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Conference Manager

2 months ago

St Louis, United States Botanical Society of America Inc Full time

We are seeking a part-time contracted

Conference Manager

who will support the planning, development, design, and delivery of the annual conference of up to six botanically related scientific societies. This position ensures events and conferences are cutting edge, successful, and cost-effective, paying attention to budget and time constraints through effective project management. The ability to bring new ideas that increase attendance and enhance the overall event experience is critical. This role will be responsible for overall meeting management, budgeting, advance planning and site selection, onsite planning and logistics, as well as communication with the BSA Executive Director, Conference Program Manager and the Conference Program Planning Committee. Position Responsibilities:

Duties include but are not limited to: Identifies appropriate venues for the conference. Develops RFPs, researches and conducts site visits, and presents options to the Program Committee for approval. Negotiates contracts with hotels, convention centers, vendors, suppliers, etc. Works with staff and Program Committee to create the conference identity, including logo and the look and feel of the conference web site. Works closely with the BSA Program Director to develop the Call for Workshops, Symposia and Colloquia, makes final selections from proposals and schedules timing of all events. Holds at least 3-4 meetings with the Program Planning Committee throughout the year including one Planning meeting at the conference venue to introduce the committee to the facility, city, and discuss logistics. Develops the conference budget and determines registration rates in consultation with the Program Committee and BSA Executive Director. Regularly monitors the budget to keep costs in check. Works closely with Accounting Manager to ensure proper financial record keeping. Assists with monthly reconciliation of financial statements within QuickBooks, annual audit, and other ad hoc reporting. Identifies all service providers for the conference and negotiates costs and contracts including AV, Food and Beverage, Decorator, Printer, Shipping, Shuttles/Buses, any off site events, etc. Works closely with BSA marketing and Society partners to spread the word via emails and social media. Help to identify Plenary speaker, sponsored lecturers and special speakers. Collaborates with marketing, communications, and relevant staff to ensure the successful promotion of events and ensure timely and relevant content to achieve registration numbers. Chooses a local Fieldtrip Coordinator and helps them identify appropriate field trip options. Makes all the logistical arrangements to include transportation, lunches, field trip leaders and pricing. Works with the host hotel to manage the master list of attendees (VIP’s, staff, Board and etc) Continuously monitor the list for accuracy. Creates the registration site, the abstract submission site and conference app in conjunction with the contracted vendor. Monitor regularly for accuracy and problems. Maintains regular communication with the participating societies, speakers, and registering attendees. Works closely with society program directors to provide information for the meeting web site and appropriate links to society web pages. Provides letters of invitation to attendees in need of them. Identifies, cultivates and expresses appreciation of exhibitors and sponsors. Designs and ensures effective set-up and execution of the exhibit hall for the exhibitors, the poster session, receptions, etc. Works with BSA Marketing staff to appropriately advertise on behalf of sponsors. Coordinates and supervises the printing of all documents and signage for the conference, keeping in mind environmental consequences. Determines room assignments, seating arrangements, AV setups and Food and Beverage for all sessions and events during the conference based on the information provided by the Program Directors session/meeting/event forms. Tracks and orders supplies (ribbons, t-shirts, any sponsor materials, etc) and ensures all onsite materials are prepared, packed and shipped for onsite requirements. Coordinates, schedules and supervises student conference assistants and on-site help (such as BSA staff) or other assistants as needed. Troubleshoots all planning aspects of the meeting along with the BSA Program Director and Planning Committee. Manages post-conference wrap-up to include but not limited to collecting all invoices, reviewing for accuracy. Negotiates inaccuracies. Writes thank-you notes to all service providers and exhibitors. Conducts post-conference attendee survey and compiles results. Updates the conference web-site as needed. Manages post-conference financial reconciliation with BSA Executive Director and Finances Director. Distributes final revenue to or collects loss from participating partner societies. Description of Botany Conference: The annual conference is put on in partnership with 4-7 other scientific societies of which BSA takes the lead in planning and management. Botany conference attendance will be 800 – 1200 professors, researchers, and students from all over the world gather to present their research to their peers. Presentations include, but are not limited to, A Plenary lecture, Symposia and Colloquia, oral presentations, poster presentations, discussion sessions and Germinating Ideas (lightning talks). The five-day conference consists of over 200 different events to include Banquets (6), Breakfasts (12), Field trips (9), Luncheons (9), Misc. Meetings (22), Mixers and Receptions (17), Workshops (10-15), Oral Presentations (145), Special Lectures (11), and Symposia and Colloquia (12) all needing their own set of logistical and financial concerns. Qualifications and Experience: Minimum 5 years meeting planning experience CMP preferred but not required, willingness to continue professional development Prior non-profit and or association experience preferred. Must be mindful of the not-for-profit model of the conference. Nationwide/International meeting planning experience is a plus. Willingness and ability to travel (weekday and some weekend travel is required). Exceptional attention to detail and highly organized Ability to work under pressure Strong customer service attitude; resolves problems quickly and efficiently Excellent time management skills with ability to work on multiple projects simultaneously Excellent verbal and written communication skills Ability to work independently as well as part of a collaborative team Experience in a technology-oriented, remote work environment Strong organization and critical thinking abilities Commitment to BSA’s values and strategic plan Proficient in Microsoft Office and aptitude for learning new technology QuickBooks experience preferred This remote position is contractual, part-time and requires limited travel (up to 10%). Candidates may reside anywhere in the US. HOW TO APPLY: If you are excited about this opportunity, we require your resume and salary expectations when applying. We would love to learn more about you and your accomplishments. Candidates should feel free to include a cover letter or attach relevant documentation in the format requested below to

hcacanindin@botany.org

with a subject line: Botany Conference Manager. Please attach resume, titled as: Last Name – First Name Botany Resume Please attach cover letter, titled as: Last Name – First Name Botany Cover Letter Please attach additional document, titled as: Last Name – First Name Botany Additional BSA is an equal opportunity employer and does not discriminate on the basis of race, national origin, religion, age, color, sex, sexual orientation, disability, veteran’s status, or any other characteristic protected by local, state or federal laws, rules or regulations.

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