This is a professional position in the Conference Strategy & Operations department reporting to the Senior Director, Conference Strategy. The manager’s primary function is to provide pre-event and onsite operational support, conference services, and special events management for current and future AIA Conferences on Architecture. In addition, the manager will contribute to the transformation of the Conference by designing, planning, and executing innovative, compelling, and engaging experiences that will draw architects and designers to the event every year. With the goal of conference innovation in mind at all times, the manager will have significant impact on the success of our event each year and the experience of our attendees.
- Schedule site visits, work with the host city convention and visitor’s bureau to develop itineraries, and coordinate logistics of site visits attended by senior staff and elected leadership; average three trips per year.
- Review future year(s) convention center and headquarters hotel contracts to ensure meeting space outlined in the contract meets the needs of the AIA. Assign usage of meeting space at the convention center and headquarters hotel to support conference operational needs.
- Serve as primary contact for AIA National staff hosting meetings and events at the Conference. Collect all event requirements, including setup requirements, audio visual and catering requests, attention to budgets, and review banquet orders for accuracy, and support event lead.
- Coordinate and provide meeting specifications for non-CE functions to convention center, headquarters hotel, and meeting service contractors for all AIA areas. Develop conference signage (information, directional, etc.) including room, registration, programs, etc. Coordinate distribution of signs onsite.
- Develop comprehensive work orders for all meetings and events held at the convention center and headquarters hotel.
- Coordinate all catering at the convention center for AIA offices and events. Complete post show reconciliation process including offsite venue payments. Document lessons learned and establish best practices for future conferences.
- Collaborate with the management company, general services contractor, audio visual company, AIA staff, hotels, convention center, and caterers, to meet the goals of the conference and exceed expectations. Special Events (offsite events)
- Evaluate portfolio of meetings and events held at the AIA Conference on Architecture, ascertain synergistic opportunities, and recommend direction for future years including creative revamping, combining, and sunsetting events.
- Lead the design, planning, and execution of signature Conference events and collaborate with AIA Meetings department where appropriate.
- Conduct site visits, recommend venues, and secure contracts for off-site special events to achieve strategic goals; liaise between the venues and AIA National.
- Manage key Conference special events from inception to evaluation. Complete overall event timelines and help to develop budgets to facilitate accurate handling of all details.
- Collaborate with the hotels, caterers, event venues, and restaurants to meet the goals of the conference.
- Coordinate affiliate events with the convention center and headquarters hotel; manage logistical changes and reconcile audio visual and catering invoices for assigned meetings and events.
- Provide timely room and catering information to all affiliates regarding their events; anticipate and resolve issues as they arise.
- Establish an inventory of facility resources and specifications for the convention center, off-site venues and headquarter hotel.
- Conduct post event evaluation and analysis and report on attendee feedback. Document lessons learned and establish best practices for future conferences.
- Provide onsite support at AIA Conference on Architecture for approximately 8 days.
Senior Director, Conference Strategy
Managing Director, Conference Strategy and Operations
Sr. Manager, Convention Logistics
Host city, convention center, hotel service, and offsite venue representatives
AIA StaffJob Requirements
Demonstrated knowledge of hospitality industry and skills in site selection, contract negotiation, meeting planning and logistics, budget creation and management, and vendor management.
Demonstrated success in planning, organizing and implementing events and programs for a membership audience.
Demonstrated problem solving, creative thinking, process development, and project management skills.
Demonstrated ability to work effectively and collegially with other staff to achieve goals and objectives.
Communicate effectively (oral and written) with members, colleagues, and vendors.
Demonstrated aptitude for service excellence and willingness to be flexible, innovative and not adverse to change.
Knowledge of Microsoft 365, Google Suite, and familiarity with meeting planning software.
Knowledge of general financial and accounting procedures.
Bachelor’s degree in Business, Communications, Hospitality Management or related field, and minimum of four - five years of professional meeting planning or related experience in the meetings and trade show industry.
Supervisory Requirement: None