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Meetings & Logistics Manager

1 month ago

Arlington, United States Hearth, Patio & Barbecue Association Full time

About Us:
The Hearth, Patio & Barbecue Association (HPBA) is based out of the DC area and is the heartbeat of industries that bring warmth, flavor, and joy to our lives. We champion the essential products that make family gatherings and moments with friends unforgettable—from cozy fireplaces to sizzling barbecue grills and inviting outdoor living accessories. Fun fact: Over 80% of households have a barbecue grill Join us in celebrating and promoting the products that enrich our everyday experiences and create lasting memories.

Job Summary:
We are seeking a thoughtful, meticulous, and proactive Meetings & Logistics Manager to manage our complete event registration process and oversee various aspects of event logistics.

The ideal candidate will excel in fast-paced environments, managing multiple tasks simultaneously with exceptional organizational skills. Experience and proficiency in event registration systems and logistics is a requirement. Candidates need to be balanced in their ability and desire to build trust with teammates and to have fun in day-to-day interactions.

Responsibilities:

  • Act as the primary point of contact between HPBA and our event registration service provider, ensuring seamless communication and collaboration.
  • Manage the setup, maintenance, and production of the event registration process, ensuring it is accurate, clear, concise, and user-friendly.
  • While onsite, oversee registration setup, badge production, and training of temporary support staff, ensuring everything runs smoothly.
  • Liaise between the association and all event registrants, effectively communicating essential registration and event attendance information.
  • Compiling weekly registration reports, including registration totals from the registration vendor and post-show historical comparison reports, is second nature to you.
  • Create, manage, and update RFPs for event mobile app services, ensuring our app needs are met.
  • Set up, review, and test event mobile app functionality, provide weekly updates, and develop and manage app messaging content to enhance the attendee experience.
  • Create, manage, and update RFPs:
    • photographer services, ensuring we capture the event's best moments.
    • first aid management services, ensuring the event is safe.
    • other services or venues as needed.
  • Procure supplies needed for meetings and events.
  • Arrange transportation of the association shipment to and from the event site, ensuring everything is in place and on time.
  • Arrange for show management internet and computer equipment for the event staff office and association booths, including Membership, Priority Booth Sales/Hotel Reservations, and Registration counters.
  • Oversee procurement of awards, attendance ribbons, event apparel, and name badges for HPBA staff.
  • Collaborate with department staff to offer event merchandise to registrants, encouraging additional show branding and revenue.
  • Manage sponsorship asset fulfillment, ensuring all digital files are collected on time and stored efficiently, in addition to invoicing, allocating, and tracking sponsor payments.
  • Project manage event signage order, ensuring every detail is meticulously reviewed, perfected, and approved for production. Your dedication ensures that the event's visual representation reflects the brand of the event and the association.
  • Maintain and drive the development of registration pages.
  • Compile crucial information to include in the Registration Brochure, helping bring the event to life

Required Skills/Abilities:

  • Proficiency in event registration programs, databases, WordPress or similar web content management systems, project management tools, Microsoft Office Suite (Outlook, PowerPoint, Word, Excel, Teams, OneNote).
  • Excellent written and verbal communication and interpersonal skills.
  • Ability to drive results, both independently and as part of a team.
  • Strategic thinker with problem-solving capabilities.
  • Proactive and self-motivated.
  • Enjoys work and finds fun and enjoyment in daily teamwork and customer service.
  • Bachelor's degree or equivalent work experience in Event Management, Hospitality, Business Administration, or a related field.
  • Previous experience in event coordination, registration management, or a similar role.
PandoLogic. Category:Logistics, Keywords:Logistics Manager, Location:Arlington, VA-22201