Meetings & Registration Specialist

2 months ago

Charleston, West Virginia, United States International Sign Association Full time
Full job description

About ISA: The International Sign Association (ISA), recognized by the Council of Manufacturing Associations as a "Best Place to Work", is a leading association for the sign, graphics, and visual communications industry. The association hosts ISA's International Sign Expo, an annual tradeshow and conference that draws 20,000+ attendees as well as smaller boutique/niche in-person and virtual events. ISA is highly selective in who it hires, expecting candidates to live up to its culture code, not see titles but see opportunities, roll up their sleeves to support day-to-day operations and position ISA for the future.

ISA believes that happy employees make productive employees. The association lives its staff-created culture code which promotes staff to (1) take calculated risks, (2) be their unique selves – they were hired for a reason, (3) foster respect, transparency, and trust, and most important (4) have fun ISA is an Equal Opportunity Employer.

Position Summary

The International Sign Association (ISA) is a leading association for the sign, graphics and visual communications industry. ISA is seeking a Meetings and Registration Specialist to manage and adhere to the planning cycles for ISA and Sign Research Foundation (SRF) events. ISA is headquartered in Alexandria, VA, but the position is available as fully remote with a preference for those residing in the DMV area, as there may be a requirement to come into headquarters once every quarter.

Reporting to the Vice President of Trade Shows and Meetings, the Meetings and Registration Specialist will turn events into memorable experiences by managing the planning cycles and anticipating the needs and timelines of both internal and external stakeholders and partners. This individual is comfortable organizing a Board meeting for 20 people or a tradeshow for 20,000 and relishes the excitement and buzz of being onsite and seeing the hard work come to fruition. The Specialist seeks improvements for future events and is constantly looking for new ideas and innovations that can improve the experience and value for all participants at ISA/SRF Events.

Responsibilities

Vendor Management

  • Assist with vendor selection and negotiation.
  • Manage registration vendor and oversee development of online registration system with vendor, including integrations with appropriate sites for robust functionality and versatility.
  • Primary staffer responsible for managing onsite meeting functions and vendors including registration, food and beverage, AV, GSC, IT, transportation, temps, and hotels.
  • Drive the requests-for-proposals and complete thorough site selection process.

Registration and Housing

  • Manage the housing and registration process for all events, including ISA International Sign Expo, report trending data, identify opportunities or areas of concern, and year-over-year comparisons.
  • Create event set up and registration within ISA/SRFs AMS (NimbleAMS) for non-expo events.
  • Respond to registration and housing customer service issues and inquiries.
  • Train and manage onsite registration temporary staff.
  • Aid in the reconciliation of registration and housing finances pre-show, onsite, and post-show with the finance team, VP Trade Shows & Meetings and vendor.
  • Co-manage the association's housing blocks for all events including ISA Sign Expo
  • Manage all staff and vendor housing requests.
  • Act as liaison between hotel and the ISA Board for housing arrangements.

Advance and Onsite Event Management

  • Creation and distribution of all function sheets/books, including BEOs, AV orders, room layouts, and change sheets.
  • Serve as point person for ideation, implementation and fulfillment of all special events, including receptions and tours.
  • Where needed, create transportation and shuttle route plan.
  • Manage ISA Board meetings and niche events that support the industry.
  • Develop the crisis management plan for all non-Expo events.
  • Serve as the primary liaison between ISA Education staff and venue personnel for all education and professional development events.
  • Co-manage ISA Sign Expo signage process.
  • Oversee ISA shipments from HQ to show site and compilation of shipping manifest(s).
  • Ensuring all events comply with relevant regulations and policies, minimizing risks associated with attendee safety and data privacy.
  • Compile and maintain historical information of all ISA International Sign Expo shows and meetings; develop post-conference recap reports, housing pick-up reports, final pick-ups, and expenses.

Budgeting and Financial Management

  • With VP, oversee billing, reconciles, codes and processes pre- and post-show invoices from respective vendors and ensures adherence to all budgetary guidance.
  • With VP, develops post-conference estimates and following year's budget(s)

Organizational Support

  • Evaluate all events on an on-going basis and recommend enhancements in format, schedule, and execution to improve all stakeholder's experiences.
  • Keep current on developments in the meetings and tradeshow management field.
  • Assist with in-house (staff) meetings and catering as requested.

Skills & Abilities

  • Ability to work well in a team environment and independently; committed to a team-oriented environment.
  • Highly organized with attention to detail and deadlines
  • Excellent written and verbal communication skills, critical and analytical thinking skills
  • Excellent project management and organizational skills; ability to prioritize large projects and effectively see them through to successful completion.
  • Contract negotiation skills.
  • Ability to navigate the planning cycle of an event with one month or one year lead time.
  • Excellent relationship-building skills, and ability to work with a wide range of stakeholders.
  • Ability to keep calm in the face of everchanging circumstances in both the planning cycle and while onsite.
  • Ability to travel as required, including some weekends and potential international travel.

Success in this role will incorporate:

  • Efficient Event Planning
  • Experience and Satisfaction
  • Effective Communication
  • Collaboration
  • Budget Management
  • Technology Utilization
  • Problem Resolution
  • Post-Event Evaluation

Benefits:

  • 401(k)
  • 401(k) matching
  • Dental insurance
  • Health insurance
  • Life insurance
  • Paid time off
  • Vision insurance

Experience:

  • Meeting facilitation: 3 years (Preferred)
  • Events management: 3 years (Preferred)
  • Vendor management: 1 year (Preferred)
  • Budgeting: 1 year (Preferred)
  • Nonprofit: 1 year (Preferred)

Requirements

  • Bachelor's degree
  • Minimum of three years of experience in the meetings and event industry
  • Proficient in MS Office, especially in Excel and internet research.
  • Experience in the non-profit sector preferred.
  • CMP Certification preferred

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