Position Description: The Conference and Meetings Director provides senior-level leadership and operational oversight of the organization’s premier event the annual member’s conference, APAP|NYC each January. The responsibility involves all aspects of planning, management and operation of the conference. The Director will oversee the implementation of the conference activities and will participate in setting the long-term objectives of the conference. The Director holds primary responsibility to ensure a well-attended, well-planned and smoothly executed conference. In addition, the Conference and Meetings Director provides leadership for all conference logistics, the conference committee, volunteers, attending members and directly manages the conference department/staff year-round. The Director will also manage and coordinate additional convenings with other APAP departments; including three annual board meetings.
Works directly the President and CEO to manage all aspects of the conference, conference committee and logistics with board convenings;
Develop, execute and evaluate the annual conference plan with the goal of creating a smooth-running, effective, high quality event, increasing revenue, maintaining customer service, serving both field and organizational conference needs;
Actualizes recommendations from the Association’s strategic review and conference evaluations, meets with staff post conference to summarize the event;
Participate in hotel contract negotiations and oversee contractual obligations for conference hotels;
Provides leadership in the conference team meetings and lead association’s staff to insure an effective conference task execution as well as member, sponsor and hotel services delivery;
Negotiate and manage all third-party contracts including, but not limited to the following:
Conference Décor (currently GES)
AV Production (currently PSAV)
Conference Computer, Printer, and Equipment Rental (work with APAP IT Specialist)
Registration and EXPO Hall booth purchase (currently EventProducers)
Shipping (currently AdComm)
Conference Mobile App (currently TripBuilder)
Sign Language Interpreters
Supervision of on-site event staff
Signage (currently GES and FastSigns)
Nassau Suite Management
Other conference service providers
Additional vendors as needed
Oversee exhibitor registration, booth application process and delegate registration process set up, testing, execution, and troubleshooting;
Oversee exhibit hall development and décor;
Oversee office move to NYC;
Plan and oversee all conference catering;
Manage speaker confirmation/agreement and logistics process; including, but not limited to:
Develop contract with travel details, honorarium, hotel and per diem needs, releases, and all other contractual details in coordination with the Programs and Resource team
Manage conference team to facilitate travel and hotel arrangements for speakers
Work with Conference Associates to communicate with speakers regarding arrangements, offers, and needs including finalizing speaker logistics, arranging for speaker bios and photos to populate the website and app, providing information for onsite arrangements and processing check requests to insure appropriate payment for all fees and services
Produce the conference plenary sessions, special events and awards luncheon;
Manage all on-site operations including:
All major events
Showcase rental interface with conference
Supervise on-site conference logistics team and coordinate interactions and communication between with APAP staff, volunteers, AV contractors, event services, hotel staff and other contractors;
Oversee conference staff and volunteer scheduling, prepares a master schedule reflecting assignments.
Responsible for training; including contracting with conference-specific staffing.
Oversee orders for conference supplies, including ribbons, nametags, bags, volunteer t-shirts, and other conference-specific materials.
Oversee Sponsorship procurement team, and work with ensure Sponsorship fulfillment with external vendor
Partner with Marketing and Communications team on developing and producing conference image, marketing and communication materials.
Prepares board reports, analysis, presentations and trends on the annual conference attendance, revenue, expenses, etc.
Responsible for developing and managing the conference budget:
Conduct conference revenue analysis to provide recommendations for pricing of all products and services annually
Approve and assign all conference related expenses to the appropriate budget code
Monitor/Track conference income and expenses, communicate budgetary issues, and develop and present options to keep within budget
Work with Programs and Resources team on shared costs
Other APAP convenings
Manage and support, in coordination with other APAP departments, additional convenings throughout the year, including three annual board meetings and programs department convenings.
Requirements/Skills, Knowledge and Abilities:
7-10 years’ experience managing a major conference in NYC or major metropolitan market
Experience in working within hotel contracts and union personnel guidelines.
Experience with a non-profit and/or member organization
Supervisory and team motivation
Demonstrated leadership and planning skills
Demonstrated ability to meet deadlines and budget
The ability to be highly organized and remain calm under pressure
Excellent technological skills including proficiency in database management, APAP conference software, MS Word and Excel
Strong communication skills (oral, written and electronic)
Outstanding customer service skills
Certified Meeting Planner (classification preferred, but not required)
APAP, the Association of Performing Arts Professionals (formerly the Association of Performing Arts Presenters) is the national service, advocacy and membership organization for presenters of the performing arts. APAP is dedicated to developing and supporting a robust performing arts industry and the professionals who work within it. In addition to the annual APAP|NYC conference - the world's leading convening for the performing arts industry - APAP is the industry's leading community for networking and knowledge.