The meetings manager is responsible for logistical management, planning, and execution of all aspects of the Annual Conference and district meetings. Annual Conference has approximately 1600 attendees and 200 exhibit booths. Two district meetings a year ranging from 100-250 attendees and 20-30 table tops.
Prepares specifications and sources venues in keeping with AAID policies. Conduct site inspections. Assesses the proposals and offers recommendations on the venue most appropriate for the meeting.
Creates detailed RFP’s for outsourced services. Revise proposals and offer recommendations on vendors.
Manage and negotiate contracts with hotel and vendors (AV, decorators, live surgery broadcasts, temp staff, translation services etc.).
Coordinates detailed logistics for all association meetings. Prepares meeting specs for distribution.
Manage the hotel room block.
Develop and manage the meetings budget.
Manage relationships with destination management companies and convention bureaus.
Coordinate speaker, session/workshop set-up and AV requirements with education director.
Manages food & beverage selection and guarantees within budget.
Manages and supports all onsite detail including set ups, F&B, AV, vendors, special events, etc.
Work with decorator to develop exhibit floor plans and signage.
Actively collaborate with Annual Conference Education Committee and education department to ensure education goals are met and conference processes are integrated into education planning.
Identify process inefficiencies (hotel block, logistics, vendors, etc.) and recommend and implement solutions.
Monitor meeting expenses, review event bills and reconcile.
Provide onsite coordination for all meetings.
Manage freight and storage logistics for staff and exhibit/sponsors.
Support content management system (CadmiumCD) in conjunction with Director of Corporate Relations.
Provide content for AAID emails, webpages and newsletters.
Assist Director of Corporate Relations with exhibits.
Review all promotional material for meetings both electronic and print.
Experience and Skills
Bachelor’s degree required, preferably in hospitality, event management, business.
CMP designation required.
Five years’ experience in meeting planning, preferably with an association.
High attention to detail, organization and accuracy.
Experience working with volunteers.
Excellent negotiation skills.
Creativity and problem solving.
Excellent time management, verbal and written communication skills.
Ability to work independently and as part of a team.
Effective budget management.
Demonstrated ability to organize and manage multiple projects/priorities
Strong interpersonal skills and diplomacy with staff, volunteers and members.
Sound judgment to prioritize different levels of demands.
Required to travel at least three times a year.
Proficiency with Microsoft Office Suite.
All other duties assigned.
Please provide salary requirements to be considered for the position.
About American Academy of Implant Dentistry
Founded in 1951, the Academy is the first professional organization in the world dedicated to implant dentistry. Its membership includes general dentists, oral and maxillofacial surgeons, periodontists, prosthodontists and others interested in the field of implant dentistry. As a membership organization, we currently represent over 5,500 dentists worldwide.
The Academy’s mission is simple: To advance the science and practice of implant dentistry through education, research support and to serve as the credentialing standard for implant dentistry for the benefit of mankind.
Through our educational offerings and credentialing program, we provide valuable expertise in the field of oral implantology—expertise that ultimately benefits the patients dentists serve.