever attended.


The Event Director will work with the publishing director, marketing director, sales and content teams and art director to consistently deliver best-in-class live and digital events, and will supervise the events coordinator. Detail-, business- and results-oriented, with a strong creative and innovative mindset. Strong focus on internal and external customer service. Demonstrated creativity and innovation to ensure that our events remain relevant and “must-attend.”


The position is in Philadelphia, with at least three days a week in office.


Performance Measures

·      Meet and exceed event attendee and sponsorship goals through effective, well-written and well-planned marketing

·      Ensure events are planned and populated 9-12 months in advance

·      Detailed and precise execution of pre-event, event and post-event responsibilities

·      Development of new event opportunities

·      Deliver an exceptional customer service experience to our attendees, speakers, sponsors and internal staff


General

·      Manage the budget and exceed goals for all live and digital events

·      Create and track event budgets and schedules, up to two years in advance

·      Identify venues and negotiate contracts with venues and service providers

·      Work with publishing director to establish sponsorship and registration rates

·      Travel to attend and participate in events, and sales calls

·      Effectively represent MLR Media and its products

·      Oversee development of timelines for conference locations, dates, themes, topics and potential speakers at least one year out from each event

·      Create and oversee execution of event timelines in coordination with Publishing Director

·      Develop and track performance against annual conference budgets and goals

·      Develop and maintain prospective attendee databases

·      Special focus on keynote speaker identification and confirmation

·      Manage multiple projects simultaneously with attention to detail and constantly improve event processes

·      Strong copywriting skills



Pre-event

·      Create, track and monitor weekly event meeting agendas, schedule meeting and deliver notes and assignments

·      In concert with Publishing Director and Editorial team, develop conference and live event themes, topics, and sessions

·      Schedule and execute conference marketing, digitally and in print, in concert with Marketing Director and Publishing Director. Work with concierge sales team to build registrations.

·      Create and update event websites, ensure the site is proofread and accurate

·      Create list of potential speakers, manage speaker database, and track confirmed speakers

·      Manage speaker communications, including confirmations, full contact details, travel plans

·      Schedule and participate in speaker preparation meetings with moderators/facilitators and assigned editorial team members

·      Manage flow of conference presentations, edit and format to standards

·      Develop, execute and distribute attendee pre-conference surveys

·      Acquire, edit, and format Attendee Bios and Photos

·      Prepare and publish all conference materials for print and digital distribution, including Evaluation Forms, Conference Program, Pre-Conference Survey Results, Welcome Letters, Presentations and Attendee bios

·      Create final name badge and ribbon database for each event, assign conference sessions, table seating, create personal schedules for attendees

·      Create and distribute conference script

·      Responsible for attendee customer service prior to and after each conference

·      Assist with manual conference registrations and changes, as needed.

·      Pre-event attendee communication, including follow up for photos and bios, sending attendee information forms, and attendee preparation for the event emails


Event

·      Manage events onsite

·      Coordinate and assist with event set up and tear down

·      Onsite coordination with venue, catering and AV personnel

·      Assist with onsite registrations and materials distribution

·      Ensure speakers are present, with microphones, and on stage on time

·      Deal with sponsor and attendee concerns and issues

·      Oversee on-site registrations, handbook sales and other ancillary revenue generating opportunities



Post-Event

·      Schedule and lead post-event de-briefings

·      Calculate final evaluation scores, distribute evaluation report

·      Post-event attendee communications, including attendee and speaker thank yous

·      Track cancelations and registration changes, and potential re-application of registrations to future events.


Webinars

o  Manage the schedule of available webinars

o  Participate in webinar sales calls

o  Coordinate webinar topic and speaker preparation with sales team and clients

o  Secure additional speakers as needed

o  Schedule and execute webinar attendee marketing in concert with marketing director

o  Work with webinar platform provider to schedule events, set up registration page, and track attendance

o  Participate in webinars behind the scenes, assisting with attendee technical questions and questions for the speakers

o  Deliver reporting to the client with appropriate follow up


Key Experience Requirements include:

·      Minimum 10 years events experience

·      Strong experience with Excel, Word, PowerPoint, Acrobat, html, Google Docs, CMS systems Magazine Manager/Sales Force or other CRM systems, experience with Cvent or similar events platform

·      Demonstrated project management ability

 

Key personal characteristics include:

·      Ability to show leadership in a team environment

·      Thrive in a fast-paced, creative and detail-oriented environment

·      Maintain positive relationships with all stake holders

·      Remain calm and reasoned under pressure

·      Ability to manage multiple projects and priorities with grace and precision

·      Excellent written and verbal skills

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