Director of Conventions and Meetings Services

This position is responsible for administering and managing APHA’s major meetings and expositions to include but not limited to: the annual scientific convention and expo (onsite, hybrid, or virtual – averaging 12-13,000 attendees), the Policy Action Institute (and a growing collection of virtual meetings).  The Annual scientific convention and expo is the major meeting revenue generator for the association, accounting for over 35% of the total revenue.  Other APHA events such as the Policy Action Institute is one of a planned collection of in person and virtual educational meetings of the association.  The Director of Conventions directs the overall planning and strategy for all in-person, hybrid and virtual activities associated with the annual meeting and expo, Policy Action Institute and other selected meetings and events.  Builds and manages the annual convention as well as the other association educational meetings budgets in coordination with other APHA program managers.  The annual scientific meeting and expo’s budget is over $5 million.  The convention and meeting director have overall responsibility for the planning and implementation of these meetings in coordination with other APHA program staff and appropriate members.  Reviews, negotiates, and approves convention center, hotel, and vendor contracts as defined in the association’s finance guidelines.  Defines the goals, success metrics and oversees the messaging for events.  Implements best practices and develops planning standards, policies and procedures.  Maintains and develops a network of vendor and industry contacts.  Recommends future annual meeting sites for final approval by the executive director and executive board. 

Manage the staff responsible for assisting with logistics related to all Washington, DC-based Association activities including but not limited to member Board and Committee meetings, educational activities, and seminars.  Logistics include working with APHA’s travel agency, hotel contracts, and catering.  The Director will be available to provide advice and support to colleagues who are planning events.  Overall Management of Annual Meeting:  Plan, organize and produce a live, hybrid, or virtual Annual Meeting with 12,000+ attendees and a 220,000 square foot Exposition.  Budget Development:  Prepare and monitor annual department budgets to ensure revenue goals are achieved and expenses are contained. Prepare post annual meeting financial reports.  Future Year Contracts:  Research, evaluate and negotiate with cities, convention facilities, and hotels for the Annual Meeting and recommend future sites to the executive board. Track and evaluate all signed APHA hotel contracts for relevance and financial exposure to APHA. Renegotiate provisions as appropriate.  Contract Negotiations: Negotiate contracts that provide the best outcomes for the association. Focus on pricing, quality and outcomes. Contracts include, but are not limited to, convention center, hotels, and audio visual, and other vendors.  Manage Vendor Contracts:  Identify, evaluate, negotiate, and contract with vendors for essential meeting services for current and future years (including registration, housing, event management, technology, general services contractor, mobile app, etc.).  Continue to monitor contract commitments and renewals and develop new RFPs as needed. Ensure that all RFPs follow APHA’s approved format.  Personnel Management:  Hire, lead, manage, and evaluate staff.  Develop and implement departmental strategic plans to further organization goals and objectives.  Innovations and Future Year Enhancements: Evaluate the Annual Meeting on an on-going basis and recommend enhancements in format, schedule and execution to improve the attendee’s educational experience.  Keep current on developments in the Convention Management field.  Attend a minimum of 2 meetings a year for professional development.  Registration Processes – Coordinate and manage the Annual Meeting, Policy Action Institute and other selected events registration processes as appropriate. Work directly with the registration vendor to review, finalize and test the online registration process. Set registration fees based on history and budget goals.  Housing Block Management – Work with housing vendor on negotiating hotel contracts and managing hotel room blocks to ensure that APHA is fulfilling hotel commitments. Track hotel pickup to determine if more rooms should be contracted. Work directly with hotels on rate and block reductions whenever warranted by economic or environmental circumstances. At the conclusion of each meeting, evaluate the housing bell curve and adjust future year contracting accordingly.  Review all Communications and Marketing from Conventions Department – Review all messaging, promotional material and communication with stakeholders before sending on for editorial review.  Manage Annual Meeting working groups – Create and manage cross departmental working groups to assist with Annual Meeting planning and logistics.  This position will supervise the following positions: Assistant Director of Convention Services, Manager Scientific Session Development, Exhibits Manager and Meetings Manager.  Perform other duties as assigned.