Director of Meetings and Convention

Role and Responsibilities

Under the general supervision of the Vice President of Member Services, this position develops, directs and executes duties to support the ATSSA meetings and convention initiatives to include ATSSA's Annual Convention and Traffic Expo, How-To conferences, Midyear Meeting, Board meetings, Fly-In, biennial Leadership Program, chapter meetings and other in-person and virtual meetings as required;  sets the strategic goals; assumes responsibility for projects and special assignments; supervises and develops department staff to ensure proper use of resources and successful execution of projects; negotiates and manages contracts; prepares and executes department budget; serves as a member of the Leadership Team and serves as a culture leader within the association.

• Develops, directs, and executes the strategic and operational plans for all meetings and conventions activities.
• Directs and ensures successful logistical planning and related activities for the annual Convention and Exposition, How-To conferences, Midyear Meeting, Board meetings, Fly-In biennial Leadership Program, chapter meetings and events and other in-person and virtual meetings.
• Prepares convention and exhibit budget; develops and manages departmental budget(s) to achieve targeted revenue and bottom line; presents to the Budget Committee; supervises adherence to approved allocated funds; provides prompt and accurate forecasts; ensures timely processing of department accounting activities.
• Conducts site inspection and leads site selection, prepares and negotiates contracts with exhibit halls and local convention bureaus for future meeting needs and housing requirements; serves as liaison with headquarters hotel and convention center regarding dates, room commitments, meal functions, meeting rooms, VIP arrangements, and exhibit hall functions
• Oversees development and execution of ATSSA's Annual Convention and Traffic Expo including leading the internal planning team, planning the opening general session program, working collaboratively with inter-departmental staff to plan convention workshop program; develops schedule of events, convention calendar, sign lists, and onsite staff assignments.
• Manages VIP arrangements for housing, registration, arrivals schedule, amenities and special requirements; manages staff travel and housing arrangements.
• Approves copy and design of convention publicity materials and programs, the Convention and Expo Guide and signage and other meeting materials as requested.
• Oversees expo sales and ensures revenue targets are being met; serves as a resource for staff in generating leads; oversees and ensures on-site exhibit hall activities are successfully executed; coordinates with various staff in making arrangement for special exhibit hall requests, including meeting rooms, ATSSA booth, and other exhibit hall activities as needed; coordinates exhibit hall activities with various service contractors and exhibit hall operations – provides on-site supervision as needed.
• Works with outside vendors to secure ancillary services and serves as primary contact with all providers; directs onsite activities of vendors.
• Reviews and approves contracts for meetings, meetings vendors and chapter meetings logistics.
• Oversees planning and execution of biennial Intertraffic show for ATSSA staff attending including logistics, Embassy communications and requirements, marketing and exhibitor prospectus and follow-up.
• Collaborates with Marcom department to ensure successful marketing and communications of meetings related activities.
• Conducts and presents post event analysis and makes recommendations for future events.
• Represents ATSSA outwardly at industry events and staffs ATSSA events as assigned.
• Supervises and develops department staff; ensures open communication and execution of projects and programs.
• Develops and recommends implementation of meetings and exposition planning trends meet the Association’s operational and strategic goals.
• Serves as a member of the Leadership Team and acts as a culture leader within the association.
• Other duties as assigned.