Convention Manager

DanceOne • , (Multiple States)

2d • Hybrid

About The Position

The Convention Manager is responsible for the planning, execution, and management of every aspect of an assigned dance convention tour. This role owns event logistics, media coordination and travel operations, and is accountable for delivering a high-quality experience to the dancers, studios and faculty who attend. The Convention Manager works closely with the Events, Marketing, Production and Operations teams to keep event operations seamless and consistent with DanceOne's standards. During the week this individual handle office-based administration, registration and tour preparation; on event weekends they are the on-site owner of the show. Expect to travel on approximately 20 event weekends per year, plus required attendance at summer events and Nationals, which run as extended on-site commitments of roughly 7–10 days per event. The right person prioritizes adeptly, anticipates what the tour will need before it needs it, and thrives in a fast-moving environment where the schedule is never quite finished.

Requirements

• Minimum of an associate's degree and at least two years of general office experience.
• Weekend and travel availability. Able to travel approximately 20 event weekends per year, typically Thursday through Sunday, including early mornings, late evenings and split shifts.
• Summer event and Nationals availability. Able to travel for and work summer events and Nationals, which are extended consecutive-day commitments of typically 7–10 days per event and are a required part of this position.
• Able to travel by air and share a hotel room with assigned company associates; able to obtain and maintain a passport if assigned to international events.
• Highly detail-oriented with excellent organization skills, and proficient with Word, Excel, Google Workspace, Teams, Slack, publishing tools and database systems.
• Proven ability to carry multiple assignments at once and keep all of them organized.
• Excellent command of the English language in speaking, listening, reading and writing.
• Demonstrated professionalism and discretion, including the ability to maintain confidentiality.

Nice To Haves

• Prior experience in entertainment, music, live theatre or live production.
• Knowledge of the dance convention business is a HUGE plus.
• Experience coordinating group air, ground and hotel travel.
• Experience managing a brand or event social media presence.

Responsibilities

• Plan and manage the assigned tour.
• Develop and implement event plans and schedules for every stop on the assigned tour.
• Oversee the setup, operation, and breakdown of each event from load-in through load-out.
• Coordinate with the Events department on venues and vendors so every logistical need is met before the doors open.
• Support the planning and on-site execution of summer events and Nationals, including extended multi-day assignments.
• Own on-site event management.
• Serve as the on-site decision maker and troubleshoot issues swiftly as they arise.
• Deliver exceptional customer service to dancers, studio owners, parents and artists throughout the weekend.
• Manage the registration staff and demonstrators in addition to the artists and overall events.
• Set the operations schedule and manage staff tasks throughout the weekend.
• Coordinate media and promotion.
• Work closely with the Marketing team to craft impactful media strategies and promotional materials for events, including participation in bi-weekly marketing calls where strategies and partnerships are discussed.
• Coordinate interviews and media coverage throughout each event, including event weekends.
• Manage and maintain the tour's social media presence, including posting live events on weekends.
• Manage travel logistics.
• Arrange air and ground travel for staff, faculty and crew, and organize hotel accommodations with host hotels.
• Guide and support attendees on travel arrangements, visa requirements and itineraries.
• Monitor and optimize travel budgets for cost-effectiveness.
• Handle registration and client requests.
• Process event registrations and make edits per client requirements.
• Manage phone calls and email related to event registration with a consistent standard of responsiveness.
• Support weekday office operations.
• Conduct weekday office duties at the corporate office and provide meticulous administrative support for daily operations.
• Prepare and pack for weekend tour operations.
• Track expenses and receipts accurately and submit them on schedule.
• Complete clerical work such as sorting, preparing mailers and handling information requests.
• Prioritize tasks effectively in a busy environment and anticipate what the tour will need next.
• Perform additional duties as assigned.

Benefits

• Medical through Aetna (PPO 1500, PPO 3400 HDHP and HMO 2000 plan options), plus Dental and Vision through Guardian (VSP network). Coverage begins the first of the month following your date of hire.
• Health Savings Account with a $500 employer contribution, and Flexible Spending Accounts for healthcare and dependent care.
• 401(k) with a 4% company match on the first 5% contributed; eligible after three months.
• Group and Voluntary Life and AD&D coverage, and an Employee Assistance Program.
• Generous paid time off, employee discount programs and the InsurChoice voluntary benefits program.
• Employee-focused socials and a casual work environment with an entrepreneurial atmosphere.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Education Level: Associate degree