As the Director of Events for Women in Cable Telecommunications (WICT), you will lead the production of events that are seamlessly executed and of impeccable quality. You will oversee an event portfolio consisting of over a dozen professional training programs, two conferences, and two fundraising events annually. These events have both a personal and professional impact, helping many attendees form professional networks they can count on in a fast-changing world.
You will provide full logistical support for all events from planning stages through event wrap-up. You will regularly negotiate with all vendors and suppliers and review all contracts to ensure WICT delivers the highest quality experience for the best value. Every detail of every event will be decided deliberately, reviewed accurately, and executed to perfection. Your keen eye will mean that no detail is overlooked. Even when problems arise behind the scenes, your detailed approach and on-the-fly problem solving and ability to remain calm and poised when under pressure will keep the show running seamlessly for attendees.
You will work closely with the program & events coordinator and the wider WICT team to ensure event goals are met and to promote awareness of pertinent details, risks, challenges, and necessary improvements.
Vendor, Venue, and Supplier Selection
Drive selection and management of vendors and suppliers who will deliver the highest quality experience for the best value.
Research city and hotel options via phone, internet, networking, outsourced solutions, and occasional site visits considering the following requirements: location of hotel, proximity to airport, transportation, facilities and amenities, size and availability of appropriate meeting space, food and beverage costs, and meeting and sleeping room rates. Create and distribute RFPs; review and compare proposals; negotiate rates, services, meeting room rental, AV, F&B minimums, and concessions; present options to program staff.
Conduct vendor/supplier research and selection for meetings and events. Use same criteria as above to make appropriate recommendations to program staff.
Use solid professional knowledge and skills to negotiate rates and contract terms to obtain cost savings and minimize liability and attrition exposure for the organization. Review contracts to ensure terms and conditions are acceptable and meet organization guidelines.
Logistical Support for Programs
Provide full logistical support for programs, conferences, and special events.
Lead production of special events with high production quality and within established budgets.
Support the development of event calendars and budgets that allocate resources judiciously throughout the year.
Ensure deadlines, program, and budgetary goals are met.
Identify and escalate plan deviations, challenges, risks, and concerns to appropriate staff and recommend solutions.
Establish billing procedures with hotels for direct billing and/or credit card payment.
Create and direct execution of event signage plan, ensuring fulfillment of sponsor agreements.
Present options for food and beverage, including detailed budgets.
Prepare banquet event orders (BEOs) for functions, including setup and audiovisual and food and beverage requirements, taking into account the specific needs of speakers and educational content. Review BEOs prior to meetings for accuracy; approve and return to the hotel and distribute to staff.
Coordinate with additional team members to develop and update web content related to event logistics.
Organize and conduct site inspections, planning meetings, and pre-conference meetings with the key venue, vendor, and organization staff.
Ensure that hotel and vendor contractual obligations are being met. Advise hotel and organization staff of any issues that may arise with room blocks, food and beverage minimums, or function space, such as changes in date or meeting requirements, additional requests, etc. Respond to inquiries and requests from staff, committee members, and event participants.
Contribute to development or updates of project plans and timelines for internal staff. Schedule team meetings and maintain regular communications and updates with staff.
Manage and direct the creative and production process from design through delivery. Ensure the production timeline stays on track and critical decisions are made in a timely manner.
In collaboration with the senior management team, develop a staffing plan and schedule, coordinate volunteer schedule, and create onsite staff guidelines and training documentation. Manage hotel and travel arrangements for internal staff and speakers.
Develop a shipping plan and communicate shipping/receiving information to staff and vendors. Inventory materials onsite and direct distribution to appropriate locations.
Direct onsite operations of events including directing signage placement, ensuring the execution of special needs requests, overseeing and monitoring room setups, ensuring catering and AV requirements are implemented, and managing event security.
Develop, manage, and coach the program & events coordinator (direct report).
Liaise with staff across internal departments, including supervising relevant vendor and facility contacts externally at events and programs.
Support budget development for all events. Identify and recommend potential cost savings and efficiencies.
Manage budget; monitor and forecast expenses; provide reports at designated checkpoints and as requested.
Oversee meeting invoice reconciliation, bill payment processing, and final reporting and analysis. Record final expense totals in expense tracking worksheets.
Work with finance and program staff to deliver analyses of event revenue, expenses, and organizational ROI.
Eight plus years of experience in event planning, management, and logistics with a preferred minimum of two years in a not-for-profit or professional association.
Strong negotiation skills with a solid understanding of contract terms and conditions and experience negotiating agreements.
Experience with onsite logistics management and support for programs.
Experience in management event budgeting, including development, monitoring, cost-saving identification, reporting, and analysis.
Bachelor’s degree. CMP designation is preferred.
Great communicator. You are articulate and persuasive, with exceptional verbal and written skills. You get the information you need and convey the right information in a direct and pleasant manner.
Analytical. You can make critical assessments. You have the ability and experience to bring about change. You identify and frame problems and set priorities. You have proven project management skills.
Collaborative. You share information and you work cooperatively at all levels. You give respect; you earn yours. You value working in a cohesive team environment where everyone works hard and relies on each other to pull it all together.
Cool under pressure. You do your best work when the pressure is highest. You grow more controlled and confident in your abilities to solve problems the more problems arise.
Service-oriented. You skillfully manage the smallest of details and exceed expectations. You have unrelentingly high standards. You strive for excellence and can make adjustments to meet the needs of the current circumstances.
Detail oriented. You have great attention to detail. You follow a consistent and fair process while considering different nuances.
Diplomatic. You are sensitive to the needs of others while being realistic about what can be accomplished. You are known for leadership, poise, tact, and diplomacy.
What’s Attractive to the Right Candidate?
You will be a crucial player in the creation of impeccable quality programs that are highly reviewed and well-received.
WICT’s programs empower women to be more successful in their careers. Your work delivering quality programs through meetings, events, and conferences has the potential to not only impact professional success but personal lives as well.
WICT serves women throughout their careers, at every career level. The content WICT produces is interesting, beneficial, and relevant to everyone who attends a WICT event or program. WICT creates professional networks that members count on in a fast-changing world.
Benefits include health, dental, and vision insurance; life and personal accident insurance; short- and long-term disability; continuing education and certification reimbursement; paid sick and vacation leave; and a 401(k) with employer-matched contributions.
To Apply for the Director of Events:
Simply email your resume to Gina Schurman at firstname.lastname@example.org with “WICT - Director of Events #2018-2425 ASAE” as the subject of the email. Please include your resume as a Word or PDF attachment to the email, and paste your cover letter in the body of your email.
Staffing Advisors has been engaged to find the right candidate and is committed to helping create a diverse work environment for our client. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, veteran status, or any other basis protected by law. This position may require pre-employment screening potentially including a criminal background check, verification of academic credentials, licenses, certifications, and/or verification of work history.
Internal Number: #2018-2425
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