SmithBucklin, a 100% employee-owned Association Management Company and industry leader, is looking for a Meeting and Event Manager to join the Event Services team in Chicago. Our Event Services unit provides meeting, convention, event and trade show management worldwide through the expertise of our meeting professionals, who manage every facet and detail of our client organizations' events. Our goal is to work closely with a client organization's leaders to create an enjoyable conference experience for all attendees, exhibitors and sponsors, while ensuring a successful outcome based on the organizations' event objectives.
The Meeting and Event Manager is accountable for leading the overall delivery of conferences and trade shows for a group of approximately 4-6 clients within a specified SmithBucklin portfolio. This individual acts as a specialist and develops and implements components of event strategy and delivery across different clients. This role is accountable and responsible for conference and trade show project management, financial management, team management and oversight of all aspects of delivery for assigned clients.
Key focus areas and activities for the role include:
Strategy Support: This person supports the Event Director in developing and implementing conference and trade show aspects of event strategy.
Develops strategies, solutions and innovations that are tailored and relevant to client needs to support the overall event strategy and achievement of event outcomes.
Supports future year(s) site selection strategy and confirms venue ability to deliver on client conference and trade show specifications.
Project Management: This Manager is responsible for planning, managing delivery of the financials on all aspects of conferences and trade shows including coordination of project plans, floor plans, trade show floor specialty areas, education and poster sessions, exhibit and sponsor prospectus, supplier management, exhibitor management,coordination with sales management and more.
Develops and manages project plan and timeline including end-to-end logistical management of events.
Manages project scope, identifying issues and developing contingency plans.
Manages financials, including development of Exhibit, Sponsorship and Advertising revenue projections, developing budgets, monitoring of financial performance and ongoing issue resolution, overseeing monthly financial reconciliation and oversight of accounts receivable team members.
Proactively communicates project status and program deadlines, identifying any areas of concern and addressing issues to ensure outcomes are met.
Leads floor plan management and oversees space selection process.
Partners with education team to design, develop and manage logistics for education.
Supports prospectus and contract development, working in coordination with the marketing team; determines exhibit and sponsor opportunities and pricing and contract rules and regulations with sales team.
Oversees third party supplier needs (General Services contractor, signage, security, First Aid, promotional products) and coordination. Leads RFP processes, selection and ensures high quality supplier relationships and service delivery.
Oversees exhibitor communications and ongoing customer service.
Oversees Sponsorship Fulfillment programs in collaboration with sales team to ensure creation, collection, inventory and fulfillment of sponsor benefits.
Responsible conference and trade show analysis, determining data required to support event growth in alignment to overall event strategy.
Contributes to overall team success by identifying problems and proactively seeking out methods to improve self-performance and/or efficiency of an operation or task.
Facilitates continuous communication between SmithBucklin service units, clients and exhibitors/sponsors, attendees and suppliers to meet the needs of client organizations.
5+ years of conference and trade show management experience
Ability to travel up to 20%, possibly both domestic and international (travel may include weekends).
Technical Competencies: Industry and position specific skills
Excellent knowledge of meeting and event industry terminology and comprehensive knowledge of meeting and event planning, trades how and registration processes. Demonstrates expertise in managing trade shows and exhibit and sponsorship fulfillment.
Experience with international meetings, conference and trade shows is a preferred.
Proficiency with basic computer programming, including the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Strong communication skills to present and guide decision making of committees and ability to negotiate successfully on behalf of the client.
Certification in Event Management or related professional certification is highly preferred.
A strong understanding of union and labor requirements in different states and destinations.
Familiarity with venues, facilities, convention centers, general service contractors and convention city packages throughout the country.
Financial and Project Management
Budget management: developing a budget with assumptions, and forecasting.
Project management experience to include meeting deadlines on time and on budget.
Achieves favorable financial results through strong negotiation skills.
Provides added value beyond immediate requests; goes above and beyond.
Anticipates and addresses needs and concerns.
Takes accountability; reviews own work and the work of others for accuracy and thoroughness.
Drive for Results
Takes accountability and accepts responsibility for the outcomes of group efforts.
Pushes self & others for results.
Identifies and uses relevant information when making assessments and decisions.
“Connects the dots”; brings ideas and experiences from one situation to another.
Approaches problems from different perspectives.
Acts without having the total picture; comfortably handles uncertainty.
Allocates and manages resources (e.g. people, financial) to meet business priorities; demonstrates
Knowledge of how team/unit contributes to overall goals.
Accurately estimates own and others’ resources required to complete tasks and activities; clarifies roles, monitors budget and others’ workload/availability.
Assesses project status, identifies risks and issues, and takes the necessary steps for remediation
Uses own and others meeting time effectively.
Possesses strong financial management skills including budgeting, forecasting and analysis; can explain, present and influence financial based viewpoints and counterpoints.
Provides guidance and coaches others on revenue, expense and financial management practices.
Assists and involves others proactively; shares all relevant information.
Seeks, includes and respects different ideas and perspectives from others.
Consistently works well with a variety of different people.
Reads and relates to others.
Communicates effectively up, down, sideways, internally and externally; adjusts style and approach as necessary.
Conveys information in a manner that engages others and helps them understand and retain the message; reinforces as needed.
Communicates complex information clearly; breaks down and cascades as appropriate.
Writes in a straightforward, logical and comprehensive, yet concise manner.
Deals with conflict independently; acts in a professional and constructive manner.
Appropriately involves the right people at the right time.
Looks at the situation from both viewpoints; focuses on the problem, not the other person.
Proactively shares own knowledge and expertise to improve the contribution of others.
Identifies appropriate tasks to delegate to others and provides sufficient instruction and support.
Provides timely, specific and objective feedback on performance; seeks counsel from manager when necessary.
Is respectful and discreet; maintains confidentiality of others’ performance information.
Equal Employment Opportunity
At SmithBucklin, Equal Employment Opportunity is our commitment and goal. All qualified candidates will receive consideration for employment without regard to race, national origin, gender, age, religion, disability, sexual orientation, veteran status, marital status or any other protected status designated by federal, state or local law. Applicants are encouraged to confidentially self-identify when applying. Employment is contingent upon successful completion of a reference and background investigation based on position.