Event and Engagement Manager

Compensation: Commensurate with experience and qualifications, up to $60,000

Founded in 1941, the NSS is the largest membership organization dedicated to caves & caving. Composed of over 8,000 members and 250+ local chapters - known as grottos - we connect cavers so they can explore, study and conserve caves worldwide.

The National Speleological Society (NSS) is looking for an Event and Engagement Manager to coordinate and manage NSS events that foster fellowship. The Convention is the biggest annual event for the Society and brings together cavers from all over the world. Because Conventions are planned well in advance, and move to different geographic locations from year to year, the successful candidate must be able to coordinate these large events across multiple years, locations, and with different volunteer groups.

During other times of the year, the candidate will also organize public engagement, outreach, and educational activities for the Society, including at events held locally at or near the Headquarters in Huntsville, Alabama, as well as support NSS participation at regional and national caver‑centric events and conferences where the NSS is a participant and sponsor.

This full‑time position reports directly to the Executive Director and is classified as exempt. The work location is at the NSS Headquarters, but hybrid work is negotiable.

• Work with NSS Convention leadership and/or regional volunteers to maximize event impact and ensure alignment with the Society’s mission.
• Create memorable, tailored experiences from event‑to‑event and year‑to‑year for attendees while also establishing realistic and reasonable expense costs for the NSS and attendees.
• Assist in soliciting and recruiting future Convention hosts and locations.
• Secure and track venues (schools, fairgrounds), vendors, partners, sponsors, and entertainment for multiple events that fit within budgetary and timeline constraints.
• Manage event logistics to assist local volunteers, including but not limited to:
  • Merchandise and website content creation, including online registration
  • Rental agreements (tables, AV equipment, portable toilets, scaffolding, etc.)
  • Event recycling and waste management
  • Food, beverage, and lodging contract negotiations and standards
  • Insurance and legal requirements
  • Diplomacy for federal, state, and/or local agencies and entities (e.g., National Forest Service, National Park Service, state park, town councils, tourism and visitor bureaus, etc.) for issues related to cave access, event permits, certificates of insurance, letters of intent, etc.
  • Shipping and receiving of merchandise and equipment
  • Other responsibilities as needed.
• Coordinate an equitable workload for a dedicated team of volunteers during events, from on‑site set‑up to execution and breakdown.
• Aid in fundraising and sponsorship efforts.
• Prepare and update promotional materials (i.e., emails, publication and website content, social media) to increase event attendance.

• Work with Divisions and Executive Director to coordinate and expand in‑person and virtual outreach activities and programs that foster NSS fellowship and member engagement, including for caver‑centric events (like Old Timers Reunion, TAG Fall Cave‑in, Speleofest) and non‑caver events (e.g., scientific conferences, STEM festivals, school programming).
• Create, secure, and distribute outreach materials (brochures, documents, displays, booth swag, etc.) in collaboration with teams from all of the NSS Divisions.
• Work with other NSS staff and volunteers to engage local businesses, community members, and educational groups in the use of Headquarters facilities and their availability.

• Travel to off‑site NSS, caver‑centric, and non‑caver events throughout the year.
• Represent the NSS to members and the public through speaking engagements, as needed.
• Gather member and volunteer engagement and participation feedback and track outcomes.
• Perform other duties and projects, as assigned, at the NSS Headquarters.

• Proven professional experience in event planning, community engagement, or…