Manager, Events

Media Events
Arlington, VA

Position Purpose

Consider joining the talented staff at HIMSS Media as our Manager, Events.  HIMSS Media is a media group exclusively on healthcare and technology markets.  Through its suite of market-leading brands, such as Healthcare IT News, Healthcare Finance News, and MobiHealthNews, HIMSS Media delivers news, analysis and must have information to an audience of senior healthcare and technology influencers.  HIMSS Media is also the leading producer of important live events, such as the Privacy & Security Forum, Patient Engagement Summit, Revenue Cycle Solutions Summit and Big Data and Healthcare Analytics Forum.

As our Manager, Events, you will be responsible for the management of HIMSS Media F2F and custom events to include attendee management, sponsors and speaker services as well as any other projects as assigned by the Director of Events.  Meetings management will include project planning and management of all logistical aspects of events including travel, food & beverage and hotel oversight, sponsor deliverables logistics as well as speaker relations and program logistics.  Facilitate management and interaction of staff, collaborators, product, and service vendors to ensure successful events.  Additional functions include a variety of tasks to achieve the strategic goals and budgetary objectives of the HIMSS Media Events department.

Primary Accountabilities

  • Manage all project responsibilities in adherence with budgetary guidelines and the vision of the Society.
  • Manage and oversee logistics for all the face to face (F2F) and custom events. Oversee adherence to events team’s calendar/timeline. Create and distribute service vendor “RFPs”, analyze response proposals and recommend vendors. Research site venues and participate in the selection process of properties.
  • Project manage custom events to include timelines, budget, logistics, audience development as well as act as the liaison between client and team.
  • Provide problem solving resolutions concerning all the F2F and custom events.Research best practices and present recommendations to improve meeting services for all the F2F and custom events and activities. Manage the procurement process of marketing/merchandising items.Manage arrangements for special events: site search, venue negotiation and contracting, BEO generation and event set up, on-site oversight, and expense management. Manage the evaluation process including vendor selection, design, production, distribution, collection and reports.
  • Manage sponsor contract deliverables logistics and ensure all benefits are fulfilled.
  • Manage hotel contracts terms and conditions for meeting space, guest rooms, special events, etc. for all the F2F and custom events.Perform site inspections as needed.Oversee the management of room blocks for all events including contracting and managing room blocks and tracking all concessions and comps.Produce hotel resumes/specifications detailing requirements for food and beverage, lodging, special event planning, and other activities.
  • Oversee travel arrangements for staff and speakers to the F2F and custom events. Travel arrangements to include hotel, air and ground transportation.
  • Provide onsite logistical management including Speaker Ready Room, specialty conference rooms, and other venues in order to facilitate seamless speaker and moderator check-in processes. Utilize project management skills that demonstrate the ability to manage multiple, highly-detailed projects simultaneously, bringing them to completion within expected time frames and manage the development and completion of program elements within related time lines.
  • Ensure that all employees reporting to them directly or indirectly understand the importance of complying with the internal control objectives of the organization.

Required Qualifications

  • A Bachelor’s degree or equivalent experience.
  • A minimum of three (3) years of project management experience within a professional association, or within a customer service-oriented organization/hospitality setting.
  • Highly developed negotiation skills and experience with hotel services and contracts, registration systems, audio/visual equipment, and conference decorator services, meeting logistics and food and beverage planning.
  • Strong team oriented and project management work style.
  • Highly developed oral and written communication skills and outstanding interpersonal skills
  • Demonstrable experience with personal computers is essential, especially word processing, spreadsheet, charting, and data base management software.
  • Experience in the development of formal project plans and budgets as well as the use of appropriate planning and budgeting techniques is considered essential.
  • Knowledge of healthcare issues helpful.

 

Equal Opportunity Employer of Minorities, Females, Protected Veterans, and Individual with Disabilities.