JOB TITLE: Conferences and Events Coordinator
EMPLOYER: National Association of State Procurement Officials (NASPO)
DEPARTMENT: Conferences and Events
REPORTS TO: Conferences and Events Director
GRADE: 24
SALARY: $60,000 - $72,000
SUMMARY: The National Association of State Procurement Officials (NASPO) is recruiting for a Conferences and Events Coordinator. This position works on a variety of large and smaller scale strategic events and special projects that support the organization’s mission, including but not limited to Annual Conference, NASPO Exchange, Regional Conferences, REACH Conference, Executive Leadership Program, State Procurement Law Institute, State Training Coordinators Conference, Academic Forum, Incoming Leaders Meeting, Sourcing Team Meetings, and International Summit
This position supports the Conferences and Events Director in coordinating all conference and event logistics for all NASPO conferences and events, including but not limited to planning committee meetings, program agendas, keynote speaker research, session development, speaker and talent acquisition, communications plans, marketing, conference website and registration, site searches, lodging and facilities, food and beverage menus, charitable service projects, audio/visual support, furniture, event technology, program apps, procurement and contracts, and transportation, parking, and security. The Coordinator develops strong working relationships across the entire NASPO community in the conduct of this important work.
DUTIES AND RESPONSIBILITIES:
- Supports Conference Planning Committees, Subcommittees. This involves compiling and distributing meeting schedules, agendas, and supporting documents; taking minutes; summarizing discussions, outcomes, and action items; scheduling conference calls, webinars, and meeting space; and making telecommunications and logistical arrangements.
- Drafts an event RFP (Request for Proposal) using historical data and current needs assessment; broadcasts to prospective facilities; tracks incoming proposals; and prepares a facility comparison grid.
- Coordinates all conference and event logistics, including but not limited to venues, caterers, speakers and talent, exhibitors/vendors (if appropriate), security, technical equipment, off-site activities, furniture and decorations, marketing and outreach content, and program materials.
- Assists with keynote and session speaker recruitment and compiles speaker biographies, sample videos, references, and program content and materials.
- Coordinates exhibitor/vendor reservations, materials, and set-up; and drafts exhibit space layout.
- Coordinates registration process and monitors registrations and registrations in box on a regular basis. Provides summary reports (pickup reports) to the Conferences and Events Director on registrants, including travel and lodging.
- Researches and makes recommendations for national anthem and honor/color guard and NASPO Cares (charity organizations) based on the direction provided by Planners and Directors.
- Secures price quotes for conference SWAG and prepares appropriate packaging and labeling, etc.
- Works collaboratively with the Contract and Financial Services team to contract with vendors and suppliers, i.e., hotels, transportation, speakers, talent, music, audio-visual and event production, exhibit decorators, event insurance, etc.
- Monitors the hotel and/or venue contract, including but not limited to food and beverage minimums, room block commitments and cut-off dates, and overflow properties. Reviews hotel and airline discrepancy reports and follows up to resolve discrepancies.
- Provides project status reports and participates in regularly scheduled team meetings, Conference Planning Committee meetings, and all staff meetings.
- Assists with the entire event set-up including event contractor move-in, pre-con conference, rehearsal and dry-run; and serves as a resource person for all on-site logistics throughout the duration of the event.
- Takes inventory of all conference materials, orders adequate supplies to replenish the onsite travel kits, research and orders appropriate promotional items (“swag”), organizes all onsite materials for shipping, creates inventory of items shipped by box/carton, which may involve being at NASPO headquarters or production warehouse, where conferences materials are stored.
- Assists with the preparation of a final report for each conference or event that summarizes the event highlights; evaluation feedback from attendees, committee members, and NASPO staff; recommendations to improve the program planning, content, and event logistics; and reconciliation of revenue and expenses.
- Handles special projects and other duties as assigned.
SUPERVISORY RESPONSIBILITIES:
No supervisory responsibilities.
MINIMUM QUALIFICATIONS:
- Bachelor’s degree preferred in Business Administration, Marketing, Communications or related field. Education may be substituted for certifications and/or years of experience in the meeting planning industry.
- Minimum two (2) years direct, paid, full-time experience coordinating conferences and events.
- Minimum two (2) direct conference and event planning experience in a governmental, non- profit, or educational setting.
- Must either already possess or obtain the following CVENT certification within the first 6 months of employment: Event Management, Attendee Hub, and Venue Sourcing.
