What are the responsibilities and job description for the Manager, Events Operations position at American Public Health Association?
Responsible for catering, audio visual and general event logistics for the Annual Meeting and National Public Health Week. Works closely with the Senior Manager, Event and Program Operations on housing staff schedules and additional logistics
National Public Health Week
Managing logistics for the National Public Health Week Forum. ***Annual Meeting Food and Beverage*:** Manage all food and beverage orders for events during the annual meeting. Work with section contacts to ensure BEOs are received in time to be reviewed and approved for billing. Review all Master Billed orders and work with venue catering managers on ticketed food functions and concessions. ***Annual Meeting Meeting Logistics Management -*** Manage all the AV orders from staff and sections. Ensure information is properly input into the logistics management platform and review AV orders for function sheets. Work directly with the Senior Manager, Event and Program Operations to review event logistics, double check room assignments, review floor plans, and review the annual meeting function sheets. Manage a system for gathering logistical details for business meetings, social hours, affiliate events, and workshops: AV, catering, room setup, and special requests. Manage set-up and implementation of coat check including securing vendor and establishing schedules. Lead effort to streamline the process and communication with staff and event organizers. ***Annual Meeting Related Organization/ICW Liaison*** - Manage space requests (confirm space needs, schedule events in event logistics platform, and assign rooms), connect liaisons with catering managers, manage invoicing, collecting AV and setup needs. Coordinate marketing and tracking the database and reports.
Annual Meeting ADA Management
S
erve as primary contact for ADA related issues and questions related to the annual meeting and resource for all in-person events. Negotiation contract with local interpreting agency. Schedule interpreters and manage attendee accessibility requests. Manage
access@apha.org
inbox. ***Housing Website Management -*** Manage the Annual Meeting housing websites to include working with vendor to set up and test all housing websites and serve as housing liaison for staff, vendors and attendees. Download weekly housing reports and analyze trends. ***Staff Schedules, Per Diems and Travel -***Work with Director, Event Operations to manage the Annual Meeting staff work schedules which includes obtaining schedules from each staff reviewing with Director of Events, Chief of Staff and CEO. Manage all staff travel to the annual meeting, assigning hotel rooms to staff (and vendors), and managing staff per diem requests with finance. Perform other duties as assigned.
National Public Health Week
Managing logistics for the National Public Health Week Forum. ***Annual Meeting Food and Beverage*:** Manage all food and beverage orders for events during the annual meeting. Work with section contacts to ensure BEOs are received in time to be reviewed and approved for billing. Review all Master Billed orders and work with venue catering managers on ticketed food functions and concessions. ***Annual Meeting Meeting Logistics Management -*** Manage all the AV orders from staff and sections. Ensure information is properly input into the logistics management platform and review AV orders for function sheets. Work directly with the Senior Manager, Event and Program Operations to review event logistics, double check room assignments, review floor plans, and review the annual meeting function sheets. Manage a system for gathering logistical details for business meetings, social hours, affiliate events, and workshops: AV, catering, room setup, and special requests. Manage set-up and implementation of coat check including securing vendor and establishing schedules. Lead effort to streamline the process and communication with staff and event organizers. ***Annual Meeting Related Organization/ICW Liaison*** - Manage space requests (confirm space needs, schedule events in event logistics platform, and assign rooms), connect liaisons with catering managers, manage invoicing, collecting AV and setup needs. Coordinate marketing and tracking the database and reports.
Annual Meeting ADA Management
S
erve as primary contact for ADA related issues and questions related to the annual meeting and resource for all in-person events. Negotiation contract with local interpreting agency. Schedule interpreters and manage attendee accessibility requests. Manage
access@apha.org
inbox. ***Housing Website Management -*** Manage the Annual Meeting housing websites to include working with vendor to set up and test all housing websites and serve as housing liaison for staff, vendors and attendees. Download weekly housing reports and analyze trends. ***Staff Schedules, Per Diems and Travel -***Work with Director, Event Operations to manage the Annual Meeting staff work schedules which includes obtaining schedules from each staff reviewing with Director of Events, Chief of Staff and CEO. Manage all staff travel to the annual meeting, assigning hotel rooms to staff (and vendors), and managing staff per diem requests with finance. Perform other duties as assigned.