Event Registration Specialist, Signature Events

4 days ago

Pasco, Washington, United States National Geographic Full time
About the Role

The National Geographic Society is seeking an experienced Event Registration Specialist to join our Global Special Events team. As a key member of our team, you will be responsible for spearheading all facets of the attendee registration experience for our Signature events.

Key Responsibilities
  • Event Registration and Data Management (50%):
    • Act as Global Special Events subject matter expert for National Geographic Society Swoogo account.
    • Responsible for working with Advancement Operations and program teams to compile invitation lists for events.
    • Build and maintain complex registration sites and deploy invitations primarily using the Swoogo platform.
    • Independently build and generate event website information pages, invitations, follow-up emails, RSVP reports, and event metric reports based on individual event needs to share with internal partners and hosts.
    • Work with the team to build post-event surveys and after-action reports using qualitative and quantitative data that provide relevant insights for future projects.
    • Manage onsite registration experience, overseeing staff and attendee check-in, troubleshooting attendee needs, and acting as the primary point of contact for vendor support.
    • Manage the name badge printing process with production agency.
    • Collaborate regularly with the Advancement Operations team and Advancement Special Events Registration Specialist to ensure data collection is properly stored and relayed to Raiser's Edge.
    • Explore new technologies and industry best practices to implement that will improve the team's registration processes, engagement tactics, and onsite experience for guests at events.
  • Marketing and Communications (25%):
    • Ability to draft cross-departmental approval grids to review all copy related to the event and develop initial drafts, including initial invitations, promotional website pages, and other event marketing content to promote event participation.
    • Develop and route invitations and copy documents, compiling approved language for invitations and websites and ensuring all interested parties have signed off.
    • Regularly and clearly communicate agreed-upon planning updates and attendee data.
    • Distribute regular reports internally to major stakeholders about progress against goals.
    • Work enthusiastically and collaboratively with colleagues to ensure the strategic goals of each event and the Society are met.
    • Provide all guests with clear communication from confirmation and plan-your-visit emails.
    • Provide personalized travel and event itineraries for event attendees as needed.
    • Communicate directly with attendees to answer questions and address special needs.
  • Travel Management (20%):
    • Setup events with American Express Travel to book international travel for up to 150 Explorers per event.
    • Approve flights and track costs for overall budget management.
    • Manage hotel rooming list and communicate changes to hotel, reconcile bill, and act as week-of contact.
    • Arrange travel per diems and relevant stipends for Explorers, collecting advance paperwork and working with finance to process requests before events.
  • Team Administration (5%):
    • Managing invoice tracking and processing for signature events.
    • Ensure signature events are accurately represented in the Global Special Events team calendars.
    • Production support for events and team as needed.
    • Manage the events team email inbox responding promptly to attendee inquiries.

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