Position Title: Manager, Conferences & Events, Corporate Partnerships

Department: Membership & Events

Reports to: Director of Membership and Events

Position Summary

The Manager, Conferences & Events, Corporate Partnerships is responsible for the management of CAMRT conferences and events and controls all aspects of the administrative and logistics related to the operation of such. The Manager, Conferences & Events, Corporate Partnerships also assists other areas of the organization with event planning as required, including but not limited to site selection and negotiation of hotel contracts for committee and board meetings, and participation and other CAMRT hosted or branded events. Finally, the Manager, Conferences & Events, Corporate Partnerships leads a centralized partnership program by managing and maintaining relationships with external vendors and partners of the association.

Duties and Responsibilities

1. Manages all planning, promotion and implementation aspects of CAMRT Conferences and Events. Key responsibilities include:
   • Designs and manages the events model for CAMRT conferences and events. Both for the annual national conference and 2-3 regional events per year
   • Develops and manages critical paths
   • Acts as the primary liaison with program advisory committees to ensure appropriate planning, organization and support to meet the needs of the CAMRT membership
     • Advises the program committee on educational strategies and content
   • Designs and shapes programs for events including education, social events and other activities
   • Identifies potential conference sites
   • Disseminates “Requests for proposal” to potential sites and service providers, executes site inspections, manages the negotiation of contracts and manages other conference-related services (audiovisual, etc);
   • Coordinates all program planning, including the production of related materials, quality control and the tracking and management of the proposal & abstract recruitment, submission processes, evaluation criteria and scoring;
   • Coordinates the validation of education content for credit with the Manager of CPD
   • Manages the production and dissemination of the preliminary and final programs and other promotional material
   • Acts as the primary liaison for speakers and volunteers and coordinates appropriate honorarium and travel expense reimbursement as well as any other logistical requirements for the education program. Also serves as primary liaison on-site for speakers and volunteers
   • Acts as the primary liaison with hotels and suppliers and coordinates adequate meeting space, guest rooms, rooming lists, audiovisual, and entertainers within the budget allocated for these activities
   • Manages conference and event promotion initiatives, and designs and writes content development for the web site, newsletter and other communication tools
   • Designs signage, floorplans, slide decks
   • Liaises with communications coordinator on stakeholder and/or media relations initiatives relative to all events
   • Develops and implements evaluation of education and exhibit programs and develops a post-conference report with recommendations
   • Prepares reports for the Board of Directors regarding conferences and events
   • Prepares and manages, with input from the Director of Membership & Events, all conference and event budgets
   • Sets up and administers online registration processes, mobile event apps, virtual event platforms and other event related technology as needed
   • Manages Annual General Meeting Logistics and promotion

2. Manages the Corporate Partnership Program. Key responsibilities include:

• Reviews and updates vendor lists
• Develops a sponsorship prospectus/brochure
• In collaboration with the Director of Membership and Events, builds and manages productive relationships with both corporate sponsors and conference exhibitors
• Initiates prospecting and solicitation activities and handles required follow-up
• Acts as primary liaison on-site for commercial and educational organizations participating/sponsoring/exhibiting at conferences and events
• Ensures contracted visibility and benefits are delivered to the satisfaction of all partners
• Conducts follow-up and evaluation with all parties to ensure satisfaction and value for money

3. Assists with site selection and contract negotiation for CAMRT Board and Committee meetings and other events as required.

4. Performs other related duties as requested by the Director, Membership and Events.

Position Requirements

Involvement in the management of logistics for national conferences and events demands a high level of attention to detail and time management skills. The individual should demonstrate initiative, flexibility, clear reasoning and the ability to prioritize and organize many assignments at once, with minimal supervision. Because of the high level of interaction with planning committee members, speakers, sponsors, exhibitors, suppliers and other CAMRT staff, the individual must have excellent interpersonal skills.

The individual also must have a solid understanding of concepts and principles relative to the promotion of association conferences and events and have demonstrated some skills in creative promotion concept development.

This position also requires an individual with advanced computer skills, including proficiency in management of online abstract submission and content management systems, word processing programs, spreadsheets, online registration systems, databases and web-based applications. Familiarity with Word Press is an asset.

The position requires very strong written and oral communications skills in English – these communications skills in French are also highly desirable.

The individual should be able to contribute to the continuous improvement of internal systems and procedures for conferences and events. This individual should also demonstrate a willingness to pursue training and develop new skills as required to meet the changing workplace environment.

Minimum Qualifications

The position requires an individual with a minimum of five years of relevant experience in conference/events planning and promotion activities is required. The ideal candidate will have achieved a baccalaureate level of education or an equivalent combination of education and relevant experience in conference / events management and promotion.

Special Conditions

The work within the scope of this position can be carried out during the established workweek (Monday to Friday) and requires little overtime or weekend work. However, some overtime may be required during the one-month period leading up to a major event or conference and during the event itself. Some travel may be required 3 or 4 times per year to participate in site selection or the planning or execution of events.

Contacts

The position requires daily contacts with co-workers, CAMRT members, committee members and volunteers, provincial member associations, speakers, potential sponsors and exhibitors, various relevant stakeholders and external suppliers.