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Manager, Conferences & Logistics

General Summary

Do you love creating exceptional event experiences? FIA, the leading global trade organization for the futures, options and centrally cleared derivatives markets, is currently searching for a Manager, Conferences & Logistics, located in our Washington, DC office. This team member will use his or her talents to help execute our portfolio of events around the globe that serve as touchpoints for our members and the industry throughout the year. Reporting to the Vice President Conferences & Tradeshows, the Conferences Manager is responsible for specific aspects and functions of annual operating plans to implement FIA’s conferences, forums, and events. The Manager supports meetings operations with the goal of producing high quality events.

Responsibilities

Conferences, Forums, Events

  • Manage logistics and exhibit/sponsorship fulfillment aspects of major annual meetings and forums, including:
    • FIA-SIFMA AMG Forum – Laguna Beach (January)
    • FIA International Futures Industry Conference – Boca Raton (March)
    • FIA Law & Compliance Conference – Washington, D.C. (May)
    • FIA Annual International Derivatives Expo – London (June)
    • FIA Expo – Chicago (October)
    • FIA Annual Asia Derivatives Conference – Singapore (November)
    • Regional Forums
    • Division Events
    • Special Events
  • Develops & maintains event project plans via web-based tool, establishes and tracks details associated with the event to ensure all deadlines are executed.
  • Support RFP and venue / supplier selection for conferences and events.
  • Support budgeting and financial tracking for events. Estimates expenses, tracks to budget, reports overspend / underspend, ensures invoices are accurate and paid in a timely fashion according to accounting process.
  • Identify and assess conference/event needs. Draft meeting specifications and communicate conference requirements to venue and suppliers.
  • Arrange for audio visual equipment, food and beverage/catering requirements, event décor, temporary staffing, conference housing, conference transportation, and other logistics as directed.
  • Support day-of execution including coordination with team/vendors, last minute logistical needs, accurate set-up/execution of event and coordinate course correcting instructions when needed. Travel for onsite conference support as needed (plus ability to travel internationally if required).
  • Support post conference and event reconciliation and closeout, tracking of statistical data, and final reports.
  • Manage process to secure branded meeting collateral, conference giveaways, and corporate gifts in collaboration with marketing team. Source, price, confirm, deliver.
  • Primary contact for conference delegates who have questions regarding general event information, housing, travel, payment, virtual event access, etc.
  • Coordinates shipping and inventory of event materials.
  • Maintain hotel rooming lists.
  • Maintain conference files & samples.

Exhibitor and Sponsorship Management / Fulfillment:

  • Creates and manages the distribution of logistical information to exhibitors after sale confirmation.
  • Responsible for exhibitor and sponsor fulfillment (orders, processing contracts, maintaining contact lists, marketing and communications).
  • Work with show contractor, staff and selected vendors on Exhibitor Service Kit and forms.
  • Manage exhibition floor and maintaining access for onsite labor, exhibitor personnel, and independent contractors.
  • Responsible to make sure all rules and safety procedures are enforced during move-in, exhibition times and move out.
  • Work with venues and contractors to maintain up to date rules and regulations.
  • Maintain list of deliverables for all sponsorships.
  • Assist with the gathering and recognition of exhibitor and sponsor logos and artwork for use in conference materials.
  • Source, organize, and submit exhibitor and sponsor profiles and information for inclusion in print or digital conference materials.
  • Work with Member Services to ensure exhibitors and sponsors receive and understand their registration packages / procedures / promo codes.

Qualifications

  • 5 years’ experience in meeting planning; pre-event strategies, planning, and event execution; sourcing, logistics, and operations.
  • Association meeting planning experience and bachelor’s degree preferred.
  • Comprehensive knowledge of meeting industry standards and best practices.
  • Knowledge of Microsoft Office Products, association databases, project management tools.
  • Ability to travel frequently and work a flexible schedule based on event schedules.
  • Acute attention to detail and excellent follow-through capabilities.
  • Excellent verbal and written communication skills including accuracy in data entry, correspondence and proofreading skills.
  • Exceptional customer service skills and able to maintain a friendly and positive attitude, particularly when interacting with conference attendees and organization’s members, to best represent FIA.
  • Able to multi-task and coordinate multiple projects at a time.
  • Must be a doer, able to work well under pressure in a fast-paced environment with demanding deadline schedules.

Interested candidates should send a resume to jobs@fia.org

  • FIA