Events Operations Manager

Brief Description

The Events Operations Manager works with the events team to oversee implementation for current and future live, virtual and hybrid events. The CAP offers 7-10 main events annually ranging from 100 to 1800+ attendees. The manager understands the virtual event and conference industry, including programming, attendee experience and production. Digitally savvy and curious on latest technology trends, this manager is continually up to date on live and virtual event best practices, has an audience-centric approach, and provides innovative thinking to drive new ideas in an ever-changing environment.

The manger is responsible for the sales and the administration for CAP exhibits and sponsorships programs. Will manage the day-to-day exhibition and sponsorship fulfillment functions for CAP events; live, digital and hybrid. The manager will coordinate the execution of sponsorship and exhibition logistics from implementation

of strategy to close down for each event.

Specific Duties

Responsibilities include, but not limited to:

• Manage virtual or hybrid meeting components, including coordination of platform-specific timelines.
• Accountable for the quality of events, including training event staff and working in partnership with the event producer, show decorator, labor unions, and other contractors to ensure high quality production and attendee and exhibitor satisfaction.
• Accountable for registration set-up and management, data gathering, data entry, analysis, and resolution development.
• Track and monitor key performance indicators such as registration trends and revenue. Provide weekly update to key staff.
• Serve as a critical team member, working cross-functionally with colleagues on event/conference planning, concepting, event operations, audience development, and execution of a growing portfolio of virtual and hybrid events, combining in-person and digital attendance options.
• Coordinate all aspects of any site inspections & future meeting explorations when applicable.
• In partnership with meeting planning, prepare site inspection agenda and schedule meetings with hotel and contractors.
• Attend Site inspections and Future meeting explorations, as necessary.
• Assist with the evaluation of meeting content through analysis of evaluations, attendance, and access of meeting content and contribute to the improvement and development of processes, good practices, and outcomes.
• Manage multiple programs at one time, at different stages of the planning process.
• Conduct regular event/program team meetings to review assigned tasks to identify roadblocks, monitor status and manage to successful outcomes.
• Maintain event/program status reports and provide regular updates to stakeholders.
• Manage freelancers and contractors and ensure they have the resources needed to meet all deadlines, quality standards and event/program expectations.
• Recognizes opportunities to maximize revenue by up selling and offering enhancements to create outstanding events.
• Key point of contact for various Annual Meeting vendors (such as, Maritz, Bizzabo, Gatherly, etc.)
• Assist Director with budgeting and planning by providing historical data and recommendations.
• Manages shipping and receiving for all meetings.
• Supports operational efforts for CAP events as assigned.

• Oversee development and acquisition of new event and program sponsors, including the production and negotiation of sponsorship proposals.
• Manage all aspects of the planning and execution of the organization's event/conference exhibitions, including sales management, sponsorship fulfillment, and logistics.
• Coordinates and implements the sponsorship and exhibition process, including, but not limited to creating exhibit prospectus, managing booth application process, coordinating with expo service vendor on exhibitor service manuals, and onsite management of the exhibit floor.
• Maintains exhibitor database and online application system.
• Responds to exhibitors regarding policy and logistical information.
• Manages fulfillment of sponsor deliverables.
• Develops exhibit evaluation tools post-show.
• Manages the production of print collateral and other materials.
• Manage existing sponsor and exhibitor relationships and develop plans to recruit new sponsors and exhibitors.
• Serve as primary contact for vendors, including the coordination of exhibitor logistics.
• Assist each Event Producer with the planning and execution of sponsored events.
• Monitor revenue and expenses closely and provide forecast and final budgets leading up to and after each event.

Knowledge / Skills Required/ Preferred

Personal:

• Highly self-motivated, organized with excellent organizational and interpersonal skills.
• Positive "can do" approach for all projects.
• Possess a positive attitude toward teamwork and be an advocate for collaboration.
• Proactively seeks opportunities to increase knowledge, skills, and abilities.
• Able to collaborate effectively in a diverse work environment across all CAP audiences (ie staff, members, customers, etc).
• Ability to work quickly, prioritize and manage multiple tasks with competing timelines.
• Flexible and able to adapt to changing circumstances.
• Excellent communications skills including oral, written, one-on-one interactions, and group presentations.

Professional:

• Ability to communicate clearly and confidently, verbally and over email, to provide direction to staff and vendor partners throughout the lifecycle of the meeting.
• Highly detailed, resourceful, and able to creatively solve problems in a live and virtual event environment.
• Able to maintain high quality standards and meet deadlines under a heavy workload; able to work independently with minimal supervision as well as in a team environment and use independent judgment in addressing competing priorities.
• Meticulous attention to detail, with demonstrated ability for accuracy, thoroughness and follow through.
• Superior project and event management, organizational and leadership skills.
• Works well in collaborative environments but is also able to work independently; self-reliant.
• Proactive, decisive, and adept at crisis management.
• Operates effectively in a fast-paced, deadline-driven environment.
• Demonstrates ability to lead cross-functional teams/efforts, able to influence others and effective in developing team members.
• Ability to analyze quantitative and/or qualitative data.
• Ability to work well with a variety of constituencies in a highly professional and customer-oriented manner.
• Excellent organizational, multi-tasking, and time management skills.
• Willingness to be flexible with availability to work long days and weekends as needed.

Technical:

• Proficiency with
  • virtual delivery platforms and how to optimize them to support learning, including Zoom, Zoom Webinar, Bizzabo, and Gatherly
  • Microsoft Office Suite (Word, Outlook, PowerPoint, Excel) and Teams.
• Willingness to learn new systems and tools, as needed.
• Maintains up to date knowledge of live and virtual event technologies, and industry trends.

Education / Experience

Education:

• Bachelor's Degree preferred.

Experience:

• Minimum of seven years of related work experience.
• Master skills in Microsoft Office Suite (Word, Outlook, PowerPoint, Excel) and Teams.
• Advanced knowledge and experience with Zoom and Zoom Webinar.
• Working knowledge of Adobe Adobe Acrobat.
• Strong written and verbal communication skills.
• Excellent organizational and interpersonal skills.
• Detail oriented and problem solver.
• Ability to work under tight deadlines and prioritize responsibilities.
• Ability to handle and maintain confidential information.
• Experience working in a healthcare and or association preferred.

Related certifications:

• • CEM or CME/H designations a plus
  • CMP designation a plus

Additional Criteria

• May be required to put in additional time and effort to meet deadlines.
• Must be available to travel to and staff all CAP Events which includes 15% weekend travel.