Sr. Conferences and Events Planner

Georgia Municipal Association; Atlanta (GA); On-site; USD 52,000 - 78,000; Full time

Job summary

Georgia Municipal Association, based in Atlanta, seeks a position to plan and execute association conferences, meetings, trainings and social events. The role involves extensive logistics, vendor coordination, and on-site management to ensure successful events for Georgia municipalities.

Minimum qualifications include a Hospitality Management degree or equivalent experience; CMP is a plus. This full-time role requires travel and strong MS Office and iMIS skills to support exhibitor relations and

Qualifications

• Degree in Hospitality Management or five years of experience in event planning, marketing or a related field; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.

Responsibilities

• Plans and manages logistics for training events, including site visits, contracts, budgets, catering and AV.
• Assists with Exhibit Hall management; negotiating contracts, layouts, registrations and invoices.
• Processes exhibitor registrations and payments, assigns booth spaces, and mails confirmations.
• Prepares meeting confirmations and materials, and attendance reports.
• Provides on-site event support and coordination at major GMA events.

Skills

Meeting planning

MS Office

Public relations

Communication

Organization

Education

Degree in Hospitality Management

CMP designation

Tools

iMIS software

Job description

Created in 1933, the Georgia Municipal Association (GMA) is the only state organization that represents municipal governments in Georgia. Based in Atlanta, GMA is a voluntary, non-profit organization that provides legislative advocacy, educational, employee benefit and technical consulting services to its members.

The purpose of this position is to plan and execute association conferences, meetings, trainings and social events.

The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

• Plans and manages logistics for sponsored stand-alone training events; duties include, but are not limited to, conducting site visits, site selections, negotiating contracts with meeting facilities, hotels and suppliers, developing and monitoring budgets, handling logistics such as catering, room set-ups, transportation and audio/visual requirements. Coordinates all on-site activities between staff, facility staff, and third-party suppliers, when needed.
• Assists with management of Exhibit Hall; duties include, but are not limited to, negotiating contracts with exhibit contractors, monitoring performance of contractors, approving exhibit hall layout, designing and mailing exhibitor registration packets, establishing schedules for move-in and move-out, providing on-site customer service to all exhibitors, providing all exhibitor information to exhibit hall contractor, and coding and approving contractor invoices.
• Processes exhibitor registration forms; duties include, but are not limited to, setting up all exhibit activities in software application so that registration forms may be entered and so that payments are posted to the correct accounting code, reviewing all exhibitor registration forms and housing applications for accuracy, resolving any problems, processing registrations and payments, assigning all booth spaces, reconciling daily cash journal, mailing confirmations, and preparing exhibitor name badges and registration packets.
• Prepares and mails meeting confirmations and meeting materials, as needed.
• Prepares meeting registration information including attendance reports, name badges, event tickets, registration packet labels, name badges, signs, name tents and other materials, as needed.
• Assists with onsite logistics for major GMA events.

ADDITIONAL FUNCTIONS

• Operates a motor vehicle to perform work activities with substantial travel required.
• Performs other related duties as required.

KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of meeting planning practices.
• Skill in using MS Office – Word, Excel, PowerPoint and Publisher
• Skill in using iMIS – association membership management software
• Knowledge of English grammar, syntax and usage.
• Knowledge of public relations principles and practices.
• Skill in organizing and maintaining files.
• Skill in oral and written communication.
• Ability to travel and work independently.

MINIMUM QUALIFICATIONS

Degree in Hospitality Management or five years of experience in event planning, marketing or a related field; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. CMP designation a plus.