Under the general supervision of the VP of Experiences, this position develops, directs, and executes duties to support the ATSSA meetings and convention initiatives including the annual Convention and Expo, How-To conferences, Midyear Meeting, Fly-In and other meetings as required; sets the strategic goals; assumes responsibility for projects and special assignments; effectively manages department staff and vendors to ensure proper use of resources and successful execution of projects; negotiates and manages contracts; prepares and executes department budget; serves as a member of the Leadership Team and serves as a culture leader within the association.
Develops strategic and operations plans for department; executes activities related to the plan and manages plan to ensure successful completion.
Develops and executes a successful annual Convention and Expo including;
Develops and manages convention and related sales budgets (exhibit, sponsorship, ads) including providing timely and relevant forecast changes; is responsible for accurate budget execution;
Conducts site inspection and leads site selection;
Prepares and negotiates contracts with exhibit halls and local convention bureaus for future meeting needs and housing requirements; serves as liaison with headquarters hotel and convention center regarding dates, room commitments, meal functions, meeting rooms, VIP arrangements, and exhibit hall functions, works with outside vendors to secure ancillary services and serves as primary association contact with all providers;
Directs and manages onsite vendors;
Oversees and confirms shipping of materials to show site;
Develops and executes the planning of the opening general session program and works with training director to plan convention workshop program;
Develops schedule of events, convention calendar, sign lists, and onsite staff assignments, confirms staff housing and travel, handles VIP arrangement in the areas of housing, registration, arrival schedules, amenities, and special requirements.
Conducts effective pre-convention and on-site meetings with convention staff as necessary.
Approves copy and design of convention publicity materials and programs, including the convention and exhibit guide.
Conducts effective post-convention meetings with staff to determine relevant feedback and enact change; produces accurate final financial numbers as requested.
Manages sales vendor to success to ensure expo-related sales (exhibitor, ads, sponsorship) revenue targets are met; works with vendor to ensure packages and promos are relevant and valuable to stakeholders; ensures vendor properly manages exhibit hall activities on-site; ensures stakeholders experience good customer service from vendor partners; ensures special exhibit hall requests are reviewed and communicated.
In collaboration with other department staff oversees the meeting planning and execution of the ATSSA Midyear Meeting; Fly-In, biennial Leadership Program, Safer Roads program, and chapter meetings as assigned; ensures logistical planning and execution meets program.
Reviews and approves contracts for meetings, meetings vendors and chapter meetings; suggests edits to contract language to ensure sound language and advantageous terms for the Association.
Oversees planning and execution of international shows as requested for ATSSA staff attending including logistics, embassy communications and requirements, marketing and exhibitor prospectus and follow-up.
Collaborates with Marcom department to ensure successful marketing and communications of meetings related activities.
Represents ATSSA outwardly at industry events and staffs ATSSA events as assigned.
Supervises department staff; ensures open communication and execution of projects and programs; manages department vendors and external partners to successful outcomes; conducts analysis to determine best use of human resources to complete tasks and projects.
Develops and executes departmental budget(s); presents to the Budget Committee; supervises adherence to approved allocated funds; manages departmental budget to achieve targeted revenue and bottom line; develops and implements appropriate methodologies to provide prompt and accurate forecasts regarding departmental budget.
Conducts and presents post-event analysis and recommendations for future events based on analysis and industry trends.
Serves as a member of the Leadership Team and acts as a culture leader within the association.
Other duties as assigned that drive the vision, fulfill the mission, and abide by the values of the Association.
Qualifications and Education Requirements
Education & Experience – A bachelor’s degree and at minimum eight years of association meetings and convention experience, three years at the director or similar level, however substantial industry experience may be considered; proven experience growing meetings and expos within a trade association; proven experience managing and negotiating contracts, vendor relationships and partnerships successfully; experience managing and engaging a team to meet deadlines and cultivate a positive culture; experience successfully managing a budget and meeting revenue targets and expenses; experience planning large and small scale meetings; experience with overseeing expo, sponsorship and ad sales; experience working in a membership-data driven database.
Knowledge, Skills and Abilities - Well organized; detail-oriented; successful project management skills; able work across organizations to cultivate involvement and engagement; able to adapt to changing priorities under pressure; computer literate with a strong focus on MS Office and Office 365; proven contract, vendor and relationship negotiation skills; effective supervisory and performance management skills; effective coaching and leadership skills; effective oral, written, and interpersonal skills; the ability to analyze data to impact change; effective presentation and networking skills.
Travel – Regular travel to ATSSA and industry meetings and events and site visits.
Organizational Relationships - Reports to VP, Experiences; manages Meetings Coordinator
About American Traffic Safety Services Association
The American Traffic Safety Services Association, an international trade association, is located in Fredericksburg, Va. Since 1969, ATSSA has represented companies and individuals in the traffic control and roadway safety industry. Over 1,600 ATSSA members provide the majority of features, services and devices used to make our nation's roadways safer. These include pavement markings, road signs, work zone traffic control devices, guardrail, and other roadside safety features.