We are looking for a Convention and Event Planner to join the Kansas City staff to support the largely volunteer-run team to continue to deliver high quality, successful events for our members. The Convention and Event Planner manages the ATHS annual convention, the world’s largest antique truck show, as well as regular meetings and events at national level, and help support Chapter events and shows.
ATHS Head Quarters also has excellent event and meeting space, which it is envisioned can be exploited to create an even better opportunity to service the local community and its event and meeting needs.
In this small staff organization, the position will also add support to communications and publications, through strong proof-reading and editing skills. Social media and general communications skills are part of the position needs. Layout skills for magazine, ads and brochures will also be of benefit.
ESSENTIAL DUTIES OF POSITION
FUNCTION 1: Convention and Meeting planning
Plan, execute and manage all aspects of convention including space planning, food and beverage, AV, room blocks, timelines, detailing BEOs, staff scheduling, production, exhibit design, internet, stage design, registration management, attendee communications etc.
Assist and advise on site selection and contract negotiations.
Update and maintain event websites, online registration forms, event schedules and mobile apps
Work closely with internal cross-functional teams for successful execution of events and to meet event goals and objectives
Manage external vendor relationships, inclusive of negotiating budgets and contracts.
Manage individual event budgets, with focus on keeping event under budget and reducing costs while getting the most bang for the buck
Create event project plans, timelines and to-do lists; capably partner with other members of convention team.
Copywriting and proofreading for event materials including website, signage, conference guide, email newsletters, and event services client pitches
Create and deploy attendee email communications and post-event surveys
Manage post-event invoices and billing
Provide on-site support at convention, and some internal events. Limited travel involved
FUNCTION 2: Provide exemplary customer service to internal and external contacts
Act as liaison for internal and external communications with ATHS staff, members, and client vendors, including support and maintenance of information requests.
Collaborate with other ATHS departments to ensure the successful launch and acceptable execution of ATHS meetings and events.
Coordinate with Affiliate partners on space requests for ATHS Annual Meeting
Manage ATHS attendance at affiliate partner meetings throughout the USA.
Liaise with Chapter and region leadership in support of their activities, with and without national attendance.
Assist staff with setting up registration products/purchase groups in Cvent
FUNCTION 3: ATHS Headquarters Event Management
Manage on-site ATHS meeting at HQ
Collaborate with other ATHS departments to ensure successful events.
Work with outside bodies to attract new meetings business to ATHS facility
Help design plan for expansion and growth of ATHS HQ as a meetings venue in Kansas City.
FUNCTION 4: Publications and communications assistance
Aid in art and layout.
Manage receipt, log and response to magazine submission.
Post magazine and other articles on social media.
Write articles for magazine as appropriate.
Required Skills & Experience
BS/BA degree and minimum 5 years of event management experience.
Previous experience executing conferences without using an outside agency or DMC
Prior experience working with a volunteer team to produce events
Thorough understanding of the event and meeting management process – conception to completion.
Must have the ability to manage multiple projects/events in a fast-paced, multi-faceted, creative environment and must be able to work well under pressure
Meticulous organizational abilities and concise and effective verbal and written communication are required; high attention to detail
Ability to adapt to challenges and opportunities with a solution-oriented perspective; excellent strategic thinking and critical reasoning skills
Creative, positive energy, self-directed, amiable, and composed under pressure; helpful and humble
Client services and hospitality mindset
Strong computer experience; proficiency with Office, Google Docs, Adobe products as well as event specific softwares (registration management software, scheduling management software, mobile apps) - previous experience with Cvent, Photoshop and InDesign and Razors Edge a plus.
Copy writing, editing and/or proofreading skills a plus
More specific experience in one or more of the following areas of event management a plus: Event Design, Event Marketing & Communications, Sponsorship/Trade Show Coordination, Content Coordination.
Additional Salary Information: Salary commensurate with experience. Good benefits.
About American Trucks Historical Society
Since 1971, the American Truck Historical Society (“ATHS”) has been recognized by the trucking industry as the authority for promoting preservation, research, and interpretation of the development of the trucks and trucking industry in the United States, and in some cases, internationally. ATHS is the preeminent central repository focused exclusively on the preservation and research of the American trucking industry’s development, housing the most complete repository of literature, technical manuals, news journals, books, photographs, and historical documents of commercial vehicles in America from inception through the present.