Description

Company: Concrete Masonry & Hardscapes Association (CMHA)

Job Title: Manager, Meetings & Trade Shows

Location: Herndon, VA

Department: Events

Reports To: Vice President, Education & Events

Position Overview:
We are seeking a highly organized, dynamic, and detail-oriented Manager of Meetings & Trade Shows to oversee the planning, coordination, and execution of both large-scale trade shows and association meetings. The ideal candidate will have extensive experience in event and trade show management, from strategic planning through to post-event analysis, with a strong focus on managing multiple projects and tasks while delivering exceptional attendee experiences and ensuring seamless operations.

 
Key Responsibilities:

Trade Show Management:

• Planning & Coordination:
  Develop and manage event timelines, budgets, communications and marketing plan, show management and event specifications for Hardscape North America.
• Coordinate with all contracted vendors to ensure all items are planned, ordered, and executed according to the event timelines, marketing plan and budget.
  Manage all education and optional events during the trade show to include food and beverage, audio visual, room sets, material deliveries, room assignments, vendor logistics, etc.
• Collaborate with internal and outsourced marketing and communications teams to ensure promotional materials, branding, and digital marketing align with event goals.
• Create and distribute weekly registration reports to trade show stakeholders.
• Exhibitor & Vendor Relations
  • Serve as the primary point of contact for members, attendees, vendors, and show management for Hardscape North America.
  • Maintain effective and professional communications and serve as main staff liaison to co-located show management team.
  • Build and Manage attendee registration platform in collaboration with the registration vendor, MCI.
  • Maintain Hardscape North America website and keep updated as needed.
  • Execute trade show vendor contractual terms and ensure all service providers (AV, catering, security, etc.) meet the agreed-upon service levels

On-Site Management:

• Lead event operations on-site, ensuring smooth execution and troubleshooting any issues.
• Manage event staff and volunteers, ensuring everyone is well-briefed on their roles.
• Oversee the setup, teardown, and logistics, ensuring all event materials and equipment are properly handled. 
• Monitor the event flow and attendee experience, adjusting as necessary to ensure success.
• Manage the onsite registration team, cash collection and daily registration reporting.

Post-Event Evaluation:

• Lead post-event debrief sessions with both internal staff, show management and co-located show management to evaluate trade show success and gather feedback for continued improvement.
• Conduct post-event surveys for exhibitors and attendees to assess satisfaction and areas for improvement.
• Provide event reports and analytics on attendance, revenue, and key performance indicators (KPIs).
• Maintain event dashboard metrics.

Association Meetings & Internal Event Coordination:

Meeting Planning & Execution:

• Assist in the planning, coordinating, and onsite management of internal and external association meetings (Annual and Midyear Meetings).
• Assist in coordination of logistics such as offsite venue selection, catering, audiovisual setup, and attendee accommodations.
• Prepare detailed agendas, materials, and briefing documents for stakeholders.
• Stakeholder Collaboration:
  • Work closely with senior leadership and internal teams to understand meeting objectives and customize agendas to meet goals.

Budget & Timeline Management:

• Manage event budgets for meetings, ensuring efficient use of resources.
• Ensure cost-effective decisions are made while still maintaining high standards of quality for meetings and events.
• On-Site Event Management:
  • Help oversee all logistical details during the meeting, ensuring everything runs smoothly with the Events Team.
  • Provide onsite support, manage registrations, and assist with onsite temporary or internal staff training.
  • Troubleshoot issues in real-time and communicate any changes to attendees and speakers.

Additional Responsibilities:

Team Collaboration:

• Work closely with cross-functional teams (Marketing, Sales, Education, Operations, etc.) to align event objectives with company goals.
• Continuous Improvement:
  • Stay up to date on industry trends, best practices, and technologies for trade shows and meetings.
  • Suggest and implement improvements to event processes, vendor relationships, and attendee experiences.

Requirements

This position is a hybrid position that requires the candidate to live locally to the Herndon, VA and commute into the office 2-3 times per week.  Candidates cannot be located out of the state of Virginia.

Qualifications:

Education: Bachelor's degree in Event Management, Hospitality, Marketing, or related field.

• CMP certification preferred

Experience:

• Minimum of 5 years of experience in event planning and management, particularly with trade shows and association meetings.
• Proven track record in managing both large-scale events and smaller, high-impact meetings.
• Experience working with vendors, exhibitors, and event technology (AV, registration systems, etc.).
• Experience managing multiple vendors and contracts to ensure events are executed successfully.

Skills:

• Excellent project management skills, with the ability to handle multiple tasks and deadlines simultaneously.
• Strong communication, negotiation, and interpersonal skills.
• Proficiency in event management software and Microsoft Office Suite.
• Ability to work independently, as well as collaboratively in a team environment.

Attributes:

• Exceptional organizational and time-management skills.
• Creative problem-solving abilities and calm under pressure.
• Strong attention to detail and ability to anticipate needs.

Physical Requirements:

• Ability to travel to event locations, sometimes requiring long hours and flexibility.
• Ability to lift and carry event materials and equipment, up to 50 pounds.
• Availability to work on evenings and weekends, as needed, for event setups, show days, and post-event activities.