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American Public Health Association · 22 hours ago

Director of Event Operations

Washington, DC

Full-time

Hybrid

Lead/Staff, Director/Executive

$100K/yr - $110K/yr

5+ years exp

The American Public Health Association is seeking a Director of Event Operations to manage its major meetings and expositions, including the annual scientific convention and expo. This role involves overseeing the planning, budgeting, and execution of in-person, hybrid, and virtual events while managing staff and vendor contracts to ensure successful operations.

Health CareMedicalPublic Safety

Culture & Values

Responsibilities

Overall Management of Annual Meeting

Plan, organize and produce a live, hybrid, or virtual Annual Meeting with 12,000+ attendees and a 220,000 square foot Exposition

Budget Development

Prepare and monitor annual department budgets to ensure revenue goals are achieved and expenses are contained. Prepare post annual meeting financial reports

Future Year Contracts

Research, evaluate and negotiate with cities, convention facilities, and hotels for the Annual Meeting and recommend future sites to the executive board. Track and evaluate all signed APHA hotel contracts for relevance and financial exposure to APHA. Renegotiate provisions as appropriate

Contract Negotiations

Negotiate contracts that provide the best outcomes for the association. Focus on pricing, quality and outcomes. Contracts include, but are not limited to, convention center, hotels, and audio visual, and other vendors

Manage Vendor Contracts

Identify, evaluate, negotiate, and contract with vendors for essential meeting services for current and future years (including registration, housing, event management, technology, general services contractor, mobile app, etc.). Continue to monitor contract commitments and renewals and develop new RFPs as needed. Ensure that all RFPs follow APHA’s approved format

Personnel Management

Hire, lead, manage, and evaluate staff. Develop and implement departmental strategic plans to further organization goals and objectives

Innovations and Future Year Enhancements

Evaluate the Annual Meeting on an on-going basis and recommend enhancements in format, schedule and execution to improve the attendee’s educational experience. Keep current on developments in the Convention Management field. Attend a minimum of 2 meetings a year for professional development

Housing Block Management

Work with housing vendor on negotiating hotel contracts and managing hotel room blocks to ensure that APHA is fulfilling hotel commitments. Track hotel pickup to determine if more rooms should be contracted. Work directly with hotels on rate and block reductions whenever warranted by economic or environmental circumstances. At the conclusion of each meeting, evaluate the housing bell curve and adjust future year contracting accordingly

Annual Meeting Featured and General Sessions

Serve as lead event contact for staff and vendors for all sessions including working with Freeman AV to finalize onsite AV needs, and with Dr. Benjamin and the content development team. The position will supervisor will supervise the following personnel Manager, Event Marketing; Manager, Event Operations and Registration; Senior Manager; Events and Program Operations; Senior Business Development Manager; Event Sales and Sponsorship and Senior Manager, and Event Education and Programs. Perform other duties as assigned

Qualification

Event ManagementBudget DevelopmentContract NegotiationVendor ManagementMeeting Planning CertificationVirtual Event PlanningMicrosoft Office ProficiencyCommunication SkillsOrganizational SkillsInterpersonal SkillsProject ManagementCritical ThinkingProblem-Solving

Required

Bachelor's degree in related field or equivalent experience (7 years)

Minimum of five to seven years' experience in the meetings and event industry, preferably in the non-profit or membership sector

Demonstrated experience with conventions and events, including knowledge of convention center and hotel contracts, room block development and management, special event logistics, and food and beverage management

Proven record of meeting/exceeding revenue goals

Strong expense management

Demonstrated experience planning virtual learning events

Strong negotiation, contract, budgetary skills

Demonstrated ability to collaborate with multiple parties with varying interests and priorities

Excellent written and oral communication skills

Strong organizational and interpersonal skills

Ability to listen, lead, and motivate staff of all experience levels

Project and people management

Strong critical thinking and problem-solving skills

Proficiency in Microsoft Office programs

Ability to rapidly learn and introduce new technology