The Manager, Meetings and Exhibits for the American Urogynecologic Society (AUGS) manages all aspects of planning and implementation of AUGS’ in-person and virtual meetings and supports the development and fulfillment of exhibit and sponsorship opportunities. In this role, the Manager, Meetings and Exhibits reports to the Senior Director of Education and Meetings and supports the educational agenda and corporate relationships of the Society. This role will also be instrumental in the development and execution of the Society’s evolving hybrid meeting strategy.
PFD Week (annual scientific meeting):
In conjunction with our partner ConferenceDirect:
Review and finalize contracts for all conference subcontractors, including audio/visual, transportation, photographer, security, temporary assistance agencies, exhibit decorators, and any additional subcontract services required.
Ensure all on-site arrangements are executed properly including registration, hotel reservations, room sets, audiovisual, catering, signage, freight delivery and distribution.
Manage complete pre-registration and on-site registration processes from set-up to implementation and reconciliation for attendees, speakers, and exhibitors. Work with the CEO and Corporate Development Consultant to coordinate and implement all aspects of PFD Week sponsorship and exhibition process, including, but not limited to creating exhibit prospectus, managing booth application process, coordinating with expo service vendor on exhibitor service manuals, and onsite management of the exhibit floor.
Manage fulfillment of sponsorship deliverables.
Collaborate with volunteer committees and staff to structure and implement all event logistics including speaker management, registration, exhibits, sponsorship, and vendor management.
Provide on-site management to ensure all arrangements are executed properly including registration, hotel reservations, room sets, audiovisual, catering, signage, freight delivery and distribution.
Manage the registration process from set-up to implementation and reconciliation for attendees, speakers, and exhibitors. Responsibilities include, but not limited to pre-registration, on-site registration, processing cancellation requests and badge printing if applicable.
Develop and implement sponsorship and exhibit strategies in collaboration with the CEO and Corporate Relations Manager.
Manage speaker honoraria, travel, housing, and registration.
Implement yearly meeting schedules; establishes and monitors meeting timelines for staff and vendors.
Reconcile and financially codes hotel bills, as well as volunteer expenses.
Routinely review, monitor, and track actuals for meeting budgets.
Other Meeting Responsibilities:
Manage logistics for in-person Board of Director meetings (F&B, AV, housing, etc.)
Stay current on industry trends and technology to produce innovative and budget-conscious meetings.
Collaborate and support possible virtual or hybrid meeting components, including coordinating and ensuring platform-specific deadlines.
Track and monitor key performance indicators such as registration trends and revenue. Provide weekly update to staff.
Other duties as assigned.
Required Knowledge, Skills and Attributes:
High level of attention to detail and excellent written, oral, and interpersonal communication skills
Experience with Microsoft Office suite and event management systems (Planstone experience a plus)
Strong project and time management skills
Analytical and problem-solving skills, including ability to develop and execute contingency plans for in-person events.
Ability to collaborate and communicate effectively with a wide range of constituencies in a diversified office and volunteer structure.
Ability to work independently to drive the successful and timely execution of events involving a number of vendors, volunteer members, and staff.
Minimum 5 years meeting planning experience, including virtual meetings, budgeting, and exhibit management. Certified Meeting Planner (CMP) preferred.
Ability to travel and work flexible hours, including evenings and weekends; position requires travel - estimated at 25%.
Additional Salary Information: AUGS offers a generous benefits package including, medical, dental, vision, Life, Short- and Long-term Disability. AUGS is an equal opportunity employer and values diversity in its workforce.
Submit resume, cover letter and salary requirements to email@example.com.
About American Urogynecologic Society
As the leader in Female Pelvic Medicine and Reconstructive Surgery, AUGS promotes the highest quality patient care through excellence in education, research and advocacy. AUGS' vision is to restore quality of life for all women with pelvic floor disorders. For members and constituents, AUGS is the primary source of clinical and scientific information and education to advance the subspecialty.