Event + Exhibits Manager (10 month Contract)

JOB OPENING: Events & Exhibits Manager Contractor – Green Fern Events, LLC
Part-Time: 10-month Contract w/ opportunity for growth (June 1, 2023 – March 31, 2024)
Location: Austin, TX area preferably
Office: Remote except meeting either on zoom or in-person 1 day/week to work together on specific action items/tasks
Salary: Monthly Salary paid first of each month. Salary commensurate with experience.  
Bonus Incentive if budgeted rev goals reached

Send Cover Letter (word doc or in email body) along with Resume to Emily Kahn: Emily(at)greenfernevents.com by Tuesday 11:59pm – May 16

Training will begin week of May 29, 2023
Official start date will be Thursday June 1, 2023

Mandatory: Must be able to travel and work on-site conference & trade show, February 3 – 10, 2024 in Daytona Beach, Florida. Must be able to lift heavy objects up to 20 pounds and be on feet/walking hours at a time during the week of the show. All qualified applicants’ applications will receive consideration for PT contractor role without regard to race, color, religion, sex, marital states, age, sexual orientation, gender identity, etc. 

Green Fern Events (GFE) is a Full-Service Event Management Company. GFE delivers flawless, full-scale green conferences and events for national associations, enterprise-level corporations, and specialized green business. We are a leading producer of zero waste events.

GFE is contracted to help plan, promote, and produce the largest global conference & tradeshow for the organics management/compost industry. In this role, you will coordinate a variety of meetings & events for COMPOST2024 to be held February 6-9, at Ocean Center Daytona Beach Convention Center as well as an off-site event for 500+ on February 9 outdoors at the Volusia County Landfill. All travel expenses (airfare, hotel, transportation, F&B, etc) covered for week-of event.

QUALIFICATIONS:

·      Bachelor’s Degree in Business, Marketing, Communications, Public Relations or Hospitality/Event Management and/or or direct event related education/experience (3-5 Years)

·      Experience planning medium to large-scale conferences & events (1,000+)

·      High-Touch Customer Service Oriented

·      Proven ability to see project through to completion

·      Self-Motivated and directed person requiring minimal supervision for successful scope completion

·      Strategic program management skills

·      Strong budget management + execution skills

·      Negotiating tactics for vendor contracting

·      Venue/Hotel Contract management

·      Event Coordination Experience (3 years preferable)

·      Trade Show Experience (3 years preferable) 

·      Event Registration – knowledge of process for assisting attendees register for events online as well as in-person onsite week of.

·      Excellent project management skills – we use Asana + Slack + Google Docs for PM

·      Organized, Strategic thinker, willing to jump in and assist where needed

·      Positive attitude. Grace under pressure

·      Dependable work schedule – Available 9am to 3pm M-F, approx. 4 hours work per day or 20 hours total per week.

·      Prefer someone local in Austin area, however this is mostly a remote working position. May meet 1x per week in person and of course will be working together long hours week of February 3-10, 2024 in Daytona Beach, Florida

Specific Responsibilities of the Events Manager: The Events Manager will be expected to use their knowledge and experience of event management, project management, registration management, vendor management, as well as financial data tracking for the planning and execution of The Event based on previous work experience with GFE + USCC.

The Events Manager will be expected to use their organizational skills and attention to detail to help keep Emily Kahn and USCC on track with the financial management and tracking, planning and execution of COMPOST2024.

COMPOST2024: US Composting Council’s Annual Conference & Tradeshow

1. Overview of Tasks

i.               Logistics Pre-Planning

a.    Help Emily Kahn manage to overall conference budget and keep everyone on task.

b.    Keep track of individual tasks assigned to you in the Master Task List as well as anything we put into Basecamp, Asana, or Slack.

c.     Conduct (1) pre-annual conference planning meeting for COMPOST2024 inclusive of up to 2 days of travel.

d.    Participate on conference planning and marketing staff calls as needed to ensure all planning and development is on track.

e.    Develop Master Spreadsheet of demonstrators to track COI, payment, contact info, machines to be demonstrated.

f.      Provide oversight and management of finance + tracking of all exhibitor + demonstrator revenue/payments.

g.    Work with Marketing Manager on Signage Order. To be completed mid-December.

h.    Develop Speaker/Moderator SOP document templates for all areas of the conference. Will share all documents with you from Irene.

i.      Help Emily manage all the smaller side/partner events either at convention center or conference hotel

j.       Coordinate order of sponsor benefits, i.e., tote bags, compostable coffee cups, lanyards, volunteer shirts, etc. Budget TBD.

k.     Provide assistance and management of conference mobile app (particularly as it relates to the exhibitors, trade show floor plan, etc) Participate on mobile app planning calls.

l.      Procure buses and manage contracts for 2-4 local site tours and then for off-site Demo Day Event on February 9 TBD.

ii.              Exhibitor Management + Communications

a.    Serve as lead for Exhibitor Sales and all exhibitor communications.

b.    Assign booths to exhibitors as the registrations come in. Keep track of info (booth assignments + payment info) in Google Spreadsheet. Make it a priority to get back to all exhibitor’s questions/concerns same business day.

c.     Financial tracking, management, and reporting on all exhibitor sales + revenue.

d.    Assist in registering exhibitors in event reg platform

e.    Handle invoicing for exhibitors that require one to process payment. Send YM invoice link to exhibitors via email along with proper communication. Please cc: myself on all invoicing.

f.      Develop exhibitor services kit with show Decorator (GEMS) and distribute to all exhibitors. Send out eblasts periodically to all exhibitors to communicate important info such as Registration, Shipping Deadlines, etc.

g.    Work w/ GEMS Trade Show Decorator along with Ocean Center Event Manager on move-in/marshaling yard plan for large equipment vendors (30x60 booths). This plan needs to be drafted and then approved/solidified by Dec 31, 2023.  

h.    Coordinate signage + digital displays with show Decorator. This includes but is not limited to; Registration Counters, Meter board signs, banners, wraps, etc. 

i.      Serve as lead for exhibitor communications regarding pre-event, move-in, event setup and breakdown, etc. 

j.      Handle phone calls related to exhibiting, trade show, and demo day

iii.             Marketing & Event PR/Communications

a.    Work with USCC's marketing team on e-marketing, advertising/promotional partnership with organizations and media; direct mail, potential call program and appropriate advertising to increase attendee participation by 10% over the average of the last three years of the Conference.

b.    Assist Emily and USCC staff on development of marketing plan to increase exhibitor sales. Perform follow up phone calls to target groups. Emily will work with you on this.  

c.     Work with Emily and Eric Hudiburg (USCC Marketing Manager) on the USCC Marketing Plan and assist with social media outreach. 

d.    Work with Emily and USCC staff on implementing marketing info into Conference Mobile app as well as marketing the app for the people to use prior to and during the conference.

e.    Work with Marketing Team to efficiently and effectively market the Conference. Examples include, adding Conference to as many industry related Calendars as possible, drafting email blasts, drafting PR materials, etc.

f.      Renew and ID new media trade agreements – Due Aug 1, 2023.

g.    Manage conference mobile app and content, including deployment to exhibitors and necessary follow-up; and collaborate with USCC marketing team on a communications plan to increase App usage by 25% over 2023.

iv.            Registration Management

a.    Serve as lead for exhibitor registration. High-touch customer service and clear communication for exhibitors to register their complimentary reps, their discounted reps as well as any additional staff.  

v.              BEOs for Convention Center

a.    Handle all F&B catering orders for convention center as well as room setups, room assignments, etc

b.    Determine location + venue options for 2 off-site events.

c.     Handle coordination of venue rental + catering contract (F&B) for YP Professional Networking Event (off-site TBD), Board Appreciation Dinner for 50 guests (off-site TBD), President’s Reception.

vi.            Sustainable Event Management/Zero Waste Planning

a.    Draft conference SEM plan for convention center as well as demo day.

b.    Identify how many zero waste stations.

c.     Identify signage needs.

d.    Identify staffing – Communicate needs to Volunteer Coordinator.

e.    Identify hauler for convention center + demo day site.

f.      Work with Convention Center Event Manager on implementation of the SEM plan.

g.    Consolidate waste diversion metrics and communicate to Emily.

vii.           On-site Conference Management:

a.    Serve as the on-site Events Manager and will rotate w/ Emily between the Exhibits Hall, Registration Area as well as anyplace else we are needed during the event.

b.    Lead GFE/ATS/USCC/Volunteers with on-site registration including distribution of conference materials, programs, nametags, etc.

c.     Lead GFE/ATS/USCC/Volunteers with pre-conference setup, organization of staff office + registration setup.

d.    Coordinate and attend pre-conference meeting with convention center staff and vendors. Usually the Saturday/Sun. before Day-1 of conference.

e.    Conduct on-site staff meetings with USCC (every morning for 10-15min).

f.      Manage zero waste initiative alongside USCC sponsor + Volunteer lead on-site.

g.     Provide event management support to Ryder for Demo Day, Fri. 2/9.

viii.          Post Conference Management & Reporting.

a.    Receive, organize, and review conference vendor invoices, reports, and other relevant information for all suppliers you will manage.

b.    Research discrepancies and request changes before presenting bills to USCC for final signature and payment.