Manager, Meetings and Conferences

Job Title

Manager, Meetings & Conferences 

Classification

Grade 6 | Salary from $69,000.00/yr 

Department

Home Office | Strategic Engagement/Executive

FLSA Status

Exempt | Full-Time 

Supervisor (title)

VP, Strategic Engagement

Location

Atlanta, GA

POSITION SUMMARY (Basic purpose or primary function of job)

The Meetings & Conference Manager will oversee all aspects of the Arthritis Foundation’s national annual and bi-annual National Meetings as assigned and planned with key internal and external stakeholders.

Within the Foundation

Initiates and maintains close and frequent working contact with key staff members and planning committees to develop and communicate the status of meeting arrangements. Maintains contact as needed with the Arthritis Foundation CEO and senior level staff to ensure the meeting strategy and goals are being met. Maintains continuous contact with National Office and Field staff at all levels to communicate meeting arrangements and details. Communicate with the Marketing/Communications Team related to development, planning, and implementation of each of the conference/meetings. Additionally, routine contact with key national and regional staff and volunteers must be maintained in order to communicate conference/meeting details and arrangements.

Outside the Foundation

Establishes and maintains on-going relationships with representatives of large national hotel chains and site selection companies. Initiates communication with convention bureaus and hotel sale representatives to keep informed of availability of potential meeting sites. Initiates and maintains contact with convention service/catering staff to determine, convey and modify conference arrangements. Maintains membership with professional meeting organizations to keep abreast of industry trends and insights. Establishes and maintains on-going relationship with audio-visual company and other vendors in order to contract for services/products as needed for conferences/meetings.

The Meetings & Conferences Manager is responsible for: 

• Planning and implementing all logistics for Arthritis Foundation meetings and conferences which include Juvenile Arthritis Summit, Advocacy Summit, Pathways Conference, Leadership Retreat and All-Staff Summit along with other conferences as assigned.
• Develop meeting RFPs for potential conference locations and coordinate site visits and site selection with CEO, Senior Leadership Team, and/or meeting leads. 
• Providing support for conferences and meetings including, but not limited to, booking hotel and travel arrangements, ordering food and beverages, translating plans into general session and workshop formats, and determining audiovisual needs.
• Managing on-site logistics including hotel, meeting registration, banquet requests, room set-up, audio-visual, technology, and materials. 
• Leveraging relationships with meeting/conference related vendors (hotels, AV companies) to ensure competitive pricing and meeting options, fully negotiating hotel and vendor contracts. 
• Working with cross-departmental staff and volunteer planning committees to ensure a high level of quality and attention to details for all meetings and conferences 
• Building meeting/conference registration forms, websites, and apps. 
• Coordinating meeting and exhibit materials and managing shipping/receiving for each meeting.
• Ensuring accuracy and coding of event invoices and submitting for payment.
• Other duties as assigned. 

JOB RESPONSIBILITIES (Principal responsibilities or job duties)

1. PLANNING - Consult and communicate regularly with lead staff and organizing committees in order to plan scope and format of events, to establish and monitor budgets, and to identify and address logistical needs for all Arthritis Foundation national meetings. Develop and monitor timeline to keep projects on track, with superior attention to detail and excellent customer service. 

1. VENUES – Assists with site selection of meeting and conference facilities. Negotiates contracts with host facilities for meetings and conferences. Serves as lead contact for all major meetings and hotel contracts. Responsible for communication of meeting needs (meeting space, banquets, sleeping rooms, etc., reservations (when appropriate), COI’s, billing arrangements and coordination of final payment. Balances Arthritis Foundation needs with hotel requirements/limitations in order to best achieve meeting o