Meetings & Events

Assist with the management, strategy and planning of meetings and special events before during and after the event.
  • Coordinate Meetings
  • Prepare and distribute meeting announcements and materials; arrange for printing if necessary.
  • Attend monthly Board meetings; observe, listen and consult by providing immediate feedback on topics covered; generate reports and access data throughout meetings as needed.
  • Attend committee meetings (as required) and provide feedback on initiatives from an operational perspective.
  • Coordinate events    
  • Liaison and support to the event coordinator to ensure that event deadlines are met; provide input in planning.
  • Establish and maintain deadline calendar and ensure that planning processes stay on track.
  • Assist with the preparation of the event budget; provide historical reports as required.
  • Work with Marketing/PR committee and provide requested information for Media/Public Relations.
  • Work with event coordinator to develop content for event print flyer and website.
  • Produce and distribute event email announcements and reminders which include upcoming events, affiliate events and links to social media sites.
  • Track sponsorship sales and collaborate with sales manager to ensure completion of all sales deliverables.
  • Coordinate speaker arrangements: airline, local transportation, shipping materials, AV needs; welcome and thank you gifts (as needed).
  • Assist with obtaining insurance (as needed).
  • Process / track registrations and fee collections; post attendee list on website.
  • Hire/manage onsite registration staff (as needed).
  • Process, print and collate name badges.
  • Coordinate all post-event activities including: survey and photos; compile survey results.
  • Coordinate all purchasing and financial reconciling of events.
  • Assist at events
  • Manage event check-in, onsite registrations and attendee questions as needed.
  • Take event photos when professional photography is not available.
  • Represent the organization at affiliate events
  • Staff marketing table.
  • Offering marketing/promotional materials to attendees.
  • Answer attendee questions as needed.
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