Meetings & Events Manager

Education Level4 Year Degree* Manage end-to-end planning, delivery, and outcomes of Colorado 811 meetings, conferences, and events (includes: internal and external meetings, events, conferences, summits, trainings, staff and community events, and external tradeshow exhibits).* Manage event and tradeshow planning and logistics for external attendance and exhibit booths for all tradeshow attendance and partner-hosted engagements in concert with EDP Liaisons and Marketing teams.* Develop logistics plans and event management processes for all internal and external conference/event strategy; identify creative engagement opportunities that grow attendance and sponsorship revenue for all company hosted events.* Serve as the organizational event/meeting/exhibit/conference manager and subject matter expert for meetings and events management, strategy, and best practices.* Manage venue sourcing/selection, vendor partnerships, liability insurances, contracting support, and other key components including catering, room design and setup, A/V, F&B, transportation, hospitality, etc.).* Build timelines and run-of-show plans; oversee high-touch, multi-site event / conference operations to ensure a consistent, high-quality attendee experience.* Coordinate cross-departmental staff for setup/teardown and day-of roles, support staff experience, and communications.* Maintain centralized events and exhibit calendars, standardized briefs, and planning documentation, including hotel contracts and vendor records.* Own event budgets and planning strategy and calendar; track spend and complete post-event reconciliation and reporting.* Ensure all events/meetings/exhibits meet accessibility, safety, insurance, and compliance requirements.* Build and manage event applications and registration experiences (invitations, ticketing/payment flows, conference apps, attendee communications, and dashboards) in collaboration with Marketing and other stakeholders.* Administer event platforms (e.g., Cvent, Eventbrite, Whova) and leverage features such as app-based engagement, live polling, gamification, and social sharing to increase attendee interaction.* Manage conference attendee operations using mobile check-in, scanning, and badge printing tools to reduce registration wait times and improve the arrival experience.* Configure and support virtual/hybrid event tools (e.g., Zoom, Microsoft Teams) and ensure smooth integration with livestreaming or virtual platforms, as applicable.* Use conference and event software to design room layouts and interactive maps to support onsite flow and wayfinding, as applicable.* Ensure accurate attendee tracking, RSVP management, and HubSpot/CRM integration and data quality in partnership with Technology and Membership teams.* Produce and manage post-event surveys, reports, and performance summaries; manage lead processing and distribution workflows.* Collaborate closely with the Education team and other stakeholders to align events with training priorities, learning objectives, and audience needs.* Partner with EDP Liaisons to identify and design annual external exhibit strategy and manage exhibit attendance, booths, and post event analysis.* Partner with Marketing, Education, and Leadership stakeholders to guide exhibit/event branding, promotion strategies, messaging, and pre-event and post-event messaging, storytelling, and reporting.* Coordinate with internal stakeholders to ensure events support broader organizational strategy and initiatives, and public awareness goals.* Present event plans, performance metrics, and recommendations to senior leadership regularly.* Build and maintain strong relationships with sponsors, members, attendees, industry partners, venues, and community stakeholders.* Manage event A/V, F&B, and other technology and logistics requirements, work in concert with internal and external Information Technology teams, and other vendors.* Represent Colorado 811 professionally at events and industry functions.* Incorporate event and meetings best practices, attendee, sponsor, and partner feedback to enhance future event offerings.* Stay up to date on conference and meetings technology, best practices, and improvements and apply as applicable and approved by leadership.* Assign tasks efficiently, set KPIs, and provide mentorship to ensure the Meetings & Events Coordinator develops while meeting project deadlines.* Clearly articulate stakeholder requirements, provide actionable feedback, and bridge the gap between stakeholders and the coordinator.* Act decisively to resolve issues (e.g., vendor problems or last-minute changes) to keep events on track, meet timelines, deadlines, milestones, and oversee the coordinator’s vendor communications and interactions.* Develop contingency ("Plan B") scenarios and coach the Meetings & Events Coordinator to think critically and adapt under pressure.* Ensure the Meetings & Events Coordinator adheres to financial constraints by tracking expenses, securing cost-effective vendor quotes, and monitoring timelines, logistics, and vendor coordination using tools such as Gantt charts or project- management software.* Leverage effective communication skills to negotiate contracts, manage relationships with

external partners, and coach the Meetings & Events Coordinator.Colorado 811 is an equal opportunity employer. We do not and shall not discriminate in employment, recruitment, advertising for employment, compensation, termination, upgrading, promotions, and other conditions of employment on the basis of race, color, religion (creed), sex, sexual orientation, gender identity or expression, age, national origin (ancestry), disability, marital status, military status, or any other status protected by applicable law.

**Disclaimer:**This job description is intended to describe the general nature and level of work performed. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, qualifications, and requirements. Duties, responsibilities, and activities may change at any time with or without notice, based on business needs## Qualifications**EDUCATION AND EXPERIENCE REQUIREMENTS:*** A bachelor's degree in business administration, event management, marketing, education, or another field is required. Equivalent deep and broad experience and/or an associate degree may be considered in lieu of a bachelor's degree.* Certified Meeting Professional (CMP) or similar Certification from EIC or similar widely accepted meetings and events planner industry certification is required.* 7+ years experience of robust events, conference, meeting management experience, including medium to large scale conference management, networking events, and multi-event portfolio event management is required.* Proven experience, growing event / meetings attendance and sponsorship revenue.* Demonstrated success leader cross-functional teams and influencing stakeholders.* Experience working in nonprofit organizations or public-safety focused environments is a plus.* Strong background in meetings/conference related contract management, insurance requirements, and event safety is required.**SKILLSET REQUIREMENTS:*** Robust Event Management App skills, including proficiency with digital tools for attendee engagement, data analysis, and operational efficiency are required.* Proficiency with event platforms such as Cvent, Eventbrite, Zoom, VenueIQ, or Whova, including use of features such as social media integration, live polling, virtual-event integration, and gamification to increase attendee interaction and experience, is required.* Strong team-management, delegation, and coaching skills, including the ability to mentor junior meetings and conference staff is required.* Event/Conference budget-management skills, including strong financial, analytical, and strategic-planning capabilities, are required.* Demonstrated ability to successfully #J-18808-Ljbffr