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Director of Meetings and Events

4 months ago

Philadelphia, United States MLR Holdings LLC Full time

Director of Meetings and Events

MLR Media is a Philadelphia-based media and events company serving public and private company directors, leaders and owners of multi-generational family businesses, and C-suite executives. MLR Media brands include Directors & Boards, Family Business, Private Company Director, andFO Proand the Character of the Corporation, Transitions, Private Company Governance Summit, and Family Business Legacy and ALIGN conferences. We produce, and are known for, our unique and innovative conferences and live events for each of these brands. Many attendees tell us that our events are the best theyve ever attended.

The Event Director will work with the publishing director, marketing director, sales and content teams and art director to consistently deliver best-in-class live and digital events, and will supervise the events coordinator. Detail-, business- and results-oriented, with a strong creative and innovative mindset. Strong focus on internal and external customer service. Demonstrated creativity and innovation to ensure that our events remain relevant and must-attend.

The position is in Philadelphia, with at least three days a week in office.

Performance Measures

Meet and exceed event attendee and sponsorship goals through effective, well-written and well-planned marketing

Ensure events are planned and populated 9-12 months in advance

Detailed and precise execution of pre-event, event and post-event responsibilities

Development of new event opportunities

Deliver an exceptional customer service experience to our attendees, speakers, sponsors and internal staff

General

Manage the budget and exceed goals for all live and digital events

Create and track event budgets and schedules, up to two years in advance

Identify venues and negotiate contracts with venues and service providers

Work with publishing director to establish sponsorship and registration rates

Travel to attend and participate in events, and sales calls

Effectively represent MLR Media and its products

Oversee development of timelines for conference locations, dates, themes, topics and potential speakers at least one year out from each event

Create and oversee execution of event timelines in coordination with Publishing Director

Develop and track performance against annual conference budgets and goals

Develop and maintain prospective attendee databases

Special focus on keynote speaker identification and confirmation

Manage multiple projects simultaneously with attention to detail and constantly improve event processes

Strong copywriting skills

Pre-event

Create, track and monitor weekly event meeting agendas, schedule meeting and deliver notes and assignments

In concert with Publishing Director and Editorial team, develop conference and live event themes, topics, and sessions

Schedule and execute conference marketing, digitally and in print, in concert with Marketing Director and Publishing Director. Work with concierge sales team to build registrations.

Create and update event websites, ensure the site is proofread and accurate

Create list of potential speakers, manage speaker database, and track confirmed speakers

Manage speaker communications, including confirmations, full contact details, travel plans

Schedule and participate in speaker preparation meetings with moderators/facilitators and assigned editorial team members

Manage flow of conference presentations, edit and format to standards

Develop, execute and distribute attendee pre-conference surveys

Acquire, edit, and format Attendee Bios and Photos

Prepare and publish all conference materials for print and digital distribution, including Evaluation Forms, Conference Program, Pre-Conference Survey Results, Welcome Letters, Presentations and Attendee bios

Create final name badge and ribbon database for each event, assign conference sessions, table seating, create personal schedules for attendees

Create and distribute conference script

Responsible for attendee customer service prior to and after each conference

Assist with manual conference registrations and changes, as needed.

Pre-event attendee communication, including follow up for photos and bios, sending attendee information forms, and attendee preparation for the event emails

Event

Manage events onsite

Coordinate and assist with event set up and tear down

Onsite coordination with venue, catering and AV personnel

Assist with onsite registrations and materials distribution

Ensure speakers are present, with microphones, and on stage on time

Deal with sponsor and attendee concerns and issues

Oversee on-site registrations, handbook sales and other ancillary revenue generating opportunities

Post-Event

Schedule and lead post-event de-briefings

Calculate final evaluation scores, distribute evaluation report

Post-event attendee communications, including attendee and speaker thank yous

Track cancelations and registration changes, and potential re-application of registrations to future events.

Webinars

o Manage the schedule of available webinars

o Participate in webinar sales calls

o Coordinate webinar topic and speaker preparation with sales team and clients

o Secure additional speakers as needed

o Schedule and execute webinar attendee marketing in concert with marketing director

o Work with webinar platform provider to schedule events, set up registration page, and track attendance

o Participate in webinars behind the scenes, assisting with attendee technical questions and questions for the speakers

o Deliver reporting to the client with appropriate follow up

Key Experience Requirements include:

Minimum 10 years events experience

Strong experience with Excel, Word, PowerPoint, Acrobat, html, Google Docs, CMS systems Magazine Manager/Sales Force or other CRM systems, experience with Cvent or similar events platform

Demonstrated project management ability

Key personal characteristics include:

Ability to show leadership in a team environment

Thrive in a fast-paced, creative and detail-oriented environment

Maintain positive relationships with all stake holders

Remain calm and reasoned under pressure

Ability to manage multiple projects and priorities with grace and precision

Excellent written and verbal skills