REPORTS TO: Strategic Partnerships & Business Development VP
FLSA CLASSIFICATION: Full-time; Exempt
LOCATION: HQ/Hybrid or Remote
BASE SALARY: $68,546 - $102,819, depending on experience
The Irrigation Association is seeking a senior meeting and events manager to work remotely, hybrid or in our Fairfax, Virginia office. The Irrigation Association has built a culture fueled by integrity, expertise, strong work ethic and a high level of commitment to the industry we serve. This has allowed us to become the recognized leader for the agriculture and landscape irrigation industry, promoting efficient irrigation technologies, products and services. We strive to create a work environment that is friendly, creative and supports a life-work balance.
The Senior Meeting & Events Manager is a highly motivated and organized meeting and event planner responsible for planning, implementing, and logistical oversight of all IA in-person, virtual and hybrid events, including meetings, special events and the annual Irrigation Show and Education Week. This position works closely with the IA staff team to produce events from conception to completion, ensuring that show, meetings and events align with both stakeholder vision and organizational objectives.
Irrigation Show and Education Week (50%)
Manages and leads the execution of the annual Irrigation Show and Education Week, annual conference, including all logistics for the duration of a trade show and conference with 4,000 attendees, serving as point of contact for all in-conjunction-with events (answer questions, assign space, hand off to appropriate vendors), including on-site set-up and break-down, enforces facility and IA rules and regulations, and resolves unexpected on-site issues as needed.
Creates and maintains show preparation calendar outlining and tracking required activities, deadlines and information to ensure a successful week.
Assists with housing website build and testing; manage staff, vendor, and guest/speaker/award winner housing; serve as resource for elevated housing questions, serve as on-site point of contact.
Assists with registration website build and testing; manage staff, vendor, and award winner registration; serve as resource for elevated cancellation and refund requests; serve as on-site point of contact.
Provides pre- and on-site management of all areas of planning, including overall project management, site inspections and selection, technology requirements, temporary staffing services, destination management companies, registration process, vendors and venues, housing, catering, audio-visual, decor, entertainment, equipment rental, and transportation at assigned facilities including convention center and headquarter hotel(s).
Coordinates logistical requirements with convention services and meeting facility staff.
Monitors performance of onsite service providers and conference-related vendors and ensures that agreements and contracts are fully executed.
Provides speaker/presenter coordination, with VIP attendees and presenters before, during and after the event, managing travel arrangements and reimbursements.
Coordinates speaker logistics with professional development team for education component
Participates in the selection of contractors through an RFP process; conducts initial review of contracts and makes recommendations for approval.
Coordinates show registration with communications, administration and registration vendor including due dates for initial information (categories, rates, demographic questions, etc.), site build, testing, review and?site launch.
Works with the general services contractor for layout of registration, staff office and meeting rooms onsite.
Develops and proofs show?signage in collaboration with the business development and communications teams.
Researches and makes?recommendations on emerging vendors and technology that may?benefit the IA’s show.
Maintain educational sessions and events in conference management technology.
Other Meetings & Events
Supports the coordination of external conferences and events, webinars, onsite, virtual and hybrid, including planning, registration, logistics, housing, food and beverage, shipping, onsite activities, post-meeting management and payment reconciliation.
Researches and secures venues for various types of events, managing the RFP and selection process.
Develops relationships with CVB, hotel sales representatives and other vendors.
Responds to general meetings-related inquiries.
Facilitates logistics for all IA meetings (Board, retreats, etc.), including staff travel, VIP social events and member engagement as required
Exhibits and Industry Representation
Serves as internal coordinator for managing the IA’s participation at industry and/or allied organization’s shows and meetings
Operations & Management
Negotiates, secures and manages event and show contracts and contractors.
Develops, forecasts and manages meeting revenue areas and expense budgets, including Show budget, to meet the IA’s member objectives and goals.
Ensures pre-deposits are submitted for payment and tracking of these against the final invoices.
Helps control risks associated with attrition, cancellation and aggregate spend by supplying report updates as needed.
Ensures compliance with insurance, legal, health and safety obligations.
Provides timely and accurate show and meeting status reports, weekly pick up reports, registration reports, and develops post show and event reports.
Collaborates with marketing and content leaders on strategy, marketing plan, show website and promotion for all IA events.
Recommends improvements and innovations to event capabilities and processes to enhance attendee experience and improve efficiency.
Collaborates with cross-functional teams to create a cohesive event experience and ensure deadlines are met.
Other duties as assigned that drive the vision, fulfill the mission, and abide by the values of the IA.
Bachelor’s degree and a minimum of five years of experience in meeting planning and management in associations or related industry. A combination of experience and education may be accepted in lieu of a bachelor’s degree.
CMP and/or DES certification preferred
Knowledge of agriculture or green industry a plus.
Computer and database application skills, such as Microsoft Office, iMIS and/or other related platforms
Strong project management skills
Excellent communication skills (verbal and written) necessary to effectively interact with all levels of organization.
Strong ability to think outside the box by providing innovative and strategic approaches for face-to-face, virtual and hybrid meetings.
Highly organized, self-motivated and able to prioritize workload and meet deadlines.
Strong interpersonal and customer-service skills to work with IA leadership and committee members, other volunteers, elected and appointed government officials, other association staff, the general public and IA staff.
Financial management skills, including the ability to develop and maintain a budget.
Ability to manage multiple priorities and work independently.
Ability to work as part of a team.
This position is located in a remote/hybrid office setting. It requires prolonged periods of remaining stationary. Candidates need to occasionally move about inside the office to access file cabinets, office machinery, etc., and may need to move boxes weighing up to 30 lbs. They will constantly operate a computer and other office productivity equipment such as a copy machine and computer printer. During planning and onsite at meetings and the Irrigation Show, this person will be required to move about in a conference or convention center and/or hotel space for prolonged periods of time. This is a fast-paced position with significant people interaction.
Travel to the Irrigation Show (one week per year, November or December)
Travel to HQ office or other locations for in-person staff engagement opportunities (one or twice per year)
Ability to work flexible hours including long shifts, early mornings, evenings, and as necessary with the ability to meet multiple tight deadlines
Additional travel, as needed, for site visits for future events
The Irrigation Association is the leading membership organization for irrigation companies and professionals. Together with our members, we are committed to promoting efficient irrigation and to long-term sustainability of water resources for future generations.