The American Educational Research Association seeks a Meetings Associate/Manager to join the meetings department. The department is a key part of a forward looking organization that takes pride in excellence and innovation. This individual will work as part of a 4-person team in the planning and execution of all programmatic and logistical aspects for AERA meetings and events. The association holds a major Annual Meeting of 15,000 attendees, over 2,800 sessions, and 100 exhibits. The association also convenes approximately 20 small meetings, workshops, and conferences ranging in size from 10-150 people and a major annual public lecture in Washington, D.C.
The association is looking for an individual to oversee and grow our exhibit hall and sponsorships, and implement its local small meetings throughout the year. The individual will develop and implement an exhibit and sponsorship sales strategy to meet annual revenue goals for the AERA, including a structured strategy with promotions, on-site sales, and other outreach. Additionally, this individual will assist in managing the Annual Meeting program creation process; provide leadership, guidance and support to the Annual Meeting program committee and 300+ program chairs. Lead program chairs in establishing peer review panels, reviewing submissions, and creation of final Annual Meeting program. Ideal candidate would have experience working with scholarly or medical database submission system for peer reviewed papers and sessions.
Duties and Responsibilities
Manage and oversee the association’s local small meetings throughout the year
Liaison with hotel/facility, sales, convention services, catering personnel, AERA Housing Bureau, registration coordinator, and others as assigned
Research suppliers and destination information, compile information, and make recommendations for use by Meetings Team for evaluation
Initiate and execute exhibit, sponsorship, and advertising sales
Assist in development of budgets related to exhibits, sponsorship, and advertising sales and promotions
Develop new revenue-generating opportunities to increase exhibit and sponsor involvement at meetings
Develop marketing, advertising, and promotional materials to include Exhibit, Sponsorship Prospectus and Exhibitor Services Manual, and support related exhibitor and sponsor activities
Coordinate communications about the AERA exhibition and sponsorship programs via print and digital formats for distribution at AERA meetings
Coordinate the processing of exhibit and sponsor contracts and invoices
Serve as the primary liaison to exhibit services vendors
Keep abreast of current events and trends within the educational, exhibits, and sponsorships communities, and identify and create new sales opportunities
Organize all information to go into Conference Mobile App, serve as the liaison to the App company
Manage exhibitor and attendee registration during the conference
Manage relationship between association staff/members and travel agency
Negotiate hotel/facility contracts and book assigned meetings as required
Liaison with hotel/facility, sales, convention services, catering personnel, AERA Housing bureau, registration coordinator, and others as assigned
Research suppliers and destination information, compile information, and make recommendations for use by Director for evaluation
Experience managing audio visual requirements for meetings of all sizes
Manage on-site meeting operations such as, but not limited to, pre-meeting planning, room sets, and food & beverage orders
Manage and assist in the program development process
Review printed and Web material for accuracy and completeness of logistical and contract-related information and content
Work with the staff leadership team in coordinating meeting requirements
Assist in the post-meeting financial reconciliation, to include billing, invoicing, and transfer of funds
Liaison with meeting attendees (members & non-members) in all aspects of association activities, but specifically concentrating on meeting logistics
Manage member’s emails regarding the Annual Meeting. In time provide guidance and support to junior staff on how to answer inquiries.
Support association leadership in managing of their special events at the Annual Meeting, including offsite events, receptions, and pre-conference events
Develop and approve department policies and procedures
Monitor contracts to ensure most efficient use of AERA funds
Review and monitor financial arrangements and expenditures
Travel and work on-site at the annual meeting
Participate in professional associations with the end goal to network and to stay current in meeting planning field.
Skills and Qualities
Proven track record of success in managing and growing an exhibit hall and increasing sponsorship revenue
Experience managing large volunteer program committees, preferably for an educational, scientific, or medical association
Knowledge of event/meeting planning processes including scheduling, programming, and soliciting bids
Excellent organization and time management skills with the ability to handle multiple projects simultaneously in a deadline oriented environment
Strong written skills for communication with leadership and members
Experience creating RFPs
Strong database management skills
Ability to think analytically for a very large, very complex meeting that spans across many properties, with over 2,800 sessions spanning over a 5 day period
Ability to travel to meeting locations
Experience in budget development and implementation
Ability to work well with staff members, AERA members, attendees, vendors and others
Fine attention to detail with ability to have the larger picture in mind
Excellent computer and database management skills
Proficient ability using Microsoft Word, Excel, Outlook, and PowerPoint
Required Level of Experience
CMP or CEM preferred with five to seven years of direct meeting planning and exhibit hall experience; experience must be in an association or meeting-related organization excellent computer and submission management database skills
Interested candidates should submit a resume, cover letter and salary requirements to firstname.lastname@example.org. Resumes without a cover letter will not be considered. No Calls Please
About AMERICAN EDUCATIONAL RESEARCH ASSN
The American Educational Research Association (AERA), founded in 1916, is concerned with improving the educational process by encouraging scholarly inquiry related to education and evaluation and by promoting the dissemination and practical application of research results.
AERA's more than 25,000 members are faculty, researchers, graduate students, and other distinguished professionals with rich and diverse expertise in education research. They work in a range of settings from universities and other academic institutions to research institutes, federal and state agencies, school systems, testing companies, and nonprofit organizations. Based on their research, they produce and disseminate knowledge, refine methods and measures, and stimulate translation and practical application of research results.
AERA is international in scope. Nearly 14% of members, representing over 96 countries, reside outside the United States. Over 30% of AERA members are students—approximately 7,750 graduate students and 230 undergraduate students. Over three-quarters (78%) of AERA members report that education is the field of their highest degree. Other disciplines represented by AERA members includ...e psychology, statistics, sociology, history, economics, philosophy, anthropology, and political science.