Manager of Tradeshows & Events

New Orleans, LA, United States

POSITION: MANAGER OF TRADESHOWS & EVENTS - CONVENTION SALES & SERVICES

DEPARTMENT: CONVENTION SALES & SERVICES

ACCOUNTABLE TO: SR. VICE PRESIDENT OF CONVENTION SALES & STRATEGIES

STATUS: FULL-TIME, EXEMPT

Primary Objective of the Position:

Plan and coordinate various DMO meetings, customer appreciation events, FAM trips and manage major industry tradeshow commitments (approximately 8 annually) including, but not limited to venue arrangements, food & beverage, logistics and attendance. Plan and oversight of out-of-state meetings, activations, and customer appreciation events for the Convention Sales team.

Major Areas of Accountability:

Plan and implement event strategies for 30+ out-of-state events for the Convention Sales team, at the direction of the Sr. VP of Convention Sales & Strategies.

Identify appropriate venue.

Order food & beverage as required.

Coordinate all event details, negotiate contracts, create invitations and manage client event list.

Review event records and planning with Sales team lead and SVP.

Travel to assist in hosting events and tradeshows, as needed.

Travel and assist with site selections, as needed.

Plan Convention Sales local client events/meetings/receptions & FAMS. Review departmental timelines, travel schedules, and complete specific projects as assigned.

Source venues with members.

Collaborate with members.

Secure airport transfers for clients.

Secure transportation, buses, limos, etc. and/or police escorts, if necessary.

Plan and coordinate arrangements for tradeshows- Responsible for organizing a New Orleans & Company presence at 8 or more industry tradeshows.

Reserve exhibit space.

Coordinate with industry show contractor, select, and approve graphics, structure,

etc., furniture

Coordinate shipment of exhibit materials and amenities.

Arrange for shipment of promotional materials and lead sheets.

Coordinate videos for display in booth.

Order carpeting, floral, electrical, audio visual and cleaning services.

Order F&B for booth.

Manage and enter related expenses on event budget,

Manage the annual membership buy-in process and solicit their sponsorship in our ongoing sales efforts, program coordination with Information Technology (IT) and Finance departments, maintain current and accurate event budgets.

Create buy-in memos based off travel schedule & commitments.

Manage the completed buy-in forms and ensure timely payments are received,

Assist in ordering and managing departmental amenity inventory, ordering stationary and branded items for sales travel. Develop and disseminate RFP's for goods and work with vendors to fulfill all aspects of brand guidelines.

Prepare, plan, and implement additional pop-up meetings or events, such as industry panels, internal retreats, and other sporadic events not planned for in the course of the year.

Prepare detailed travel/events agendas for executive leadership when their attendance is required.

Complete other projects or duties as assigned by the Sr. VP of Convention Sales & Strategies.

Education and/or Experience:

Associate degree or equivalent from two-year college or technical school; and three to five years related experience in event and meeting planning and/or training or equivalent combination of education and experience.

Computer Skills:

Must be proficient in Microsoft or similar. Knowledge of spreadsheets and database programs, desired.

Language Skills:

Possess excellent verbal and written communication. Ability to read and interpret documents and to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of the organization.

Physical, Mental & Environmental Demands:

While performing the duties of this job, the employee is regularly required to sit; use hands to finger; reach with hands and arms; and talk or hear. The employee is required to stand and walk. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, and depth perception. Must be able to travel by airplane and operate a vehicle.

The working environment is typical for an office and does not require exposure to difficult or hazardous conditions. This position will require some weeknight and weekend assignments. Ability to travel including overnight stays. Must work well in a team environment.

Disclaimer Statement:

The above is intended to describe the general content of and requirements for performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or requirements.

Responsibility for Work of Others: None

New Orleans & Company provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, age, disability, genetic information, marital status, or status as a covered veteran in accordance with applicable federal, state, and local laws. New Orleans & Company complies with applicable state and local laws governing non-discrimination in employment in every location in which the organization has facilities. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

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