Purpose: To promote Supplier Membership and act as a liaison to current Supplier Members. To coordinate exhibits. To promote and support registration at DSA’s events. To maximize Supplier and Meetings revenue. To help ensure all aspects of DSA’s events run smoothly.
Takes calls and respond to inquiries from those interested in attending DSA meetings and events, both active, non-members and suppliers.
Takes calls and responds to inquiries regarding Supplier Membership.
Assembles and maintains Supplier Membership information for the website.
Upkeep of members and prospects in database, export reports
Supplier Member contact through application, review and approval process.
Maintain contact with current membership base.
Act as contact between Supplier Members, Active Members and DSA Staff.
Coordinates Supplier Membership renewal process and payment information.
Oversees maintenance of supplier website.
Maintains Supplier information in database, Website and in files, exports reports.
Supplies and distributes membership benefit requests quarterly to Supplier Members. Requests include mailing lists on diskettes or labels.
Announces new Active Members to Suppliers in quarterly updates.
Tracks annual budget for the Supplier Member dues and exhibit spaces.
Coordinates supplier newsletter with Communications team.
Sells exhibit space for all DSA meetings with an exhibit component.
Keeps track of who has reserved which space and what payments have been made for records and in database.
Corresponds with drayage company, meetings department, hotel and Supplier Members.
Keeps suppliers informed on all meetings information.
Trains staff in exhibit hall area.
Supervises exhibit hall on-site (general set up and ongoing activities).
Participates in the preparation of meetings promotional materials and guides as directed.
Contributes to the preparation and maintenance of meetings websites and online calendar of events as directed.
Compiles meeting information for promotional pieces and for signage.
Exports database reports for promotional mailings.
Proofs meeting promotional pieces, programs, and attendee packets and other items.
Solicits, tracks, invoices, acknowledges and processes all meeting sponsorships. Follows up for collections.
Travels several times a year for several days at a time in support of DSA’s meetings.
Acts as back-up to Registrar during exhibit hall closed hour/When not otherwise occupied, staffs Registration desk at meetings.
Assists with technology at meeting sites, i.e. be able to set up and use registration computers and printers.
Handles solicitation, inventory and acknowledgements of Annual Meeting gift items.
Coordinates stuffing and mailing of gift boxes as needed.
Assists in management of the onsite DSA office at meetings.
Upon request, runs attendee and financial reports and mailing lists from MAXX.
Assists in the processing and proper coding of incoming registrations and deposits relating to meetings.
Assists with the coding of expenses relating to meetings.
Assists with the preparation of function sheets, meeting packets, trunks, badges, and other supplies for meetings.
Responsible for the packing and unpacking of all supplies related to the exhibit hall.
Assist with meetings logistics as directed by VP, including marketing, agendas, timing of events, transportation and other items as needed.
Assists in creating budgets.
Organizes and maintains meeting notebooks and conference information.
Maintains historical archives.
Assists SVP, Education and Meeting Services as requested.
Prepares meeting notices, tracks responses, assembles meeting packets, prepare tent cards and menus, assist with agenda development.
Drafts Supplier Committee report and Supplier Profiles for the board book
Maintains the committee participant listing and schedule of committee meetings.
Attends meetings, takes notes, drafts and prepares minutes and sends to committee participants.
Maintains Supplier Members, Pending and Prospects company information, individual information and general database codes.
Assists with general meetings items in the database.
Assists in training staff on database use.
Assists and acts as back up to Registrar/Meeting Planner and/or Education Program Coordinator.
Carries out other duties and responsibilities as may be assigned from time to time in keeping with the purposes of DSA.
Bachelors preferred, recent grad OK, some customer service experience preferred. Computer skills needed - MS Office, email, internet, databases. Must be detail oriented and well-organized. Good phone presence. Excellent written and spoken English. Some travel several times a year.