Meeting and Convention Specialist, Engineering Events

Fullsight

23h

About The Position

SAE Industry Technologies Consortia (ITC), Performance Review Institute (PRI) and SAE International (SAE), deliver shared solutions to industry's common challenges. Join us and create a higher standard for a better world. The Meeting and Convention Specialist, Engineering Events at SAE International plays a lead role in conference logistics. As part of the Engineering Events Operations function, the Specialist is responsible for negotiating and managing event logistics. Candidates should have a good understanding of building Audio Visual and General Contractor RFPs and then reviewing the proposals with the Events Team. Experience with labor unions and exhibitions is a must. The Meeting and Convention Specialist will oversee the conference logistics related to pre-conference planning including but not limited to attendee and exhibitor packages, room layouts and diagrams, food and beverage planning, signage requests, proofing event materials, budgeting and accruals, registration management, reporting, and troubleshooting, as well as post-conference reporting and revenue reconciliation.

Requirements

6 years’ experience venue sourcing and event planning
Bachelor’s Degree (Business, hospitality, or related field)
Understanding of event budgeting, forecasting and reporting
Strong negotiation skills
Venue and vendor contracting
Data collection and data management skills
General awareness of data privacy regulations
Builds and maintains strong vendor relationships
Excellent communication skills
Highly organized and efficient
Takes initiative and makes recommendations for process improvements
Team player who displays respect and integrity
5+ years' experience in conference logistics role (250-6000 attendees) with an association or corporation
5+ years' experience with Microsoft Office Suite - intermediate-advanced level

Nice To Haves

CMP designation preferred or equivalent experience
Hospitality experience
International event experience

Responsibilities

Manage logistical aspects of assigned conventions/ meetings/ events including pre-planning, on-site execution and post event wrap up.
Accountable for carrying out tasks to improve event logistics and exceed attendee expectations
Manages AV, catering, space, and room setup logistics with vendors and team members for all event requirements.
Develop events budget with Event Manager.
Liaise with legal, finance, and procurement for contracting, payments, accruals, negotiations, cost reductions and/or credits with all vendors.
Manage onsite temporary staffing and registration.
Establish working relationships, negotiate pricing, and prepare contracts with staffing agencies.
Train and oversee temporary staff on-site including urgent no show and replacement requests.
Prepare RFP for all on-site equipment and utility requirements.
Work with Event Managers and Coordinators to ensure all items are ordered, space layouts are correct, and budget requirements are met.
Manage hotel room blocks either through Passkey or with direct links.
Set-up each hotel on platform with contracted rates and requirements, build parameters to ensure minimums are met, pull weekly reports, monitor pickup and make adjustments as needed.
Manage VIP and Staff Rooming Lists and allocation of comp rooms, staff rate rooms, and suites as provided in the contract.
Assist with exhibitor and sponsor deliverables including but not limited to building exhibitor kits, email confirmations, monitoring registrations, and pulling reports for distribution.