The Academy of General Dentistry is Expanding Our Meetings Team!
We are currently seeking Meeting Managers (2)
to run Internal and External Meetings
Founded in 1952, AGD is the only professional association that exclusively represents the needs and interests of general dentists. AGD provides its more than 40,000 members with the resources, support and inspiration they need to deliver the best dental care and oral health education to the public.
AGD’s mission is to “advance general dentistry and oral health through quality continuing education and advocacy.” Through this mission, AGD member dentists are able to build their careers, grow their businesses and protect their profession.
AGD Vision Oral health and better lives through the Academy of General Dentistry.
Under the direction of the Director, Meetings and the Associate Director, Governance (for governance meetings only) manage the planning, organization and coordination of the scientific meeting and annual meeting including housing, vendor negotiations, logistics and on-site management. Additionally, this position is responsible for the logistical arrangements for the AGD Hill Day, Leadership Conference, Division Council Meeting, individual council/committee/task force meetings, Executive Committee, Board Meetings, and other in-house or external meetings as necessary. Assist with organization activities and special projects as directed.
Supervise the work of the Coordinator, Meetings. Serve as a mentor and coach and ensure that all work efforts are being directed to achieve the overall goals for the department.
Research, inspect, evaluate, negotiate and recommend future annual meeting sites for review and approval by the Associate Director, Governance. Negotiate and execute contracts with hotels and convention centers participating in future annual meetings.
Research, inspect, evaluate, negotiate and recommend future scientific meeting sites for review and approval by the Director, Meetings, Scientific Meeting Council and the Board. Negotiate and execute contracts with hotels and convention centers participating in future scientific meetings.
In conjunction with Director, Meetings or Associate Director, Governance select appropriate facilities for all AGD meetings. Negotiate hotel contracts, manage housing, catering, function space, audio visual, social events and spouse program.
Oversee and negotiate supplier relationships to include: hotels, convention and visitors bureaus, housing company, general service contractor and destination management company.
Responsible for all aspects of housing management for all meetings. Main liaison with hotels, and housing management companies and bureaus to ensure seamless reservation processes for attendees while monitoring attrition and possible financial liabilities. Working with hotels to re-formulate blocks (as needed) rates and concessions, as well as manage final post-show audits to ensure housing credit for all AGD attendees.
Responsible for space allocation and management as well as assigning and adjusting space needs for all programs. Ensure flow for all programs and adequate space. Work creatively with hotels and convention centers to solve issues as it relates to space needs.
Work in conjunction with the Marketing department on pre & post show marketing. Marketing pieces include promotional brochure, misc. registration & housing emails, and on-site final program, management of specific meetings websites, and other general marketing components.
Conduct and assist with all aspects of on-site management. Manage all aspects of special event and meeting management; room, AV, food & beverage setup, and handling issues as they arise, acting as one of the main interfaces with vendors and hotel staff. Assist and oversee volunteer and affiliate relationships and communication for meetings as well as work in conjunction at on-site events.
Create, send, evaluate and contract requests for proposals (RFPs) for vendors including: audio visual, computer equipment, communications equipment, destination management, floral, transportation, local restaurants (small events), etc.
Four to six years professional experience in meeting planning; some supervisory/management experience preferred. Association background is preferred (additional hotel background a plus). CMP designation preferred. Knowledge of dentistry helpful.
About The Academy of General Dentistry
The Academy of General Dentistry (AGD) is a professional association of more than 40,000 general dentists dedicated to providing quality dental care and oral health education to the public. AGD members stay up-to-date in their profession through a commitment to continuing education. Founded in 1952, the AGD is the second largest dental association in the United States, and it is the only association that exclusively represents the needs and interests of general dentists. A general dentist is the primary care provider for patients of all ages and is responsible for the diagnosis, treatment, management, and overall coordination of services related to patients’ oral health needs.