Director, Event Services

A. General Description:

The Director of Event Services is a senior member of the Convention and Meetings team, driving strategic improvements and operational efficiencies to enhance member engagement objectives. Specializing in managing large, citywide events with a focus on professional education, this role serves as a subject matter expert across various sub-teams (Exhibits, Programs and Communications) and collaborates on initiatives with the Senior Director, Convention and Meetings.

Responsibilities include overseeing project management for short and long-term initiatives, fostering inter-team collaboration, and advocating for process enhancements.  Key responsibilities span from planning to onsite oversight at the ASHA in-person events, including logistics coordination, site visits, registration support, partner/sponsor management, special event coordination, and post-meeting billing reconciliation. The Director also manages vendor relationships/needs, Request for Proposals (RFPs), contract negotiations, logistics, budgeting, and customer service. Additionally, the Director provides leadership and coaching to a team of event services professionals.

Travel is required throughout the year.

B. Responsibilities:

1. Participate actively in the pre-planning process and fulfill diverse on-site roles at the ASHA in-person meetings. This includes managing designated supplier partners, co-creation of the specifications document, collaborating with staff, overseeing food and beverage events, developing event resumes, coordinating concessions, and addressing logistical requirements to ensure the smooth execution of the meeting, conference, or Convention.
2. Monitor, evaluate and suggest improvements to systems, processes, tools, policies, and customer service standards pertaining to meetings and events. Introduce innovative ideas, industry trends, and incorporate best practices into Association processes. Ensure adherence to customer service standards and establish necessary policies and practices, including those for PCI compliance, data management and security, and information systems.
3. Facilitate and oversee the RFP process, encompassing needs assessment, documentation of requirements, identification of potential sites or bidders, selection procedures, contracting, and eventual execution. Additionally, evaluate and refine procedures pertaining to the implementation and management of services, offering expert guidance to ASHA teams and work groups regarding optimal practices for RFP and vendor management for ASHA Convention and Meetings (in-person and virtual). 
4. Create and maintain templates, negotiate contracts, and review agreements for association meetings, programs, and partnerships to optimize benefits for the Association while minimizing risks.
5. Perform logistical guidance and support for National Office staff responsible for planning specialized meetings and events, including but not limited to, affiliated state associations, ASHFoundation, Special Interest Groups (SIGs), NSSLHA (the association’s student organization), Government Affairs and Public Policy, and ASHA Professional Development teams.  This support may include contractual review, process establishment, RFP development and execution, event consultation, project management, and overall logistical support.
6. Serve as team champion for project management principles, attendee experience, event design, and process enhancements as related to large-scale event planning and management across the whole team. Some special focus on implementing year-over-year special initiatives, to include research on viability, partners, costs, risks, implementation requirements, and evaluation of completed projects. 
7. Coach staff members overseeing responsibilities in registration, housing, travel, and event logistics. 

C. Contacts:

To accomplish responsibilities listed above, the incumbent has contact with:

1. Staff responsible for managing and implementing tasks and activities in meetings, conferences, Convention, and educational programs.
2. All other staff regarding guidance on business events, travel, and event marketing 
3. Staff in the Information Technology, Finance team, and Surveys and Analysis teams regarding technology changes and improvements. 
4. Staff in the Marketing and Sales unit regarding best practices for events marketing and sponsorships and advertising opportunities. 
5. Members of the Board of Directors, and other volunteer leaders involved in Association governance to advise on travel, meetings, and the annual convention and provide direction and innovative ideas for achieving their meetings’ objectives. 
6. Representatives of other associations primarily in the health community, education, and disability industries to facilitate ASHA’s standing in