Basic Functions: Responsible for providing support to the Director of Convention & Meetings in areas relating to planning and executing the association’s annual tradeshow, board meetings, legislative conference, and various committee meetings.
Duties & Responsibilities:
Oversee registration for meetings ranging from 75 – 4,500 attendees: manage in-house database; monitor online registration; process forms received via email; process VIP registrants; issue confirmations; compile weekly and final count reports; reconcile registration data post meetings.
Manage on-site registration for all meetings and annual tradeshow; determines on-site logistical requirements; develop staffing schedule; oversee NPGA staff and temporary staff.
Oversee content development and execution of NPGA Mobile App for Expo, The Expo website, and online exhibitor floor plan.
Create and maintain online floor plan with outside software vendor for Expo
Develop and guide content for educational seminars for Expo in collaboration with volunteer committee of content experts.
Research meeting sites and initiate contract negotiations for committee meetings; coordinate meeting details with appropriate staff member, including room set-up, catering, audio visual, housing, etc.
Oversee housing blocks for all meetings other than Expo: distribute housing information to attendees; monitor weekly pick-up reports; coordinate hotel accommodations for VIPs, speakers and staff.
Sell and fulfill sponsorships for, Expo, Board of Director and Propane Days meetings. Including: disseminating promotional materials; executing fulfillment of benefits; issue sponsor and advertising agreements; track payments; and issue confirmations.
Maintain and manage the convention and meetings areas of the Association Management System (AMS).
Assist Director to draft meeting budgets, monitor expenditures and reconcile post-meeting financials.
Process sponsor and advertisement contracts through association database and follow up on all exhibitor contract payments.
Assist Director to produce RFP's, review proposals, and managing vendor contracts.
Compile and accurately proof printed materials: exhibitor prospectus, attendee brochure, Expo Onsite Guide, badges, event signage, etc.
Order registration materials: badge stock, badge holders, ribbons, function tickets, delegate bags, lanyards, etc.
Coordinate packing, shipping and return of all meeting materials, equipment and supplies.
Disseminate meeting information email.
Receive and respond to meeting related phone and email inquiries; assist receptionist with phone coverage one hour per week.
Maintain meetings information on the association website; update pages for board and committee meetings; build online registration links; maintain industry calendar.
Provide administrative support for TS&S Committee meetings including preparation of meeting schedule, agendas, subcommittee sign-in sheets and room signs, update task force members active dockets and TS&S attendance history spreadsheets, transcribe task force reports into draft minutes, prepare and distribute letter ballots, collect and collate ballots and comments received then distribute back to task forces and committee members.
Coordinate ancillary activities: Women in Propane Luncheons, golf tournaments, Women in Propane Leadership Forum at the Expo, Women in Propane Roundtable and Reception at the Expo, fundraising events, etc.
Travel to meetings and assist Director with on-site management.
Assist Director in managing Conventions Committee.
Perform other duties as requested by Director.
Four year college degree and at least 5 years meeting planning and/or hotel operations experience.
Experience with negotiating contracts with hotels and vendors preferred.
Experience with exhibits/tradeshows, sponsors, and advertising/marketing preferred.
Strong organizational skills with the ability to multi-task in a fast-paced environment.
Ability to be creative, problem solves, manages crisis situations effectively and maintains a professional attitude while working under pressure.
Solid computer experience, including a thorough knowledge of Microsoft Office; technical proficiency in database management preferred.
Strong customer service mentality with a positive, “can-do” attitude and love to interact with members.
Ability to work independently as well as in a team environment.
Attentive to details, deadline oriented, proactive and punctual.
25% travel time, including weekends
CEM or CMP preferred
About National Propane Gas Association
The National Propane Gas Association is the national trade association of the propane industry. NPGA represents approximately 3,000 companies, including producers, wholesalers, transporters, and retailers of propane gas as well as the manufacturers and distributors of associated propane equipment and appliances. 60 million Americans choose propane as their energy source. For more information about NPGA and the propane gas industry, visit NPGA on the Internet at www.npga.org.