Job Title: Manager/Sr. Manager, Event Operations Department: Events & Conferences Years Experience: 7-10 Position Location: Nationwide Remote or Chicago Reports To: Vice President, Events & Conferences
Manager/Sr. Manager, Event Operations will work as part of ILTA’s events team to deliver a range of events, from small local events to ILTACON, the organization’s premier annual conference.
We are looking for a passionate, experienced event operations leader to deliver successful events for ILTA, who understands what works and what doesn’t while remaining flexible and adaptable to accept new innovations and methodologies. They will lead cross-functional venue teams and event operations during all phases of the event lifecycle, and work closely and collaboratively with multiple departments and ILTA staff functions to meet the event operations deadlines.
Area of Responsibility:
Manage Operations of ILTA events and conferences:
Track registration numbers to project final attendance, trending
Manage registration/badging process and finalize attendee list and demographics after event concludes
Ensure attendee reconciliation in appropriate ILTA database records
Develop schedule for messaging, website development and updates, social media and coordinate requests with marketing department
Coordinate with marketing department to administer attendee surveys; provide analysis of results (multi-year) with attendance figures
Participate in the negotiation of contracts for facility rentals, catering, rooming, AV, destination management, transportation, registration/badging and other event requirements for Board, Volunteer Member, and ILTA events, to stay within budget
Develop the planning timeline, deadlines, and workflow for the venue and suppliers.
Coordinate pre-planning meetings with the venue, suppliers and event team members to develop overall plans for the event.
Review the Schedule of Events and Event Orders to ensure they meet requirements.
Manage compliance with supplier and venue contractual requirements
Monitor room night pickup to protect against attrition penalties, make staff reservations, apply upgrades,
Track supplier invoices and payments
On-Site Event Management:
Draft staffing plan for events, train staff in identified roles and act as coordinator on-site
Manage logistics with event venue, act as primary point of contact for on-site logistics (convention services, exhibition services, rooming, catering)
Coordinate security, safety and emergency preparedness plans
Work with suppliers to ensure successful execution of plans onsite
Coordinate logistics to ensure proper setup, accurate attendee count, and minimal cost overrun
Communicate and track sponsor benefits (complimentary attendees, ads/logos, exhibit space)
Coordinate any logistical requirements for sponsor benefits (delivery of materials, setup)
Ensure website is updated to reflect current sponsorship opportunities, sponsor logos
Participate in the selection of venues for ILTA events
Develop and distribute RFPs
Review and evaluate RFP responses
Coordinate with IT department regarding selection and implementation of event technologies (mobile event apps, leads retrieval, exhibition booth management, onsite internet access)
Results-oriented professional with a minimum of seven years of successful event management experience in the 500 - 3,000+ attendee event space.
BA/BS in business, marketing, communications or related area required.
Strong communication skills (oral and written) required.
Strong customer service and team orientation required.
Detail oriented and able to handle a variety of duties while meeting deadlines.
An ability to juggle multiple projects and priorities, meet deadlines and work well under pressure
Telecommuting is allowed.
Additional Salary Information: ILTA offers a comprehensive benefits package that includes medical, dental, vision, 401k matching, life insurance, team member assistance programs, long-term disability options, and flexible spending accounts. In addition, there are employee-paid supplemental options including pet insurance, legal aid, and other discounted benefits. We offer paid vacation, sick time and holidays.
The International Legal Technology Association serves the professional needs of more than 21,000 U.S. and international legal technology professionals and their organizations. Our core values—respect, commitment to members, sharing of information and promoting lifelong learning—drive all we do to support the peer-driven organization that is ILTA. ILTA staff demonstrates excellence throughout 5 ma...in areas of our organization: Membership, Events, Business Partnerships, Marketing and Communications, Technology/IT/Operations. Our focus is to achieve results for our membership and the legal technology profession at large. Much of the value we provide as an association occurs through the coordinated efforts with our global volunteer membership teams. ILTA offers a comprehensive benefits package that includes medical, dental, vision, 401k matching, life insurance, team member assistance programs, long-term disability options, and flexible spending accounts. In addition, there are employee-paid supplemental options including pet insurance, legal aid, and other discounted benefits. We offer paid vacation, sick time and holidays. ILTA is growing. We have several exciting employment opportunities. ILTA is an equal opportunity employer of protected veterans and individuals with disabilities. All qualified applicants will receive consideration for employment in open positions without regard to race, ethnicity, gender, color, religion, sex, age, marital status, ancestry, citizenship, physical or mental disability, medical condition, veteran status, sexual orientation or any other protected characteristic. All personnel actions, such as compensation and benefits will be administered in accordance with the principles of equal employment opportunity. ILTA encourages the referral of qualified individuals with disabilities, veterans, women, and minorities.
ILTA Core Values:
These are the beliefs and behaviors that inform everything we do as an organization.
• Respect our colleagues
• Commit to the highest standards of professionalism
• Provide unbiased and accurate information
• Maintain the highest ethical standards
• Nurture skills and talents to promote lifelong learning
• Develop and enhance strategic relationships
• Provide opportunities to celebrate volunteers and maximize their value to foster a trusted resource community