Career Center

Role and Responsibilities

Under the supervision of the meetings & conventions director, the meeting planner plans and executes activities in support of ATSSA sponsored events during the pre, onsite and post show phases. This position creates and maintains meeting project calendars ensuring meeting planning objectives are met, ensures a smooth registration process, assists with the management of contracts and vendors; supports conference activities and provides logistical support for selected chapter and organization meetings; assist in the organization and execution of  meetings including, but not limited to the Convention & Traffic Expo (3,500+ attendees), Mid-Year meeting (250), How-To Conferences (up to two annually, 150-450 attendees)), Legislative Fly-In (50-100), Leadership Program (every other year, 30 attendees), and other conferences and meetings as assigned.  

• Creates and maintains meeting preparation calendars outlining and tracking required activities, deadlines and information to ensure successful meetings.
• Conducts meeting planning activities for the pre, onsite and post logistics including meeting specifications, diagrams, BEO and hospitality requirements, room sets, A/V requirements, transportation and other requirements as needed by utilizing approved intake method.
• Attends meetings as directed to ensure successful logistics during the duration of the event; manages on-site logistics and set-up and break-down of event site; enforces facility and ATSSA rules and regulations; resolves unexpected on-site issues as needed.
• Participates in the selection of contractors through the RFP process; conducts initial review of contracts and makes recommendations as requested.
• Conducts pre-show registration activities including determining the registration site launch date in collaboration with marketing; determines registration deadlines with the registration vendor including due dates for initial information (categories, rates, demo questions, etc.), site build, testing, review and site launch.
• Coordinates the process of gathering registration information including profile information, demographic questions, registration categories and pricing and additional products or events; researches and makes recommendations to director of meetings and conventions on emerging vendors and technology that may benefit ATSSA’s meetings.
• Oversees development of registration floorplan by confirming location and creating registration layout with general service contractor and registration vendor; in collaboration with meetings director, determines equipment needed and ordered for registration layout; sends registration vendor specifications to meetings director (electrical, internet, office, etc.); develops and proofs registration signage (headers, hours, etc.).
• Leads onsite management of registration space and temporary staff; develops on-site temporary staff schedule and guidelines, trains temporary staff; ensures the registration space is set-up properly on time; manages temporary staff; enforces registration rules for attendees and exhibitors; answers registration customer service questions.
• Orders supplies and coordinates sponsorship fulfillment for registration items including badge stock, ribbons, badge holders; determines applicable deadline dates with vendors and communicates information to team; coordinates any orders between sponsors and vendors; proofs and edits badge format, tickets, text and artwork in collaboration with marketing and the vendor; orders supplies needed on-site and packs registration box.
• Updates and distributes convention reports as directed; schedules pre and post show meetings for all relevant events; attends meetings and presents information as required; creates and presents post show reports and recommendations for meetings logistics for all events
•  Conducts relevant database updates for sponsorship sales, ad sales, exhibitor priority points, and other related items as needed.
• Conducts relevant accounting activities as requested.
•  Facilitates continuous communication between meetings staff, other impacted staff and vendors.
• Other duties as assigned that drive the vision, fulfill the mission, and abide by the values of the Association.

Qualifications And Education

Education and Experience- A bachelor’s degree and at least three years of experience in meeting planning and management in the associations or a related industry. A combination of experience (5+ years) and education may be accepted in lieu of a bachelor’s degree.

Skills and Knowledge

Proven ability to adapt to changing priorities in a fast-paced environment, organized;

proactive and positive communication skills; customer-service minded approach to work; maintains a high level of professionalism and responsiveness internally and externally; attention to detail; proven ability to analyze data and present findings; knowledgeable in various software applications including MS Teams, databases, virtual event platforms, Microsoft Dynamics; the ability to think, plan, and execute resourcefully both independently and as part of a team; the ability to travel to meetings; the ability to stand and/or walk for prolonged periods of time while on-site at meetings and to lift boxes up to 50 lbs as needed.

Travel

Regular travel to the Annual Convention and Expo and other ATSSA and industry meetings and events as

assigned.

Organizational Relationships

Reports to the director of meetings and conventions.

The American Traffic Safety Services Association is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, creed, color, religion, alienage or national origin, ancestry, citizenship status, age, disability or handicap, sex, marital status, veteran status, sexual orientation, genetic information, arrest record, or any other characteristic protected by applicable federal, state or local laws.