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Overview
This position is responsible for administering and managing APHA’s major meetings and expositions, including the annual scientific convention and expo (onsite, hybrid, or virtual – averaging 12-13,000 attendees) and the Policy Action Institute, as well as a growing collection of virtual meetings. The annual convention and expo is the major meeting revenue generator, accounting for over 35% of total revenue. The Director of Event Operations directs the overall planning and strategy for all in‑person, hybrid, and virtual activities associated with the annual meeting and expo, the Policy Action Institute, and other selected meetings and events. The role includes building and managing the annual convention and other association educational meeting budgets in coordination with other APHA program managers.
Responsibilities
- Manage staff responsible for assisting with logistics related to all Washington, DC‑based Association activities, including member Board and Committee meetings, educational activities, and seminars. Logistics include working with APHA’s travel agency, hotel contracts, and catering, and providing advice and support to colleagues planning events.
- Overall Management of the 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, and prepare post‑meeting financial reports.
- Future Year Contracts: Research, evaluate, and negotiate with cities, convention facilities, and hotels for future annual meetings, recommend sites to the executive board, track and evaluate signed hotel contracts, and renegotiate provisions as appropriate.
- Contract Negotiations: Negotiate contracts that provide the best outcomes for the association, focusing on pricing, quality, and outcomes. Contracts include convention centers, hotels, 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 contractors, mobile app, etc.). Continue to monitor contract commitments and renewals and develop new RFPs as needed, ensuring all RFPs follow APHA’s approved format.
- Personnel Management: Hire, lead, manage, and evaluate staff. Develop and implement departmental strategic plans to advance organizational goals.
- Innovations and Future Year Enhancements: Evaluate the Annual Meeting continuously and recommend enhancements in format, schedule, and execution to improve the attendee’s educational experience. Keep current on developments in the convention management field and attend a minimum of two professional development meetings per year.
- Housing Block Management: Work with the housing vendor to negotiate hotel contracts and manage hotel room blocks, ensuring APHA fulfills hotel commitments. Track hotel pickup, determine if more rooms are needed, and adjust future year contracting accordingly.
- Annual Meeting Featured and General Sessions: Serve as lead event contact for staff and vendors for all sessions, coordinating with Freeman AV to finalize onsite AV needs and with Dr. Benjamin and the content development team.
- Supervise personnel including Manager of Event Marketing, Manager of Event Operations and Registration, Senior Manager of Events and Program Operations, Senior Business Development Manager, Event Sales and Sponsorship, and Senior Manager of Event Education and Programs. Perform other duties as assigned.
Position is based in downtown DC near several metro stations and offers a hybrid work environment. Hours: 35 hours a week, full‑time, Monday‑Friday (daytime). Number of openings: 1.
Qualifications
- Bachelor’s degree in a related field or equivalent experience (7 years).
- Minimum of five to seven years’ experience in the meetings and event industry, preferably in the non‑profit or membership sector.
- Certification in meeting planning preferred.
- Demonstrated experience with conventions and events, including convention center and hotel contract knowledge, room block development and management, special event logistics, and food and beverage management.
- Proven record of meeting/exceeding revenue goals and strong expense management.
- Demonstrated experience planning virtual learning events.
- Strong negotiation, contract, and budgetary skills.
- Demonstrated ability to collaborate with multiple parties with varying interests and priorities.
- Excellent written and oral communication skills.
- Strong organizational and interpersonal skills.
- Ability to listen, lead, and motivate staff of all experience levels.
- Project and people management skills.
- Strong critical thinking and problem‑solving skills.
- Proficiency in Microsoft Office programs.
- Ability to rapidly learn and introduce new technology.
- Knowledge of technical options for cross‑functional onsite and remote virtual event planning.
- Required to work after business hours, including weekends, and travel to APHA convention and related meetings as needed.
- Ability to lift and/or move up to 25 lbs.
Applicants who meet the requirements and are interested in being considered for this position should submit the following information:
- Cover letter;
- Resume;
- A writing sample;
- Salary requirement;
- At least two supervisory references and one professional reference (name, title, company name, phone number, and email).
Vaccination Policy: New hires and employees must adhere to APHA COVID‑19 Vaccination Mandate Policy.
CLOSING DATE: Open until filled
SALARY RANGE: Low to mid‑$100k (salary commensurate with experience & job role). APHA offers a competitive salary and excellent benefits.
EEO/AA/VETS/DISABILITY. APHA is strongly and actively committed to diversity in its workplace.