This position requires a successful and enthusiastic meeting and event planner to produce events from conception through completion. Event management responsibilities include providing outstanding customer service and organizing a wide range events that meet quality expectations, including NATS conferences, workshops, institutes, annual budget meetings, and annual Board meetings.  This person will also manage a limited portfolio of programs associated with our work and is responsible for working effectively with the Board officers, marketing team, committee members, and other staff members in organizing each event to ensure it is successful, meets organization and budget goals, and ensures value for members.

Each event and meeting requires extensive planning, and time to ensure excellent and detailed coordination of these functions from choosing a location for the event/meeting, negotiating contracts for hotels and venues to the successful completion and evaluation of the event which can be up to a four-year process depending on the event.

Reports to: Executive Director

Coordinates with: Board members, NATS members, committee members, and other staff members as needed.

Base of Operations: The national offices of NATS are based in Jacksonville, Florida and this position would be expected to work in the offices of the association. 

Responsibilities for Meeting/Event Management:

• Plan and coordinate logistics for each meeting or event to ensure a successful event.

• Liaise with customers, members, and others to identify their needs and to ensure customer satisfaction.
• Organize facilities and details such as decor, catering, entertainment, transportation, location, invitee lists, special guests, equipment, promotional material etc.

• Site selection for workshops, conferences, and Board meetings – research potential sites; gather information and communicate with potential venues; set up site visits, travel to sites with committee to choose sites for conferences.
• Contract negotiations with site hotels and venues for all meetings, conferences, workshops, and any other programs as needed. Negotiate and execute speaker contracts.
• Communicate with staff, third-party resources, and Board members for most effective project completion for each aspect of events.

• Report regularly to Executive Director with updates or needs for meetings/events or projects.

• Prepare project budget for each event or series of meetings, monitor revenue and expenses, and take corrective action to meet financial goals.

• Maintain strong relationships with past customers to drive sales for exhibits, advertisements, and sponsorships, as well as work to find new customers for future events.
• Work directly with Marketing/Communications Manager to ensure e-blasts, social media, and advertising are on target and executed on a time schedule for each event and meeting.

• Work directly with exhibition management company to contract and coordinate services for exhibits and other necessary setups for the conference event.
• Work directly with marketing and exhibition management company to create signage and promotions for conference displays and sponsorships.
• Interact successfully with many different groups of people during an event, including presenters, customers, members, audiovisual technicians, catering staff and team members.

• Conduct event evaluations and generate reports on results.

• Web content for events – responsible for creating and updating web content for the events; conferences, board meetings and workshops.
• Manager for Event Module (nats.org) – responsible for working to create all the registration modules for each event, registration web content, and special event descriptions for special tours and events.
• Manage our Intern Program, Live Learning Center, and mentoring programs.

If you are interested and think you meet the qualifications for this position, please send the materials below in electronic format to Allen Henderson, at allen@nats.org.

• Cover letter that specifically addresses the qualifications above
• Resume listing specific experience
• List of at least four references including email addresses, phone numbers, and relationship. 

 Review begins March 15, 2023

• Must be highly motivated individual who is organized, able to multi-task and can efficiently manage many projects simultaneously.
• Must be a detail and results-oriented individual with sales experience.
• The successful candidate will have excellent verbal and written communication skills, with the ability to interact professionally with a diverse group of individuals to ensure excellent results for events.
• Must have a commitment to professional ethical standards and confidentiality with financial issues.