Meetings & Exhibits Manager

Alexandria City County, Virginia
Apr 21, 2017
May 26, 2017
Full Time

Meetings & Exhibits Manager

Position Description

Overall objective:  This position contributes to the successful organization and production of all CADCA meetings and special events. 

Major Duties Include:

  • Assist in daily administrative duties and proactive tasks to ensure departmental organization and readiness
  • Assist Vice President, Meetings and Events and Vice President, Marketing and Communications with event marketing
  • Assist in the development of timelines and agendas to ensure a well planned and organized eve


  • Assist with on-site logistics management
  • Act as speaker manager coordinating audio visual and speaker requirements- registrations, handouts, presentations
  • Assist Public Policy team in planning and managing logistics for Capital Hill Day
  • Assist with the Call for Presentations project (training sessions & poster presentations)
  • Assist Vice President with pre-planning and on-site logistics including but not limited to: registration bags, badges, signs, F&B, transportation, ribbons, room sets, function sheets, a/v, floral arrangements, shuttle busing, develop and distribute RFPs, negotiate contracts, evaluate proposals and make recommendations
  • Assist VP on the creation of event collateral (preliminary brochure, program, etc.)
  • Manage rooming lists
  • Manage scholarship participants- sleeping rooms, travel, registration, reimbursements
  • Solicit exhibitors for the show floor and finalize details (exhibit hall floorplan, booth confirmation, exhibitor kit, shipping, etc.)
  • Manage Ideas Fair poster presentations in the exhibit hall
  • Assist with the development of the content for the event website and app
  • All other duties as assigned

Mid-Year Training Institute

  • Manage rooming lists
  • Manage scholarship participants - sleeping rooms, travel, registration, reimbursements
  • Take the lead on meeting logistics: exhibits, room sets, AV requirements, room sets, staffing, registration materials, etc.
  • All other duties as assigned
  • Manage course content and speaker details with the Institute staff
  • Manage the website and event app content for presentations

Awards Dinner

  • Manage Logistics for Board Meeting
  • Assist with on-site logistics for the awards dinner (room set, signage, a/v)
  • Manage other duties as assigned

Board and CAC Meetings

  • Manage logistics for Board and CAC meetings to include selecting hotels, arranging F&B (on site and off property as needed

Other CADCA Events

  • As assigned by the Vice President-coordinate logistics for meetings sponsored by the Institute or other organizations including travel arrangements, menu selection, audio visual coordination, liaison with facility contact and Institute coordinator
  • All other duties as assigned

Major skill areas include:

  • 4 years’ experience in meeting and/or event planning Bachelor’s degree required; CMP desirable Strong organizational skills and eye for detail Excellent written and verbal communication skills Ability to establish quick rapport Ability to determine and initiate projects Working knowledge of Microsoft Word and Excel and database systems Ability to learn quickly

Category of position:  Exempt Employee

Normal duty hours: 8:30 am – 5:30 pm*, Monday through Friday

Additional hours as required.

To Apply:  Send e-mail with cover letter and resume to with MEETINGS & EXHIBITS MANAGER in the subject line.


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