Event Housing Coordinator

22 hours ago


San Francisco, United States Wholesale & Specialty Insurance Association Full time
Job Summary

We are seeking a highly organized and detail-oriented Event Housing Coordinator to join our team at the Wholesale & Specialty Insurance Association. The successful candidate will be responsible for managing and executing various events, including the Underwriting Summit, Annual Marketplace, Committee Day, Insurtech, and U40 Connect, as well as education programs.

Key Responsibilities
  • Event Management
    • Manage hotel blocks and subblocks for the Annual Marketplace, ensuring seamless execution and minimizing financial risks.
    • Oversee hotel room reservation processes, including handling policies, changes, and special requests from attendees.
    • Plan and implement processes for event badge preparation and pickup, assisting with onsite registration.
    • Manage hotel blocks for revenue based on estimated registration and growth, mitigating financial risks.
    • Plan and manage other aspects of assigned events, including site research, contract execution, and housing management.
  • Housing Management
    • Manage housing processes for various events, delivering superior membership services throughout the reservation process.
    • Process and maintain priority housing for key stakeholders, including WSIA Board of Directors, Past Presidents, vendors, and the WSIA team.
    • Manage and process all block/subblock agreements, pre-registrations, room and suite reservations, and meeting space request forms.
  • Badge and Onsite Management
    • Oversee the preparation of event badges, including ordering supplies, printing, and compiling badge packets.
    • Set up badge pickup and manage temporary employees onsite at WSIA events.
    • Troubleshoot and resolve any onsite registration, badge pickup, or housing issues.
  • Reporting and Analysis
    • Manage, analyze, and report on sleeping room history, future blocks, forecasts, and inventory.
    • Assess contractual commitments and financial liability for the Association, assisting in hotel contracting to mitigate financial risks.
    • Complete post-event tasks, including providing feedback to the Director of Events, reconciling VIP housing master accounts, and updating room block utilization analysis and reports.
  • General Support
    • Assist in preparing and updating event websites, forms, and timelines.
    • Build, monitor, and manage various aspects of meetings, including member meeting management, VIP events, General Session planning, and the Summer Board Meeting.
    • Manage correspondence between the Events Committee and Events team, providing support and assisting in the preparation of Committee reports and summaries for the WSIA Board of Directors.
  • Travel Requirements
    • Travel 4-5 times annually to the WSIA office in Kansas City, MO for team meetings and event preparation.
    • Attend 4-6 WSIA events annually to assist with on-site execution.
    • Travel as needed for miscellaneous events, site visits, and industry conferences.


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