Meetings and Events Director

1 month ago

Washington, Washington, D.C., United States INGAA Foundation Full time

The INGAA Foundation has an immediate opening for a Meetings & Events Director. This position is responsible for overseeing all INGAA Foundation meetings, events and workshops in collaboration with executive leadership and steering committees. The Meetings & Events Director will be responsible for all logistical aspects of meetings and events, including the corporate sponsorships program, the review of vendor RFPs, venue selection process, contract negotiations and event specifications. The Meetings & Events Director is also responsible for coordinating staff and outside vendors in all aspects of specific event associated tasks, including planning; contracting; budget management; timeline monitoring; and quality assurance.

Essential Responsibilities

  • Collaborate with executive leadership and steering committees to define the strategic event scope and format, establish and manage budgets, and implement administrative procedures to ensure successful outcomes for 5-10 events and three annual conferences.
  • Direct and execute event timelines with defined milestones, overseeing the overall strategic implementation of event plans to achieve organizational goals and objectives.
  • Strategize and orchestrate the selection of venue locations, agenda structuring, budget allocation, scheduling, and event services to deliver exceptional experiences.
  • Conduct site inspections to ensure event facilities meet organizational standards.
  • Negotiate and finalize contract terms with key service providers and suppliers, including hotels, convention centers, speakers, and destination management companies (DMC), ensuring exceptional quality and delivery standards, optimizing resources, and ensuring cost-effectiveness.
  • Design and revise room layouts and special arrangements in collaboration with venues, tailoring setups to optimize attendee experience and operational efficiency.
  • Lead and supervise all aspects of pre- and post-event activities, ensuring seamless execution and delivery of services.
  • Provide comprehensive post-event follow-up, including communications, committee evaluations, attendee feedback dissemination, and accurate budget reviews.
  • Design, maintain, and enhance the MemberClicks website content to facilitate member engagement.
  • Formulate and implement contingency plans for each event, proactively addressing potential disruptions and managing unique Emergency Action Plans tailored to each event, meeting, or workshop.
  • Directly oversee the implementation and management of the organization's corporate sponsorship program, ensuring it is aligned with strategic goals and revenue targets.
  • Supervise the Sponsorship & Meetings Specialist, interns, and contingent staff as needed, fostering a collaborative and high-performing work environment.

Supervisory Responsibilities

This position is responsible for the direct supervision of the Sponsorship & Meetings Specialist.

Education:
• Bachelor's degree in hospitality management, business administration, marketing, communications, or related field. Work Experience:
• Minimum of 7 years of progressively responsible experience in event management, including oversight of successfully executing meetings with 350+ attendees, effectively managing room blocks of 250+ rooms, and consistently achieving or surpassing event outcomes and objectives.
• Direct experience negotiating contracts with hotels, convention centers, and other event service providers.
• Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines in a high-pressure setting.
• Proficiency in event management software (e.g., Cvent, Passkey, MemberClicks, etc.) and Microsoft Office suite.
• Willingness and ability to travel as required for events and meetings.
• Exceptional interpersonal skills with the ability to build relationships and communicate effectively with stakeholders at all levels.
• Event Planning certification is preferred. Skills:
• Proven ability to achieve strategic event objectives, focusing on fostering collaboration and innovation.
• Exceptional skills in strategic event planning with meticulous attention to detail in all aspects of event management, including budgeting, scheduling, logistics, and resource allocation.
• Strong negotiation skills with a proven track record of securing favorable contract terms with vendors, hotels, and other service providers.
• Excellent written and verbal communication skills, capable of articulating complex event plans and strategies to diverse stakeholders and audiences.
• Proficiency in managing relationships with vendors and suppliers, ensuring high-quality service delivery and cost-effectiveness.
• Effective problem-solving skills to anticipate and address challenges during event planning and execution.
• Ability to thrive in a fast-paced, dynamic environment, adjusting priorities and strategies as needed to meet evolving organizational goals.

INGAA and the INGAA Foundation are proud to be equal opportunity employers.

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