The Annual Conference and Meetings Manager position handles meeting logistics for annual conference and expo, as well as ad-hoc events. Responsibilities include determining room assignments/set-up, AV, food and beverage, signage, mobile app., and sponsorship fulfillment. The position is also responsible for speaker management, including the call for proposals, working with the program committee to determine speakers and all communication with speakers to ensure they are prepared to present.
Manage annual conference logistics with the guidance of Senior Director, for approximately 3,000 attendees across several different venues including hotels and convention center
Assign meeting rooms for educational programs, committee meetings, general sessions and any other ancillary events.
Ensure conference vendors are providing accurate, timely, and effective support.
Work with Senior Director to ensure the general services contractor develops a design and appropriate show graphics for the annual conference in a timely manner, including sign standards and management, registration, general session set, expo entrance unit and any other graphics needed to enhance the attendee experience.
In coordination with AAMI staff and vendors determine needs for governance, networking and other AAMI events at the annual conference, including but not limited to, F&B selections, audio visual needs and signage.
Prepare and distribute all event specifications for the annual conference.
Manage sponsorship fulfillment activities.
Work with Standards department on all logistics for meetings occurring at the annual conference.
Help create, submit and manage hotel rooming lists; serves as liaison to housing partner.
Manage content for the AAMI website for the annual conference; ensures updates are completed and accurate.
Manage all aspects of the mobile app including set-up, uploading educational content, speaker information, advertisements, etc.
Manage speakers and coordination of logistics for speakers and faculty of Annual Conference and other events as identified. Including, but not limited to sending confirmation materials; collecting speaker presentations and uploading to AAMI University; following up with speaker needs/requirements (e.g., registration, housing, A/V, processing honorarium and travel expenses as appropriate) and keeping updated records.
Prepare and deliver a pre-con speaker webinar for the annual conference.
Summits or other meetings logistics – manages speaker logistics (as outlined above) and hotel logistics (food and beverage, audio visual, and sleeping room needs). Serves as liaison to marketing staff to ensure promotion of events. Liaison with Senior Vice President of Education, meetings vendor, professional facilitators, copyrighters, registrar, membership staff, and other AAMI staff on key aspects of event.
Track actual expenditures to provide “real time” reports on spending by line item. Reviews for accuracy and submits for approval all bills relating to all AAMI events as assigned.
Undergraduate’s degree, preferably in business administration, marketing or hospitality, or equivalent combination of education and experience.
Requires 3-5 years’ experience in association meetings utilizing multiple venues (hotels, convention center, off site venues).
CMP designation preferred.
Must be organized, detail-oriented, and able to plan ahead to meet deadlines, able to manage multiple tasks in a fast-paced environment, and possess excellent time management and prioritization skills.
Ability to problem-solve and make on-the-spot decisions.
Ability to professionally represent the association.
Excellent oral and written communications skills, including knowledge of editing, proofreading and copy writing.
Experience working with diverse constituencies in competitive environments is desirable.
Experience in budget development and implementation preferred.
Ability to work independently and in a team environment.
Strong commitment to customer service.
Flexible and positive attitude with a willingness to learn new skills.
Proficiency in Microsoft Word, Excel, PowerPoint and Outlook with ability to quickly learn new programs; iMIS database experience a plus.
About Association for the Advancement of Medical Instrumentation
The Association for the Advancement of Medical Instrumentation (AAMI) is a nonprofit organization founded in 1967. It is a unique alliance of nearly 7,000 members from around the world united by one critical mission: increasing the understanding and beneficial use of medical technology. AAMI members improve medical device safety through the development and use of AAMI standards, professional certi...fication, education, summits, and other technical resources. Industry, government agencies, healthcare organizations, and others rely on AAMI to disseminate high quality, objective information that helps make technology use in the patient care environment safer and more effective.