The Meetings Manager is responsible for the overall preparation and implementation of all logistics pertaining to the annual National Planning Conference (NPC), and any other meetings and events as directed.
Duties and responsibilities
Prepares all logistical documentation for association events and meetings.
Responsible for timeline development for all meetings.
Responsible for all coordination with APA’s audiovisual provider, general service contractor, and destination management company for all pre-conference and on-site needs.
Participates in budget preparation and maintains appropriate budget records and assists with budget forecasting.
Manages NPC mobile workshop program logistics, including preparing overall schedule, assigning ticket costs, coordinating transportation.
Reconciles post-meeting invoices and prepares financial summary reports.
Manages all non-educational related activities contained within the conference program (meetings, special events, receptions, ticketed workshops).
Collaborates with marketing department to prepare overall marketing plan, timeline, and required materials.
Responsible for pre-conference training and post-conference debrief with staff.
Participates in all NPC Committee meetings and serves as main staff contact for all local subcommittee members.
Provides guidance to APA staff on all technology-related initiatives and advancements related to NPC and other meetings.
Participates in all pre-conference site visits.
Collaborates with staff to prepare and manage the APA Pavilion and Tech Zone.
Assists with future site selection, including preparing reports and providing necessary research and data.
Provides customer service assistance as required related to all meeting questions.
Supports the Education department as needed to assist with proposal, session, and speaker management.
Supervises the Meetings Associate and any contractual employees within the department.
Qualifications (Education and Experience)
B.A. Degree preferred. Minimum of 5-7 years’ meeting planning experience required. Association background a plus. CMP preferred.
Three or more years of experience in hiring, supervision of staff, team building, budgeting, and program management required.
Strong oral and written communication skills with a customer service orientation required.
Excellent organizational skills with the ability to coordinate multiple projects simultaneously required.
Ability to work independently and collaboratively, depending upon the project, and to use problem-solving logic required.
Willingness to travel approximately 10 times per year required.
Proficient in Microsoft Office, databases, and meeting technologies required.
Ability to project a favorable and professional image of APA to members, vendors, staff, and the public required.
Ability to build relationships with clients, vendors and other industry-related professionals required.
Internal Number: MM-UC5260
About American Planning Association
The American Planning Association is an independent, not-for-profit educational organization. APA and its professional institute, the American Institute of Certified Planners, are dedicated to advancing the profession of planning — physical, economic and social — to foster quality of life for all residents. APA’s members work in concert with community members, civic leaders and business interests to create communities that enrich people's lives. Through its philanthropic work, the APA Foundation helps to reduce economic and social barriers to planning. APA has offices in Washington, D.C., and Chicago. Learn more at www.planning.org.