Conference Manager

San Juan Capistrano
Sep 21, 2013
Oct 21, 2013
Full Time

Emerald Expositions is a leading operator of large business-to-business tradeshows in the United States, producing over 65 tradeshows and conference events per year connecting over 335,000 buyers and sellers across nine diversified end-markets, including general merchandise, sports, hospitality and retail design, jewelry, photography, decorated apparel, building, healthcare and military. Emerald Expositions is headquartered in San Juan Capistrano, California. The company's shows are typically the most prominent and important for exhibitors and attendees within their various industries. To learn more about Emerald Expositions, please visit

OBJECTIVE:  Ensure all operation/logistical efforts are executed efficiently and in a cost-effective manner.

€¢ Develop Conference Time Lines/Action Calendar and monitor.
€¢ Participate in event kick-off and planning meetings.
€¢ Create, send, and track status of speaker agreements.
€¢ Maintain speaker and conference database.
€¢ Gather information, develop, update, and maintain event budgets.  Recommend cost savings measures directly related to operating expenses.
€¢ Work closely with Conference Programming Team on execution of events/shows and provide clear communication.
€¢ Correspond with speakers and vendors as needed and provide clear communication.
€¢ Coordinate speaker travel arrangements (airfare, hotel accommodations).
€¢ Arrange, manage and negotiate all show conference details as appropriate (audio visual, computers, decorations, electric, facilities, telephones, food and beverage, floral, temps, models, etc€¦).
€¢ Work closely with Conference Programming Team on execution of events/shows and provide clear communication.
€¢ Manage all on-site event/conference and sponsorship operations aspects.
€¢ Review, approve and process bills for payment.  Ensure commissions are fully collected.
€¢ Remit speaker fees and travel reimbursement.
€¢ Post all conference information on websites and monitor weekly.
€¢ Assign conference meeting rooms and manage all logistics.
€¢ Fulfill speakers' AV and room requirements.
€¢ Develop post event critique.
€¢ Research, recommend and negotiate new vendors as needed.
€¢ Site selection for conferences and special events.  Negotiate contracts as necessary.
€¢ Travel pre-show and on-site as deemed necessary.
€¢ Floor manage for other shows as deemed necessary.
€¢ Other duties as assigned by Operations Director.


€¢ Proficient in Excel, Word, Adobe Acrobat and PowerPoint
€¢ Detail oriented with strong organizational skills
€¢ Strong oral and written communication skills
€¢ Solution oriented
€¢ Excellent communication and customer service skills
€¢ Ability to handle several tasks simultaneously
€¢ Maintaining a positive and professional attitude at all times is essential, and work well with people in service oriented fashion
€¢ Creative background or experiences
€¢ Ability to travel, extensively at times
€¢ Team player
€¢ College degree or equivalent experience

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