Event Logistics Coordinator
2 weeks ago
Position Overview
The Event Housing Manager plays a crucial role in the planning and execution of various events organized by the Wholesale & Specialty Insurance Association (WSIA). This position is primarily focused on the effective management of housing logistics for events such as the Underwriting Summit, Annual Marketplace, Committee Day, Insurtech, and U40 Connect, along with educational programs.
Key Responsibilities
- Event Coordination
- Oversee all aspects of hotel block management for the Annual Marketplace.
- Facilitate hotel room reservation processes, addressing policies, modifications, and attendee requests.
- Develop and implement procedures for event badge preparation and distribution, assisting with onsite registration.
- Manage hotel blocks to optimize revenue based on projected attendance, while minimizing financial risks.
- Conduct site research and manage housing logistics for various educational programs.
- Provide support to the Assistant Director of Events and Director of Events as needed.
Housing Management
- Administer housing processes for all major events and educational programs.
- Deliver exceptional service to members throughout the reservation process, ensuring accurate handling of requests.
- Maintain priority housing for key stakeholders, including Board members and vendors.
- Process agreements, pre-registrations, and meeting space requests for the Annual Marketplace.
Onsite Management
- Supervise the preparation of event badges, including supply ordering and packet assembly.
- Coordinate badge pickup and manage temporary staff during events.
- Address and resolve any onsite registration or housing issues promptly.
Reporting and Analysis
- Analyze and report on room history, future blocks, and inventory management.
- Evaluate contractual obligations and financial risks associated with hotel agreements.
- Complete post-event evaluations, including feedback collection and financial reconciliations.
General Support
- Assist in the development and maintenance of event websites and timelines.
- Manage various meeting aspects, including VIP events and general session planning.
- Facilitate communication between the Events Committee and the Events team.
Travel Requirements
- Travel periodically for team meetings and event preparations.
- Attend multiple WSIA events annually to support onsite execution.
Qualifications
- Bachelor's degree in a relevant field and four years of related experience, or an equivalent combination of education and experience.
- Strong organizational skills and attention to detail.
- Proficient in Microsoft Office Suite.
- Ability to lift materials as needed for event preparations.
- Effective communication skills and a collaborative mindset.
Company Overview
The Wholesale & Specialty Insurance Association (WSIA) is a premier member service organization representing the wholesale, specialty, and surplus lines insurance industry. WSIA is dedicated to fostering profitable business relationships and offers members exceptional networking, educational opportunities, and advocacy efforts.
WSIA's diverse membership includes numerous firms and professionals engaged in the surplus lines market, providing them with a competitive edge through active participation in this specialized association.
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