Events Manager

1 week ago

Rancho Cucamonga, United States CA NV American Water Works Association Full time

_T_he American Water Works Association (AWWA) provides advocacy, education, and tools to support new and experienced managers in the water industry. The California-Nevada Section of AWWA (CA-NV AWWA) works to solve water problems for utilities and water organizations in a region that struggles with droughts, water affordability, and wildfires.

CA-NV AWWA supports its mission by providing training opportunities for drinking water professionals. In December 1999, the CA-NV Section’s Governing Board founded the Water College to focus specifically on education and to be responsible for administering continuing education and training. Through the Water College, educational opportunities and resources are made available to individuals working in the drinking water profession throughout California and Nevada.

The Events Manager organizes and oversees all aspects of conferences and events to make sure they are successful and that will make an impact to a target audience. This position plans and executes conferences, symposiums, smaller events, and events in which CA-NV AWWA is an active partner. This position is responsible for planning activities with input from multiple stakeholders in collaboration with internal staff, other departments, venue providers, contracted service providers and volunteers. This includes finding facilities, negotiating contracts, confirming vendors, and creating schedules for staff and volunteer support at events, and managing event budgets. This role as an Events Manager understands marketing and promotion techniques. The individual will be able to provide outstanding customer service and organize memorable events that meet the intended goals and expectations both creatively and consistently. They must be able to work well within time limits to plan, resource, and oversee the events.

**Essential Duties and Responsibilities**:

- Develops logístical requirements and procedures of an event with thorough venue inspections, room assignments, and contract development; implements on-site all contracted agreements with venue and vendors.
- Is the primary contact for event staff, exhibitors, contracted service providers and sponsors at conferences and other smaller events.
- Develops procedures for logístical and creative improvements. (ex. Prospectus development, event volunteer onboarding, and event layout development.)
- Coordinates the development of the creation, production, and distribution of printed and digital event materials, signage, and event mementos. (pins, speaker gifts, etc.). with marketing staff to ensure printed materials and signage required for events are produced and displayed.
- Oversees exhibition space layout and oversight of exhibit hall operations.
- Coordinates closely with finance and registration staff before, during and after events. Tracks and maintains event expenses and balances accuracy of invoices with approved budgets.
- Oversees volunteer committees (ex. local host, competitions etc.) with planning and implementation of events and sub-event activities; and works in partnership with other staff members whose responsibilities are relevant to programs.
- Maintain positive relationships, work cooperatively, and communicate effectively with other staff, exhibitors/sponsors, volunteers, and vendors.
- Develops event notebooks and files; maintain and distribute event planning documents, master schedule (event timeline), reports etc.; produce lists, badges, and organize event packing and onsite setup/cleanup.
- Updates those portions of the organization’s database associated with program events such as room assignments, signage locations, exhibitor contacts, etc.
- Develops and update event standard operating procedures, budgets, and guidelines and independently performs complex conference planning activities.
- Represents the organization to new and potential members at events.
- Required to document and handle the full range of pre-event details including initiating timely payments and meeting contracted timelines.
- Conducts pre/post meetings with venue staff, contracted vendors, caterers, volunteers, and participants.
- Manages the execution of exhibitor and sponsorship benefits. In collaboration with marketing staff creates event sales opportunities and provides exhibitor and sponsorship activation ideas.
- Ensures compliance with insurance, legal, health and safety obligations.
- Supports other program activities (other duties as assigned).
- Participates in special projects as needed.

**Qualifications**:

- Bachelor's degree (advanced degree desirable) in education, business, hospitality, or a water related field;
- At least 6 years related experience in Event Management.
- Management and leadership of employees and volunteers
- Non-profit Association experience a plus.
- Proficient in catering, guest services, and event planning
- Strong background in event marketing and hospitality industry
- Ability to see, communicate, plan and achieve your eve

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