JOB SUMMARY: Under the direction of the Vice President of Meetings, Events, and Business Development’s primary responsibility will be to manage the event venues including creating BEO’s, room diagrams, mapping AV, electric, and internet needs. This position will gather and maintain travel details for all staff, the Board of Directors, and other groups as assigned as it relates to events and other meetings. Manage sponsorship deliverables. A department calendar for all pertinent deadlines will be updated annually and as needed, and all forms used to gather data for speakers, attendees, and staff will be updated annually and as needed.

The Event Manager will assume all other duties as assigned that contribute to the mission, vision, and values of the AARC Meetings and Conventions Department.

ESSENTIAL DUTIES & RESPONSIBILITIES:

Information Gathering

· Develops and manages month-to-month yearly planning schedule for all aspects of the event venue and contracted hotels. This will outline all deadlines and requirements from all departments across the association as it pertains to the event.

· Reconciles final invoices from the convention center and contracted hotels against pre-event orders, on-site adjustments, and errors.

· Uses JotForm (or other acceptable data gathering tool) to track travel details from staff and other groups (arrival/departure dates, airfare approval, housing requirements, etc.). Reimburse qualified members for travel.

· Manage sponsorship deliverable tracking system and ensure sponsorship deliverables are completed.

· Updates information gathering forms used across the department to reflect current dates and logos for the upcoming event.

· Keeps abreast of market trends in the ever-evolving hospitality industry.

Venue Preparation

· Coordinates and tracks contracted space and its use as it pertains to AARC events and meetings.

· Prepares vendor orders for the hosting Convention Center, contracted hotels, and any other event space used to conduct AARC business.

o AV

o Electrical

o Internet and Wi-Fi

o Decorator

o Catering

Event Promotion

· Creates and prepares information and details about the hosting convention center, housing, and host city for public knowledge.

· Works closely with Marketing, Communications, and IT to develop the Travel, Venue, and Housing pages on the event website, registration platform, event mobile app, and the printed program.

Travel

· Participates in site visits and assesses contracted meeting and hotel space.

· Travels to the host city for on-site execution of AARC meetings.

· Inspects room setup, catering orders, and sign-off on the final product with event staff.

· Assists in the setup and tear down of the show office.

· Serves as a staff liaison at some evening events (i.e., Welcome Party).

Volunteers

· Maintains an accurate list of volunteer needs throughout the meeting for all AARC-related functions.

· Coordinates with the VP of Membership to communicate those needs to the appropriate parties.

· Communicates schedule details to volunteers and manages on-site logistics and placement of the volunteer staff.

· Maintains inventory of volunteer vests or shirts throughout the event and secures the cleaning and storage of volunteer attire at the end of the event.

OTHER DUTIES & RESPONSIBILITIES:

· Attends required internal meetings, training, and events.

· Other duties as assigned.

EDUCATION AND EXPERIENCE:

Minimum Education

· High school diploma or GED required.

· Bachelor’s degree in hospitality management or equivalent work experience preferred.

Minimum Experience

· At least three years of meeting/event planning experience or two years of meeting/event planning experience plus an industry degree.

Required Licensure, Certification or Registry

· Certified Meeting Planner Certification preferred.

· Certified Meeting Planner eligibility preferred.

· Active membership in any or all the following preferred:

o a. PCMA - Professional Convention Management Association

o b. AMPS - Association of Meeting Professionals

KNOWLEDGE, SKILLS, AND ABILIITIES:

· Must possess strong interpersonal skills and networking skills.

· Must possess strong communication and customer service skills.

· Must be computer literate with strong Microsoft Office skills.

· Must possess problem-solving and critical thinking skills.

· Self-motivation, enthusiasm, and willingness to learn.

· Highly organized with the ability to prioritize work demands.

· Must have the ability to work in stressful working conditions. Must be able to meet strict deadlines.

· Flexibility in day-to-day actions and duties.

· Able to work independently in the absence of management.

· Ability to accurately perform multiple tasks simultaneously and meet multiple work demands. a keen eye for detail.

· Ability to establish and maintain friendly and cooperative relationships with all individuals interacted with during work.

· Must be committed to demands, expectations, conduct, and behavior expected of working in a customer service industry.

WORKING CONDITIONS/PHYSICAL REQUIREMENTS:

· Requires sitting for long periods of time.

· Dexterity to perform computerized functions.

· Requires the ability to walk or stand for long periods of time when on-site.

· Bending to pack and unpack boxes and trunks for shipping.

· Lift up to 30 lbs.

· Travel is required (approximately four trips annually).

Marlene Job General Summary: The Vice President of Meetings, Events, and Business Development at the American Association for Respiratory Care (AARC) primary role is leading the planning, execution, and overall success of our organization’s meetings, conferences, conventions, and driving revenue growth. Which includes strengthening and developing new strategic partnerships, deriving, and implementing successful sponsorship programs, and fostering strategic alliances. This role requires a strategic thinker with a strong background in event management, team leadership, and a passion for delivering exceptional experiences. With experience developing and implementing successful sponsorship programs, fostering strategic alliances, and generating significant revenue ($1.5M )

Responsibilities:

· Develop and implement a comprehensive meetings and conventions strategy aligned with AARC’s organizational and strategic goals.

· Stay abreast of industry trends and best practices to ensure innovative and relevant event offerings.

· Oversee the end-to-end planning and execution of meetings, including summer forum, congress, and other events.

· Collaborate with cross-functional teams to ensure seamless coordination of logistics, marketing, and attendee engagement.

· Cultivate and maintain strong relationships with vendors, negotiating contracts and managing performance to ensure the highest level of service.

· Evaluate and select vendors based on cost, reliability, and quality.

· Lead and inspire a high-performing team, fostering a collaborative and results-oriented culture.

· Develop and manage budgets for meetings, conventions, sponsorships, and business development activities ensuring financial objectives are met.

· Manage expenses and provide regular reports on financial performance.

· Identify cost-saving opportunities without compromising the quality of events.

· Anticipate and mitigate potential risks related to events, ensuring a proactive and contingency-focused approach.

· Implement strategies to enhance the safety and security of attendees.

· Establish key performance indicators (KPIs) and parameters to access the success of events, sponsorship, and all business development activities.

· Conduct post-event analysis and identify areas for improvement.

· Identify potential sponsors based on strategic fit, target audience, and revenue potential.

· Collaborate with internal teams to create compelling sponsorship packages that align with sponsorship objectives and deliver value.

· Lead the identification and pursuit of new business opportunities to drive revenue growth.

· Build and maintain a robust pipeline of potential partners.

· Cultivate and maintain strong relationships with existing sponsors to ensure their satisfaction and retention.

· Collaborate with the internal team to ensure the successful implementation of sponsorship commitments.

· Negotiate sponsorship agreements & contracts to maximize value for both parties and ensure compliance with contractual obligations.

· Set clear goals and objectives, regularly assess performance, and provide constructive feedback.

· Provide guidance and mentorship to team members, encouraging professional growth and development.

Qualifications:

· Bachelor’s degree in Event Management, Hospitality, Business, Sales, or related field.

· Proven experience (20 years) in a leadership role overseeing meetings and conventions.

· Strong strategic thinking and problem-solving skills

· Excellent communication and interpersonal skills.

· Ability to manage multiple priorities and deadlines in a fast-paced environment.

· Proficient in event management software and technology.

· Proven experience in sponsorship sales, business development, or related roles.

· Excellent negotiation and communication skills.

· Ability to build and maintain strategic relationships.

JOB TYPE: Full-time

REMOTE: Three (3) days per week

IN THE OFFICE: Tuesdays & Wednesdays

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible schedule
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Vision insurance

Schedule:

• Monday to Friday

Work Location: Hybrid remote in Irving, TX 75063