JOB DESCRIPTION Medicine Hat & District Chamber of Commerce (herein referred to as the Chamber )

Transcription

1 JOB DESCRIPTION Medicine Hat & District Chamber of Commerce (herein referred to as the Chamber ) Position Title: Events Manager Position Function: The Events Manager is responsible for the overall production of trade shows, exhibitions and events for the Chamber. The Events Manager coordinates, plans, organizes and implements all activities for Chamber trade shows and monitors the planning, coordination and implementation of all Chamber events. Working Relationships: The Events Manager reports directly to the Executive Director and is responsible for all trade show and event functions, providing the oversight and management of any related trade show and event work of the Sales Coordinator and Events Coordinator. The Events Manager is responsible for the budgeting, hiring and coordination of all trade show staff required for each trade show event, while working with other Chamber staff to coordinate assistance for trade shows and events. Primary Duties and Responsibilities: The Events Manager performs the following: Trade Show Management & Planning Develop and introduce new activities and attractions to increase consumer attendance and additional demographics for the Consumer Shows. Implement ways to increase traffic and gate revenue for the Consumer Shows on a year over year basis. Attract new businesses as exhibitors to the Consumer Shows. Review expenses and reduce unnecessary expenses for the Consumer Shows, which will not negatively affect the quality and delivery of the consumer shows. Review revenue opportunities and provide recommendations for improvements to the Consumers Shows. Provide the Executive Director with a monthly report and attend regular meetings to plan and consult with the Chamber on the status, planning and coordination of the events. Prepare, complete and disseminate information and reports to the Executive Director in a timely fashion for provision to the board, media and any other outlet through the Executive Director. Develop, plan and implement trade show events which incorporate the goals and objectives that work towards the strategic direction of the Chamber Maintain and revise trade show policies as required Identify show theme, message and goals Select venue for trade shows Negotiate contracts for venue, subcontractors and support services for all trade shows Obtain necessary permits, insurance and licenses Design set up, layout and traffic pattern of trade show exhibit and entertainment space Develop a sponsorship program including sponsorship opportunities, levels, criteria and recognition Solicit and secure sponsorship necessary for events Coordinate speakers and/or entertainment for trade shows and make arrangements for any necessary meals and accommodations for guests Identify and prioritize targeted exhibitor prospects Prepare exhibitor packages for the show Market, promote and sell exhibition space to businesses and organizations

2 Organize contracts and registrations of exhibitors Prepare marketing and promotional material for events and publicize events in accordance with the approved budget Communicate with exhibitors to accommodate needs Meet with trade and professional associations and other groups to promote and discuss trade show events Attend similar shows, exhibitions and conventions to attract and solicit potential exhibitors Accommodate exhibitors by providing local information about accommodation, transportation and other local information as required Arrange for catering, signage, displays, special needs requirements, audio-visual equipment, printing and security Coordinate and prepare programs for trade show events Plan entertainment and social gatherings for participants Monitor event activities to ensure compliance with applicable show rules, regulations and local by-law requirements Assess situations to ensure satisfaction of participants and work to resolve any problems that arise Coordinate promotional items and door prize give-away to assist in attendee promotion Ensure excellent personal relations by daily personal interaction with exhibitors Compilation and dissemination of general exhibitor information, when required, to ensure communication with exhibitors during the show Conduct post show evaluations and analysis to determine possible future improvements Develop and maintain relationships with exhibitors, sponsors, contractors, volunteers and staff Maintain records of event aspects Establish good working relationships and collaborative arrangements with members, sponsors, community groups, clients and other organizations to help achieve the goals of the trade shows Event Management & Planning Determine financial and administrative feasibility of events Monitor the planning, coordination and implementation of all Chamber events Present proposals for any major event undertakings with revenue, expense and projected net income for the proposed event when necessary Coordinates events with activities of other staff to ensure optimum efficiency and compliance Keep records and produce reports showing the results of events i.e. attendance, revenue, expenses, and feasibility Ensure compliance with required municipal by-laws, if and when necessary Maintain and revise event policies as required Coordinate and supervise staff and/or volunteers for events Maintain all event calendars and update as necessary Communicate the calendar of event activities to the Executive Director and to all staff departments Assist in the planning, coordination and implementation of all Chamber events Meet with sponsors and organizing committees to plan scope and format of events, to establish and monitor budgets and to review administrative procedures and progress of events Participate in all events and activities as appropriate Assist events coordinator and communications coordinator in determining advertising and marketing plans, schedules and timelines for events Human resources management Determine staffing requirements for the management and delivery of the trade shows Hire, train, coordinate, schedule and supervise all support staff required for trade shows Monitor, oversee and assist with performance and evaluations of Sales Coordinator and Events Coordinator Schedule and coordinate Chamber staff requirements for trade show and events Recruit and select staff and sub-contractors that have the right technical and personal abilities required Establish a positive, healthy and safe work environment in accordance with all appropriate legislation and regulations Ensure that all staff receives appropriate training for the trade shows and events Ensure staffing practices are in accordance with the Employment Standards Code and the Chamber Human Resources Policy Manual

3 Assist with securing any necessary funding for temporary or seasonal staffing related to event or special project assistance Prepare job posting information and coordinate advertising for any temporary or seasonal staffing related to event or special project assistance Evaluate resumes for and assist with job interviews for the selection process for any position specific to trade shows Financial Planning Work with the Executive Director to prepare budgets in relation to all trade show revenue and expenses Assist the Events Coordinator in preparing budgets in relation to all other event related revenue and expenses Be responsible to the approved budget and authorize purchase orders and reimbursements related to the Trade Show budgets Maintain budgetary control for projects Research and review booth rates and admission prices biennially Provide the Executive Director with proposed booth rate and admission changes Communicate with the Executive Director in determining financial feasibility of new marketing material, promotions and event activities Present any additional revenue related options or potential added expenses for consideration and assessment by the Executive Director Office Communication and Workflow Maintain regular contact with all staff to provide updates that relate to trade show management Participate in inter-office meetings Maintain a calendar of meetings and holidays and notify the Executive Director Remain current with Chamber policies and procedures Update the Executive Director of progress as well as recommend any improvements, changes, concerns or issues related to events or other general issues within the organization Set workflow priorities in accordance with the overall responsibilities of the position Respond promptly to inquiries from exhibitors, members, stakeholders, sponsors, community partners, executive officers, Board of Directors, executive director and the general public and other industry bodies by phone, or written correspondence and follow up within an appropriate timeframe Perform other duties as required and directed Risk management Assess potential threats to the Chamber s image Provide regular, reliable and comparable reports on trade show progress Ensure that all trade shows carry appropriate and adequate insurance coverage Overall Objectives and Goals It is imperative that the Events Manager coordinate and implement effective and profitable trade show events that focus on the overall mission of the Chamber with an aim for exhibitor satisfaction and retention. The Events Manager must strive to meet the budget on a year-to-year basis with the goal of exceeding the budget when able. Qualifications Education A university degree or college diploma in business, tourism or hospitality administration or Equivalent experience in hospitality or tourism administration or in public relations or Certification relating to special events, meetings or conference management

4 Professional designation Not required Knowledge, skills and abilities Knowledge of general office practices, administration and marketing Ability to establish and maintain good working relationships with other staff, board, members, committees, volunteers and community partners Skilled in customer service, event planning and communication practices Knowledge of supervisory principles and Employment Standards Code Skilled in public relations and handling complaints Ability to operate office equipment i.e. printers, copiers, scanners, fax, postage machine, cash registers and POS terminals Good organizational, written and verbal skills Ability to multi-task and meet deadlines Understanding of the functions and purpose of Chambers of Commerce Proficiency in the use of computers for: Microsoft Office Applications: Word, Excel, Outlook, PowerPoint Database Management (ChamberMaster/MicroNet) Internet Applications Design & Marketing (Corel or Adobe) Social Media (Twitter, YouTube, Vimeo, Constant Contact, Facebook) Website Design Personal characteristics The Events Manager should demonstrate competence in some or all of the following: Adaptability: Demonstrate a willingness to be flexible, versatile and/or tolerant in a changing work environment while maintaining effectiveness and efficiency. Behave Ethically: Understand ethical behaviour and business practices and ensure behaviour is consistent with these standards and aligns with the values of the Chamber. Build Relationships: Establish and maintain positive working relationships with others, both internally and externally, to achieve the goals of the Chamber. Communicate Effectively: Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques. Creativity/Innovation: Develop new and unique ways to improve trade show events and to create new strategies to improve upon current practices. Focus on Business Needs: Anticipate, understand, and respond to the needs of the business community and meet or exceed their expectations within the Chamber s parameters. Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance the Chamber s effectiveness. Make Decisions: Assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of the Chamber. Organize: Set priorities, develop a work schedule, monitor progress towards goals, and track details, data, information and activities. Plan: Assist in determining strategies to move the organization forward, set goals, create and implement actions plans, and evaluate the process and results. Solve Problems: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem. Think Strategically: Assess options and actions based on trends and conditions in the environment, and the vision and values of the Chamber. Experience Five or more years experience in hospitality, marketing, communication, public relations or event and conference management positions

5 Working Conditions Trade Show and Event Managers usually work in an office environment, but the purpose of the position may take them to non standard workplaces. Trade Show and Event Managers work a standard work week, but additionally will often work evening, weekends, and overtime to accommodate shows, especially in the time leading up to a trade show. They are also required to work long days during trade shows to accommodate the demands of that event. Trade Show and Event Managers are required to stand or walk for long hours and lift heavy materials leading up to and during the trade show events Benchmark NOC: 1226 Revised: June 2, 2018