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Director of Meetings & Events

Director of Meetings & Events

CEDIAFishers, IN, US
19 days ago
Job type
  • Full-time
Job description

Job Description

Job Title : Director of Meetings and Events

Department : Operations

Reports to : Sr. Director of HR & Operations

FLSA Status : Exempt

Location : US (Remote)

ABOUT CEDIA

CEDIA® is the association for smart home professionals™. Established in 1989, CEDIA remains founded on the principles of advocacy, connection, and education. Globally, CEDIA defends the rights of technology integrators in governmental bodies, gathers industry professionals and allied tradespeople, and creates trainings, standards, and certifications to ensure the smart home industry advances and draws fresh talent. CEDIA co-owns Integrated Systems Europe, the world's largest AV and systems integration exhibition, and founded CEDIA Expo, the world's largest residential technology show. Today, a community of over 30,000 CEDIA members from more than 80 countries deliver home technology solutions that enrich our lives. Learn more about CEDIA at www.cedia.org.

WHY JOIN CEDIA

Joining our team presents an exciting opportunity for individuals seeking a dynamic environment working alongside the tech industry that focuses on making a positive difference in people’s lives. Joining CEDIA means becoming an integral part of a passionate and driven global community, where your contributions will not only be recognized but also play a pivotal role in the success of our collective endeavors. If you are looking for a challenging yet rewarding experience, this is the team where you can make a meaningful impact and thrive in your career journey.

CEDIA offers competitive compensation and an attractive benefits package including remote work (US), generous vacation and holidays, mental health days, volunteering time off, professional development, and more. As a global organization, you will get the opportunity to work with colleagues across the globe and build relationships through virtual team building activities and an annual weeklong company gathering.

SUMMARY

The Director of Meetings and Events will possess a strong blend of leadership, organizational prowess, and strategic vision to oversee all aspects of our meetings and events portfolio. This role requires a seasoned, hands-on professional with a proven track record in managing large-scale events, negotiating contracts, and ensuring flawless execution within budgetary constraints. You will be responsible for maintaining high standards of quality and customer satisfaction. With a keen eye for detail and a passion for creating memorable experiences, the Director of Meetings and Events will play a pivotal role in shaping CEDIA’s events strategy and contributing to its overall success.

WHAT YOU’LL BE ACCOUNTABLE FOR

As the Director of Meetings and Events, you will be accountable for overseeing the strategic planning and flawless execution of all company events, ensuring they align with organizational objectives and exceed stakeholder expectations. You will lead a team of event professionals, providing guidance and support to ensure events are delivered on time, within budget, and with exceptional quality. Additionally, as the Director of Meetings and Events you will be responsible for fostering strong relationships with internal departments and external partners, collaborating closely to understand event needs and objectives, while continuously seeking opportunities for innovation and improvement to enhance event experiences and drive business success.

ESSENTIAL DUTIES AND RESPONSIBILITIES :

Other duties may be assigned

Oversight and Strategic Leadership

  • Lead the Meetings & Events team in managing all logistical requirements for CEDIA conferences, including events held during CEDIA Expo, ISE, and regional gatherings.
  • Collaborate with the Leadership team to create and finalize a detailed calendar of events for the organization, planning at least one year in advance.
  • Develop and implement a comprehensive global registration process for all CEDIA events to ensure seamless attendee experiences.
  • Establish, document, and maintain standardized processes and procedures to vet, organize, and execute all global events efficiently and consistently.

Team Supervision and Coordination

  • Provide direction and oversight to the Meetings & Events team, ensuring the effective execution of departmental duties, including event planning, implementation, and follow-up.
  • Facilitate regular team meetings and pre-planning sessions to coordinate project timelines, delegate responsibilities, and ensure clear communication across the team.
  • Stakeholder Engagement

  • Consult with key stakeholders to define event goals, objectives, and budgets, aligning event strategies with organizational priorities.
  • Maintain strong relationships with vendors, clients, and other stakeholders, ensuring that services and materials meet professional standards and reflect CEDIA’s brand values.
  • Vendor and Venue Management

  • Research, evaluate, and select meeting and event venues, activities, and vendors that align with event objectives and organizational standards.
  • Issue requests for proposals (RFPs), negotiate contracts, and oversee vendor relationships to ensure quality service and value.
  • Manage third-party event planning companies, ensuring compliance with contracts and proper execution of events such as Tech Summits.
  • Event Planning and Execution

  • Develop detailed meeting specifications, including banquet event orders (BEOs), timelines, and budgets.
  • Coordinate all event logistics, including agenda creation, speaker management, food and beverage selection, transportation arrangements, registration and housing processes, and audiovisual / technical needs.
  • Oversee on-site management of meetings and events, serving as the primary point of contact for vendors and troubleshooting any issues seamlessly.
  • Implement contingency plans as needed to address unforeseen challenges during events.
  • Data Management and Reporting

  • Manage all aspects of event data, including attendee lists, session scans, survey results, and related metrics.
  • Track attendance, registration statistics, hotel usage, and attendee satisfaction, analyzing results to recommend best practices and areas for improvement.
  • Prepare routine and ad hoc reports on event outcomes, providing key metrics and actionable insights to leadership.
  • Budget and Financial Accountability

  • Monitor and track event expenditures to ensure adherence to budgets, providing oversight of profit and loss (P&L) statements for each event.
  • Reconcile event expenses post-event and compile financial reports for leadership.
  • Quality Assurance and Continuous Improvement

  • Conduct post-event evaluations to assess success, identify areas for improvement, and recommend process enhancements for future events.
  • Maintain quality control through detailed checklists, ensuring professional execution of all event components.
  • REQUIRED SKILLS

  • Strong organizational and project management skills.
  • Excellent communication and interpersonal abilities.
  • Leadership qualities to manage a team effectively.
  • In-depth understanding of event planning and execution.
  • Proficiency in budget management and financial planning.
  • Negotiation skills for vendor contracts and partnerships, especially in the realm of hotels and convention centers.
  • Problem-solving capabilities to address unforeseen challenges during events.
  • Creativity and innovation in designing memorable event experiences.
  • Ability to multitask and prioritize effectively in a fast-paced environment.
  • Knowledge of industry trends and best practices in meetings and events.
  • Familiarity with event technology and software for registration, scheduling, and logistics management.
  • Attention to detail to ensure flawless execution of events.
  • Flexibility and adaptability to accommodate changing requirements and schedules.
  • Customer service mindset to meet and exceed client expectations.
  • Understanding of compliance and regulatory requirements related to events and meetings.
  • EDUCATION AND EXPERIENCE

  • Bachelor's degree in hospitality management, event management, business administration, or a related field.
  • Minimum of 7 to 10 years of experience in event planning and management, with progressively increasing responsibilities.
  • Minimum of 5 years of supervisory experience.
  • EventsAir experience a huge plus

  • Experience with trade associations is strongly preferred.
  • Certification in event management (e.g., Certified Meeting Professional - CMP) is highly preferred.
  • Demonstrated success in managing large-scale events, including conferences, conventions, and corporate meetings.
  • TRAVEL

    This position will require you to travel to organizational off-site events, and multiple conferences and trade shows annually.

    SUPERVISORY RESPONSIBILITIES

    This position directly supervises 2 to 3 Meetings and Events Planners and will have oversite of an outside events management vendor. This role carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Duties include, but are not limited to, interviewing, hiring, and training employees; planning, assigning, and directing work; developing goals; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

    This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required. Other duties, responsibilities, and activities may change or be assigned at any time with or without notice.

    CEDIA is proud to be an Equal Employment Opportunity and Affirmative Action employer. We do not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics.