DIRECT SUPERVISION: Meeting Planner and Director, Exhibitions
DIRECT SUPERVISOR: Vice President, Education
POSITION DESCRIPTION SUMMARY:
The Senior Director, Meeting Services is charged with the responsibility of developing, negotiating and managing the logistical contracts for the Colleges educational programs and other meetings; planning and implementing the logistics of the ACR/ARHP Annual Scientific Meeting; and contributing to the internal annual meeting leadership team by providing input on direction and initiatives under the incumbent’s purview.
Primary responsibilities include developing, negotiating and managing logistical contracts for all educational programs, meetings and social events held in-house or externally; managing vendors and budgets; and collaborating with the internal annual meeting leadership team to produce one comprehensive activity. The internal annual meeting leadership team primarily includes the senior director, meeting services; senior director, annual meeting; director, exhibitions; and director, corporate relations.
DUTIES & RESPONSIBILITIES:
Responsible for the success of survival and core ACR meetings and expositions
Responsible for the strategic planning and implementing the logistics of the ACR/ARHP Annual Scientific Meeting. Duties include, but are not limited to:
Coordination with the internal annual meeting leadership team to ensure alignment with logistics and other annual meeting initiatives and take responsibility for contributing to the success of the team
Ensure adequate flow of information
Contribute to development of detailed action plans
Critically evaluate solutions by considering data, precedents, and input from stakeholders; weight and balance information
Cooperate and provide support and assistance to team members when they ask for help
Hold team members accountable in a positive and support manner
Coordinate site selection based on organizational objectives
Negotiate and implement contracts with convention centers, hotels, food and beverage vendors, security, social event sites, housing and registration companies, audio-visual services, WiFi, travel and car rental agencies, childcare agency, insurance companies, busing vendor, temporary staff and general contractor to provide support services for annual meeting
Oversee and manage the above vendors
Develop and manage budgets including variance reports, coordinating the reconciliation and payment of invoices from the above vendors
Facilitate the coordination of information, as it relates to logistics and the above vendors, to appropriate staff liaisons and learners
Oversee ACR’s emergency plan for events and the coordination of the plan with staff and all stakeholders
Grow and maintain relationships with convention bureaus, national hotel brands, vendor partners and others to maximize volume buying power and position ACR as a premier customer
Maintain meeting specifications to create and refine procedures, RFPs, and contacts for the negotiation and selection of venues, facilities and vendor partner contracts which secure the highest quality services and most economical packages possible.
Analyze the business requirements including defining and documenting the technical requirements
Prepare and issue RFP, RFI and/or RFQ
Define selection criteria
Negotiate and confirm contracts
Evaluate liability to ACR, and address and resolve when necessary, cancellation penalties, attrition clauses, insurance and misc. contract clauses.
Oversee the assignment of all educational meeting rooms and the coordination of all public spaces e.g., internet area, registration area, lounges, food service areas, staff office, etc.
Facilitate the coordination of information, as it relates to logistics, to appropriate staff liaisons and the Annual Meeting Planning Committee
Contribute to the development of an annual marketing plan that generates attendance, promotes attendee satisfaction and aligns with the Colleges goals and image
Coordinate written information regarding the logistical aspects (hotels, tours, local information) of all educational programs for publicity publications e.g., registration materials, web site and program book etc.
Oversee the management of VIP housing process
Oversee the management of the affiliate events
Maintain and analyze housing statistics and use data to make recommendations to oversight committee/s
Select and coordinate training for on-site temporary staff
Responsible for developing, negotiating and managing logistical contracts for the Colleges educational programs, meetings and social events held externally or in-house. Duties include, but are not limited to:
Consult with staff liaisons to determine objectives and requirements for events and develop strategies to achieve objectives in compliance with standard ACR practices and approved budgets
Execute contracts and forward to appropriate staff liaison for implementation
Provide training and guidance to staff liaisons regarding management of logistical arrangements and site selection
Conduct post-event evaluations with staff liaisons in order to determine how future events could be improved
Ensure ACR compliance with the Americans with Disabilities Act (ADA) regulations as they relate to all ACR educational programs, meetings and social events
Manage director, expositions, meeting planner and temporary staff. Includes, but not limited to, prioritization assistance; project guidance; conducting regular staff meetings; and providing performance feedback in a timely manner
Provide vice president, education with annual report of the success, challenges or failures of initiatives under the incumbent’s purview along with recommended corrective action to be taken on a going forward basis
Some travel required to fulfill job responsibilities (approximately 7-10 trips per year)
Any additional duties as the vice president, education or the executive vice president may assign
Minimum of ten years of direct experience in convention management
Bachelor’s degree from an accredited institution or equivalent combination of association experience and education
Demonstrated expertise and success in:
Budgeting and financial oversight
Problem-solving and decision-making
Ability to work within a team structure
Strong interpersonal and conflict-resolution skills
Consensus-building with both internal and external constituencies
Clear written and oral communication
Project management with ability to balance multiple priorities
Ability to direct and supervise staff and contracted temporary staff and vendors
Advanced knowledge of Windows Operating Systems, Microsoft Applications, databases and internet-based research
Certification in Meeting Planning (CMP) is preferred
Understanding of ACCME guidelines, AMA standards, PhRMA guidelines, and experience in a health-related organization is preferred
The ACR provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. The ACR complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities or conducts business.
This is not a contract. The description and duties as they relate to this position are subject to change as reasonable business necessity dictates. In the event of such changes, a new job description may be created.
The American College of Rheumatology's mission is advancing rheumatology. The organization is for physicians, health professionals, and scientists that meet the mission through programs of education, research, advocacy and practice support.
The ACR provides professional education for its members through several venues. The Annual Scientific Meeting, held each fall, is the premier scientific m...eeting devoted to the rheumatic diseases. This meeting draws thousands of rheumatologists and arthritis health professionals from around the world. A winter rheumatology symposium, spring clinical meetings, and other topical conferences round out the ACR's educational offerings.