Conferences and Events Coordinator

National Association of State Procurement Officials (NASPO) – Full-time

About the role

The Conferences and Events Coordinator supports the Conferences and Events Director in planning and executing a variety of large and small-scale strategic events that advance NASPO’s mission. These events include the Annual Conference, NASPO Exchange, Regional Conferences, REACH Conference, Executive Leadership Program, State Procurement Law Institute, State Training Coordinators Conference, Academic Forum, Incoming Leaders Meeting, Sourcing Team Meetings, and International Summit.

Responsibilities

• Support Conference Planning Committees and Subcommittees by compiling and distributing meeting schedules, agendas, and supporting documents; taking minutes; summarizing discussions, outcomes, and action items; scheduling conference calls, webinars, and meeting space; and arranging telecommunications and logistics.
• Draft event RFPs using historical data and current needs assessments; broadcast to prospective facilities; track incoming proposals; and prepare facility comparison grids.
• Coordinate all conference and event logistics, including venues, caterers, speakers and talent, exhibitors/vendors, security, technical equipment, off-site activities, furniture and decorations, marketing and outreach content, and program materials.
• Assist with keynote and session speaker recruitment; compile speaker biographies, sample videos, references, and program content and materials.
• Coordinate exhibitor/vendor reservations, materials, and set-up; draft exhibit space layouts.
• Manage the registration process, monitor registrations, and provide summary reports on registrants, including travel and lodging details.
• Research and recommend national anthem performers, honor/color guards, and NASPO Cares charity organizations based on direction from planners and directors.
• Secure price quotes for conference SWAG, prepare packaging and labeling, and organize onsite materials for shipping.
• Collaborate with the Contract and Financial Services team to contract vendors and suppliers, such as hotels, transportation, speakers, talent, audio-visual and event production, exhibit decorators, and event insurance.
• Monitor hotel and venue contracts, including food and beverage minimums, room block commitments, cut-off dates, and overflow properties.
• Review hotel and airline discrepancy reports and resolve issues.
• Provide project status reports and participate in team meetings, planning committee meetings, and all-staff meetings.
• Assist with event set-up, including contractor move-in, pre-conference rehearsals, and dry-runs; serve as a resource for on-site logistics throughout the event.
• Take inventory of conference materials, order supplies, research and order promotional items, and organize shipping of onsite materials.
• Prepare final reports for each conference or event, summarizing highlights, evaluation feedback, recommendations for improvement, and reconciliation of revenue and expenses.
• Handle special projects and other duties as assigned.

Requirements

• Bachelor’s degree preferred in Business Administration, Marketing, Communications, or a related field. Education may be substituted with certifications and/or years of experience in the meeting planning industry.
• Minimum two years of direct, paid, full-time experience coordinating conferences and events.
• Minimum two years of direct conference and event planning experience in a governmental, non-profit, or educational setting.
• Must either already possess or obtain the following CVENT certifications within the first 6 months of employment: Event Management, Attendee Hub, and Venue Sourcing.

Pay

$60,000 - $72,000