Director of Event Operations

APHA•Washington, DC

1d•$100,000 - $150,000•Hybrid

About The Position

This position is responsible for administering and managing APHA’s major meetings and expositions to include but not limited to: the annual scientific convention and expo (onsite, hybrid, or virtual – averaging 12-13,000 attendees), the Policy Action Institute (and a growing collection of virtual meetings). The Annual scientific convention and expo is the major meeting revenue generator for the association, accounting for over 35% of the total revenue. Other APHA events such as the Policy Action Institute is one of a planned collection of in person and virtual educational meetings of the association. The Director of Event Operations directs the overall planning and strategy for all in-person, hybrid and virtual activities associated with the annual meeting and expo, Policy Action Institute and other selected meetings and events. Build and manage the annual convention as well as the other association educational meetings budgets in coordination with other APHA program managers.

Requirements

Bachelor's degree in related field or equivalent experience (7 years).
Minimum of five to seven years’ experience in the meetings and event industry, preferably in the non-profit or membership sector.
Demonstrated experience with conventions and events, including knowledge of convention center and hotel contracts, room block development and management, special event logistics, and food and beverage management.
Proven record of meeting/exceeding revenue goals.
Strong expense management.
Demonstrated experience planning virtual learning events.
Strong negotiation, contract, budgetary skills.
Demonstrated ability to collaborate with multiple parties with varying interests and priorities.
Excellent written and oral communication skills.
Strong organizational and interpersonal skills.
Ability to listen, lead, and motivate staff of all experience levels.
Project and people management.
Strong critical thinking and problem-solving skills.
Proficiency in Microsoft Office programs.
Ability to rapidly learn and introduce new technology.
Knowledge of technical options for cross-functional onsite and remote virtual event planning.
Required to work after business hours, including weekends, travel to APHA Convention and related meetings as needed.
Ability to lift and/or move up to 25lbs.
Position is based in downtown DC near several metro stations.
Hybrid work environment.
Hours: 35 hours a week, full-time, Monday - Friday (daytime).

Nice To Haves

Certification in Meeting Planning preferred.

Responsibilities

Manage the staff responsible for assisting with logistics related to all Washington, DC-based Association activities including but not limited to member Board and Committee meetings, educational activities, and seminars. Logistics include working with APHA’s travel agency, hotel contracts, and catering. The Director will be available to provide advice and support to colleagues who are planning events.
Overall Management of Annual Meeting: Plan, organize and produce a live, hybrid, or virtual Annual Meeting with 12,000+ attendees and a 220,000 square foot Exposition.
Budget Development: Prepare and monitor annual department budgets to ensure revenue goals are achieved and expenses are contained. Prepare post annual meeting financial reports.
Future Year Contracts: Research, evaluate and negotiate with cities, convention facilities, and hotels for the Annual Meeting and recommend future sites to the executive board. Track and evaluate all signed APHA hotel contracts for relevance and financial exposure to APHA. Renegotiate provisions as appropriate.
Contract Negotiations: Negotiate contracts that provide the best outcomes for the association. Focus on pricing, quality and outcomes. Contracts include, but are not limited to, convention center, hotels, and audio visual, and other vendors.
Manage Vendor Contracts: Identify, evaluate, negotiate, and contract with vendors for essential meeting services for current and future years (including registration, housing, event management, technology, general services contractor, mobile app, etc.) . Continue to monitor contract commitments and renewals and develop new RFPs as needed. Ensure that all RFPs follow APHA’s approved format.
Personnel Management: Hire, lead, manage, and evaluate staff. Develop and implement departmental strategic plans to further organization goals and objectives.
Innovations and Future Year Enhancements: Evaluate the Annual Meeting on an on-going basis and recommend enhancements in format, schedule and execution to improve the attendee’s educational experience. Keep current on developments in the Convention Management field. Attend a minimum of 2 meetings a year for professional development.
Housing Block Management – Work with housing vendor on negotiating hotel contracts and managing hotel room blocks to ensure that APHA is fulfilling hotel commitments. Track hotel pickup to determine if more rooms should be contracted. Work directly with hotels on rate and block reductions whenever warranted by economic or environmental circumstances. At the conclusion of each meeting, evaluate the housing bell curve and adjust future year contracting accordingly.
Annual Meeting Featured and General Sessions – Serve as lead event contact for staff and vendors for all sessions including working with Freeman AV to finalize onsite AV needs, and with Dr. Benjamin and the content development team.
The position will supervisor will supervise the following personnel: Manager, Event Marketing; Manager, Event Operations and Registration; Senior Manager; Events and Program Operations; Senior Business Development Manager; Event Sales and Sponsorship and Senior Manager, and Event Education and Programs.
Perform other duties as assigned.