Tradeshow Meeting Manager

Association Headquarters is seeking an experienced Tradeshow Meeting Manager to support our corporate and client growth.

The Meeting Manager is responsible for organizing the program, logistics, and registration information for events, including meetings, education courses, and webinars. The Meeting Manager works closely with volunteer planning committees, internal departments, venues, and vendors to meet the objectives of each meeting.

Meeting Planning

Prepare draft budgets for meetings based on venue costs, event schedule, and historical performance

Assist meeting committees with budgeting and planning by providing historical data and recommendations

Compile and maintain a meeting preparation calendar for meeting committees and staff, showing tasks, responsibilities, and deadlines

Meet deadlines on individual meeting planning timeline

Initiate the bid process, send Request for Proposals, and finalize contracts of all meeting contractors, including audiovisual, exhibition services, transportation, photography, and all off-site venues

Prepare comprehensive post-meeting reports on hotel data, income, and expenses, and quantitative and qualitative lessons learned. Provide relevant data for Meeting Chair's report to the Board

Respond to member requests for information on meetings, sponsorship, exhibits, partnering, and other membership activities

Primary contact for meeting venues in planning and on-site management of meetings and education programs

Work closely with volunteer planning committees and speakers

Manage online proposal system

Facilitate the use of the proposal system by the program selection committee

Coordinate speaker communications

Schedule sessions in contracted meeting space

Track and communicate program and speaker changes

Promotion

Assist meeting chairs in developing promotional plans by providing advice, historical data, and other research as necessary

Facilitate creation and distribution of promotional meeting publications

Arrange distribution and coordinate outreach to non-members

Perform other activities as required.

Meeting Execution

Coordinate vendor selection, communication, and contract oversight for AV, decorators, and other vendors

Coordinate off-site venue selection, contract negotiation, and contract oversight

Manage meetings and events on-site

Plan menus, room sets, and audiovisual

Work with the Industry Relations department to coordinate exhibits, partnering, and sponsorship programs

Plan flow on-site, including registration, signage, breakouts, etc.

Create comprehensive staging guides for each meeting and event

Oversee on-site meeting operations, including coordination of meeting volunteers and staff responsibilities. Serve as liaison with hotel contacts to ensure a quality experience for all meeting attendees

Work closely with Meeting Chair and Arrangements Chair to implement on-site and off-site logistics

Identify ways to improve meeting delivery consistent with professional meeting best practices

Administrative

Monitor meeting budgets and update meeting chair and executive management on significant budget variances.

Assist meeting committees with budgeting and planning by providing historical data and advice upon request

Direct Meeting Coordinator on: Providing timely and accurate meeting status reports

Manage registrations for all meetings and events

Ensure the website is current and accurate for all meetings

Follow and update meetings manual regarding processes Bachelor's degree in hospitality management, event planning, business administration, or related field (or equivalent experience) 3–5+ years of experience planning and managing meetings, conferences, or events, ideally in a non-profit or association setting Experience working with volunteer boards, committees, or member-driven organizations is a plus Certified Meeting Professional (CMP) or Digital Event Strategist (DES) preferred Budget management — building and tracking event budgets, working within tight non-profit constraints Vendor and contract negotiation (venues, caterers, AV, hotels) Logistics coordination (site selection, room blocks, transportation, catering, technology) Strong written and verbal communication, including board-facing communication Project management skills — juggling multiple events or deadlines simultaneously Proficiency with event management and registration software Travel flexibility, since on-site event management is often required Risk management and contingency planning experience Familiarity with hybrid/virtual event platforms (Zoom, Teams, streaming tools)

What we offer - Employee Company Benefits

Hybrid / Flexible work schedules available

Medical, Dental, and Vision

Company paid basic life insurance, short-term, and long-term disability

Voluntary Life Insurance - Employee Paid

AFLAC available

Paid Time Off (PTO) accrual and Paid holidays

401k retirement plan available

On-site Fitness Center, open 24/7

Gym reimbursement program

Training and Development opportunities

What sets us apart

Named Best Place to Work by Philadelphia Business Journal 9 Times - based on a survey conducted of our employees

Industry Leader - Most credentialed AMC and the 1st AMC to be Customer Service Certified by the Customer Service Institute of America

Who is AH?

AH is a professional services firm that specializes in helping non-profit organizations achieve their mission, create value, and advance their causes, industries, and professions. We have four main divisions within AH - a full-service Association Management Company; a Marketing and Communications Agency (MarCom); a Meetings & Events Management Team; and a division that focuses on other custom solutions such as strategic planning, website builds, database integrations, accounting services, staff recruitment, credentialing management, public affairs and lobbying, and growing non-dues revenue.

Our Diversity, Equity, & Inclusion Statement

Association Headquarters is committed to creating a diverse environment and is proud to be an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to the following; race, creed, color, national origin, nationality, ethnicity, ancestry, age, sex (including pregnancy), family status, marital/civil union status, religion, domestic partnership status, affectional or sexual orientation, gender identity and expression, atypical hereditary cellular or blood trait, genetic information, liability for military service, and mental or physical disability (including perceived disability, and AIDS and HIV status), language, national origin, political affiliation, socio-economic status, and other characteristics that make our employees unique.

For more information, visit associationheadquarters.com , connect with AH on Facebook on YouTube and follow on Twitter .