Serves as the lead meeting planner on all assigned conferences/meetings each year, and act as primary liaison with hotels and other vendors to handle the full scope of meeting planning, coordination and logistical responsibilities.
Review site selection options and future contracts from events management perspective and make recommendations to leadership
Responsible for providing strategy and vision for future of events as well as cost savings plans to leadership/management within the organization
Oversee and develop Requests for Proposal (RFP) to include preferences of conference stakeholders as well as any historical outcomes of previous or similar events. Compile, assess, and prioritize the facility and vendor recommendations resulting from the RFP.
Creates annual budgets for national convention, regional conferences and event management
Design all F&B menus with hotel chef and work with sponsorship to ensure all donated product is incorporated into meal functions as contracted.
Work closely with sales and fulfilment departments to ensure positive vendor & sponsor relationships and experiences
Analyze member surveys annually and implement positive growth and changes to the events based on member feedback.
Track & pay bills relative to each account/meeting/event
Oversees all logistical aspects of meeting/event
Negotiate contracts with outside vendors to include, but not limited to DMC’s audio visual, entertainment and other vendors
Hires, develops and supervises event project manager
Monitor contractual agreements throughout the conferences and convention and assure that they are fulfilled
Implement the conference schedules
Ensure appropriate space requirements for all social, educational and competition functions are allocated and sufficient
Work in conjunction with Corporate and Professional Development Department and Sales team on presentation topics, speaker selection, potential Education tracks and certification hours and all follow-up with presenters.
Conduct all pre and on site meeting planning functions with the hotel, audio-visual persons/firms, and/or entertainment, including negotiations, menu determination, room assignments, amenities, and other special arrangements
Overview of all social functions including all brunches, lunches, award banquets and specialty dinners
Overview of all hospitality suites
Coordinates with sales department to develop sales opportunities
Works with marketing director and communications department on conception of design and timeline and production of materials and manuals
Maintain a climate in this department that attracts, retains and motivates top quality personnel, both paid and volunteer.
Recruit, train, appraise, supervise, support, develop, promote and guide qualified personnel, both paid and volunteer in the department.
Transmitting the Organization’s values, vision and direction;
Engaging people in the meaning of the Organization;
Minimum of a BA/BS degree in marketing, business or related field, as well as a working knowledge of Word, Excel and iMIS applications. Certified Meeting Professional highly desired.
Minimum of 5 years’ experience in an event management position
Special Knowledge Required
Strong organization, prioritization and communication skills are required. The ability to manage fast-paced, time-sensitive deadlines in a changing environment is necessary as well. Managing multiple projects simultaneously is crucial. This position must work with all levels of management and staff.
Must have a valid Florida driver’s license and dependable transportation. Must be willing to travel a minimum of 10 times a year for at least 3 days per trip. The ACF is a drug-free and smoke-free workplace.
About American Culinary Federation
Established in 1929, ACF has over 19,000 members, and is the leading organiziation of professional cooks and chefs in the world. ACF is located in St. Augustine, Florida, has 38 employees, and offers excellent benefits. For further information review the website at www.acfchefs.org.