Manager, Meetings

Working at AF&PA

The American Forest & Paper Association (AF&PA) values diverse backgrounds and capabilities and invites all talented individuals to apply to be part of our team and support our culture and mission. We encourage the exchange of knowledge, innovative ideas and different perspectives to reach our goals and we support work/life balance.

• Provide all meeting planning related expertise for the Association’s major conferences to deliver high value, well-attended events that advance member engagement and the AF&PA brand.
  
  Responsibilities include:
• Hotel logistics and room block management
• Schedule development
• Provide logistics-related content for and review all marketing materials (print & electronic)
• Guest speaker logistics planning
• Staffing schedule development & assignments
• RFP preparation, management and recommendation for site selection
• Contract negotiations
• Assist in content development for conference event websites
• Post-event surveys/evaluations and analyses
• Virtual/hybrid event support when part of one of the conferences or board meetings
• Advise internal cross-departmental teams on planning timelines, budget management, and scheduling
• Source, negotiate and manage any additional equipment or service vendors required to execute the event
• Research and develop options for off-site venues, entertainment, and décor
• Develop, sell, track, and fulfill sponsorship packages for the annual meeting
• Work directly with speakers’ bureau to develop paid speaker short lists, execute speaker contracts, and handle speaker logistics
• Oversee the development of invite lists for conference marketing communications
• Work with Communications Department on recommendations and production of backdrop design and related branding for conferences
• Develop and track conference budgets, communicate project performance to teams and senior management, review and prepare all expenses and hotel billing, including internal billing splits
• For co-hosted event oversee:
• Program logistics planning and on-site management, hotel pickup, meeting room usage, and weekly overall revenue tracking to budget
• All individual and suite registration programming, tracking and post-event reconciliation for all joint revenues collected
• Vendor sourcing and fulfillment for all sponsor package deliverables

• Work with all AF&PA departments to source, contract, and execute board meetings, committee meetings, fly-ins and workshops
• Review history of meeting or committee and create an RFP that captures sleeping room needs, meeting space, and special concessions
• Manage sourcing and site selection process
• Upon request, work with internal department to manage the buildout of event registration in the re:
  
  Members (formerly Impexium) association management system (AMS) including oversight of initial programming/event build, and monitoring online registration
• With Legal Department oversight, negotiate contracts for execution
• Monitor and manage room block pickup to avoid attrition penalties
• Work with hotel and internal staff contacts to create and confirm all meeting logistics, a/v orders and food and beverage orders
• Review any off-site event/restaurant contracts
• Review final hotel bill prior to payment

• Supervise the Data Administrator, Membership & Meetings, who serves as the primary manager of the re:
  
  Members AMS and provides support for meetings
• Maintain DC Hotel Directory for use by staff and members.
• Key team member for organizing select in-person or virtual/hybrid AF&PA staff events (e.g. holiday parties, summer events, staff recognition/retirement events)
• Assist with contract negotiation and review (if applicable), menu planning, décor design and creation, run of show planning, event setup and teardown
• Advise/mentor coordinator staff on department event planning and contracts

The salary for this position is expected to be between $95,000-$103,000. This is a good-faith estimate based on market data for comparable positions and the current budgeted amount for this role. Factors to be considered when determining the…