DT Management Services, LLC (DTMS) operates as a full-service management company for medical associations nationwide. DTMS strengthens each group by offering members an all-inclusive association experience while backing these entities with a firm foundation for continued success and is looking for an onsite Meeting Planner and Exhibits Manager with hotel and catering experience to join our team in Towson, MD.
We are seeking an in-house experienced professional to administer and coordinate annual meetings for multiple medical associations. You will be the face of the organization with a high-quality vision for site selection, registration, accommodations, catering, event planning, and exhibit and sponsor management.
This Role Might Be for You If…
You have the ability to travel frequently (20% of the time) and work a flexible schedule based on event schedules.
You have an acute attention to detail with excellent follow-through capabilities.
You have excellent verbal and written communication skills including accuracy in data entry, correspondence and proofreading skills.
You have exceptional customer service skills with the ability to maintain a friendly and positive attitude, particularly when interacting with conference attendees and members, to best represent Data Trace clients.
You have the ability to multi-task and coordinate multiple projects at a time.
You are a doer, able to work well under pressure in a fast-paced environment with demanding deadline schedules.
What You Will Do…
Pre-Event Site Management
Conduct site visits for future events and collaborate with staff on final site decision.
Establish relationships with local contacts prior to events.
Research, evaluate, and negotiate contracts including hotels, 3rd party partners, social event venues, suppliers, etc.
Establish and maintain relationships with preferred supplier partners. Manage vendor relationships including housing registration, general services contractor, etc.
Develop and maintain current lists of available venues, services, and pricing options.
Registration and Event Logistics
In collaboration with the Executive Director, oversee 3rd party registration/hotel provider, ensuring registration policies and procedures are implemented and hotel blocks are properly managed. Work will include back-end data development, design consultation, testing, and launch.
Oversee 3rd party general services contractors, ensuring timely turnaround for design ideas, signage, structures, shipping, and on-site production are implemented and properly managed.
Ensure events meet legal, safety, and health requirements and regulations; obtain necessary permits.
Exhibit and Sponsor Management
Coordinate and implement all aspects of the sponsorship and exhibition process, including, but not limited to sales, correspondence, logistical support, and customer service.
Maintain exhibitor database.
Manage fulfillment of deliverables.
Provide on-site management to ensure all arrangements are executed properly including registration, hotel reservations, room sets, audiovisual, catering, transportation, signage, freight delivery and distribution, communication, participant flow, exhibitor set-up, and event wrap up.
Bachelor’s degree with 5 – 7 years related experience. CMP preferred.
Catering and hotel experience
Highly skilled and proficient within the meeting/event planning discipline.
Ability to manage multiple meetings independently from initial meeting with internal staff/board members, negotiating the initial RFP through contract, logistical planning, execution, and wrap up.
Thorough knowledge and understanding of legal regulations and best practices in event planning.
Ability to utilize strong professional judgment while calling upon diplomatic skills, both internally and externally.
Ability to maintain or improve appropriate planned budget.
Excellent skills with Microsoft Office Suite, including Word, Excel, PowerPoint
*Along with your complete resume, please send a cover letter to the attention of CindyLee Floyd highlighting your top skills related to our requirements along with your salary requirements.
About Data Trace Management Services
DT Management Services, LLC (DTMS) operates as a full-service management company for medical associations nationwide. DTMS strengthens each group by offering members an all-inclusive association experience while backing these entities with a firm foundation for continued success. Clients include the Eastern, Southern, and Western regional Orthopaedic Associations, the Irish-American Orthopaedic Society, The J. Robert Gladden Orthopaedic Society, the Pennsylvania Orthopaedic Society, the American Society for Reconstructive Transplantation, the Clinical Orthopaedic Society, the Society of Military Orthopaedic Surgeons, the Maryland Orthopaedic Association, and the Walter Reed Bethesda Orthopaedic Alumni Association.