Director of Meetings and Events

Societies Malvern, Pennsylvania

About The Institutes
A not-for-profit organization located in beautiful Malvern, PA, The Institutes have been the leading provider of risk management and property-casualty insurance education for more than 100 years. By living our values—Put the
Customer First, Do What You Say, Work Together, Be Innovative and Do the Right Thing—our talented team partners with our customers to deliver innovative solutions that best empower risk and insurance professionals to
help those in need. The Institutes have been named a Top Workplace by Philly.com for the last four years. We understand the importance of work-life balance and provide excellent benefits and a friendly and team-focused
work environment to drive employee engagement.

Director of Meetings and Events
The Institutes are the leader in delivering proven knowledge solutions that drive powerful business results for the risk management and property casualty industry. As a knowledge and thought leader, we
continue to expand the ways in which we serve the industry, including an increasing number of meetings and events for its affiliated organizations. We have an exciting opportunity for an experienced, motivated and creative individual to join our not-for-profit team as the Director of Meetings and Events. 

The Director of Meetings and Events is a high profile role responsible for the strategic development and implementation of all Institutes’ conferences and events. The ideal candidate will have been a senior leader for at least 7-10 years with their CMP designation and the ability to create a compelling, sustainable events that will leave memories that last a lifetime.

Essential Responsibilities
 Ensure Board of Trustees event attendees have the highest quality experience in lodging, ground transportation, food and beverage, etc.
 Primary operational lead for CPCU Annual Meeting with over 2k attendees and 40+ educational tracks. Responsible for program layout, room block management, registration, revenue and budget tracking, sourcing for overflow and upcoming meetings.
 Research and provide recommendations for potential event locations. Evaluate alternatives.
 Conduct site visits to review and evaluate potential venues for meetings and conferences.
 Comprehensive negotiation skills that include appropriating multiple RFP bids for comparison to
increase cost savings and to secure multiple vendor contracts.
 Implement event operational logistics including but not limited to: venue sourcing, lodging, speakers, food and beverage, ground transportation, promotional items, audiovisual needs, space
and signage requirements, print production, staffing and paper used.
 Develop detailed specification sheets for room assignments and setups, food and beverage, AV, and all other ancillary services required to execute the meetings.
 Research and cost outsourcing opportunities to increase efficiencies.
 Develop department budget and provide quarterly forecasts. Track income and expenses of all meetings and events.
 Manage effective relationships with outside partners (vendors/consultants).
 Develop and manage registration systems. Establish a concise and user-friendly web site for attendees, as well as marketing of promotional activities for guests.
 Work with other departments to coordinate published materials (print and electronic).
 Manage all hotel blocks.
 Manage The Institutes American Express Global Business Travel (GBT) travel program and the American Express Intelligent Online Marketplace (AXOIM), the booking tool to make travel arrangements.
 Supervise meetings and events staff.

Education and Experience
 Senior event management experience or knowledge involving high value and high exposure not-for-profit industry events including strategic development and implementation.
 Undergraduate degree in event management/equivalent or event management track record.
 7 to 10 years event management/planning (association related preferred) that includes demonstrated expertise in creating and managing budgets, reviewing documents for legal and contractual risk, maintaining positive relationships with executives, volunteers and members.
 Experience in itemized budgeting and audit reconciliation.
 Expert property contract negotiation/renegotiation skills with an understanding of contract
terms and conditions
 Adept at adhering to budgetary guidelines to bring individual programs within parameters.
 Demonstrated vendor management experience including production and registration vendors.
 Demonstrated success managing event teams and planning, developing budgets and meeting
budget goals.
 CMP designation required.

The Best Part? The Benefits.
To enforce the importance of work-life balance, employees enjoy excellent benefits, including:
 Free breakfast and lunch every day!
 401(k) plan with company contribution up to 16%
 Generous time off package that includes paid vacation, personal, sick and holidays
 Paid maternity and parental leave
 Tuition reimbursement
 Medical, dental, vision and prescription coverage
 Free on-site fitness center
 A beautiful 1.25-mile long walking path!