Event Planner & Promotions Coordinator
Job Description:
The Event Planner & Promotions Coordinator is responsible for logistics of the annual AHNA conference, regional conferences, special events, and coordinating advertising solicitation and placement on the AHNA website, electronic newsletter and Beginnings Magazine. This position includes working in conjunction with AHNA project personnel to coordinate all aspects of the meeting planning and implementation process including but not limited to: direct attendee contact, hotel oversite, timeline management, printed materials preparation and production, registration, and promotional marketing.
Job Requirements:
- Strong organizational skills
- Able to multi-task
- Excellent written and verbal communication skills
- Able to work independently
- Accurate and thorough (numerical and grammatical)
- Artistic and creative
- Budget experience
- Computer savvy – Windows, constant contact, social media networks, Office Suite, e-mail, Internet, Adobe CS. Ability to learn proprietary software applications.
- Graphic design proficiency (Adobe InDesign, Illustrator and Photoshop)
Preferred Requirements:
- Have minimum 4 years combination of work experience and/or education in marketing, graphic design, public relations, advertising, business or a related field
- Minimum 3 years experience in Event Planning and Conference Administration including hotel/ site selection & negotiation and hotel “point” person
Job Responsibilities:
- Annual Conference Coordination including Exhibitor and Sponsor solicitation (50%)
- Website & Beginnings Advertising Promotion & Coordination (15%)
- Social Media Monitoring/Posting (15%)
- BOD Winter Meeting Coordination (2%)
- Regional Conference Coordination (12%)
- AHNA General Promotional Activities as assigned (6%)
Specific Position Responsibilities:
Job Description:
The Event Planner & Promotions Coordinator is responsible for logistics of the annual AHNA conference, regional conferences, special events, and coordinating advertising solicitation and placement on the AHNA website, electronic newsletter and Beginnings Magazine. This position includes working in conjunction with AHNA project personnel to coordinate all aspects of the meeting planning and implementation process including but not limited to: direct attendee contact, hotel oversite, timeline management, printed materials preparation and production, registration, and promotional marketing.
Job Requirements:
- Strong organizational skills
- Able to multi-task
- Excellent written and verbal communication skills
- Able to work independently
- Accurate and thorough (numerical and grammatical)
- Artistic and creative
- Budget experience
- Computer savvy – Windows, constant contact, social media networks, Office Suite, e-mail, Internet, Adobe CS. Ability to learn proprietary software applications.
- Graphic design proficiency (Adobe InDesign, Illustrator and Photoshop)
Preferred Requirements:
- Have minimum 4 years combination of work experience and/or education in marketing, graphic design, public relations, advertising, business or a related field
- Minimum 3 years experience in Event Planning and Conference Administration including hotel/ site selection & negotiation and hotel “point” person
Job Responsibilities:
- Annual Conference Coordination including Exhibitor and Sponsor solicitation (50%)
- Website & Beginnings Advertising Promotion & Coordination (15%)
- Social Media Monitoring/Posting (15%)
- BOD Winter Meeting Coordination (2%)
- Regional Conference Coordination (12%)
- AHNA General Promotional Activities as assigned (6%)
Specific Position Responsibilities:
- Manages hotel-related activities for AHNA conference
- Monitors the hotel contract
- Conduct venue site visits for future conference locations
- Manages AV & room set-up (logistics and pricing)
- Produces master logistics schedule for hotel
- Works with hotel to plan/ price meals and menu
- Works with Education Department to help manage speakers and conference- related education materials
- Responsible for all conference-related marketing materials including conference logo, brochure, postcards & online info
- Work with conference planning committee, graphic designer and local CVB to create conference logo and select conference graphics.
- Work directly with graphic designer & printer to produce, print, and mail conference brochure
- Write copy and select images & layout for conference brochure
- Solicit bids from printer(s) and mail house.
- Purchase mailing list(s)
- Update and maintain conference web site
- Write copy and select images for conference web site
- Advertises and promotes the conference
- Work with Communications Department to create conference marketing plan according to annual budget
- Write copy and select images for conference ads
- Work with graphic designer to produce conference ads
- Billing, scheduling and placement of conference ads
- Place online conference event postings
- Write and distribute press releases about the conference
- Other PR- related conference activities, including working with conference committee members to write and place articles in nursing magazines
- Work with local Network on conference marketing & local promotion– letters/ invites to Universities, local hospitals, announcements for “Network Leader” eNewsletter, etc.
- Create media/ promo kit to assist sponsors, members, exhibitors, etc. in conference promotion.
- Responsible for conference-related e-mails and announcements.
- Write and distribute “Conference Updates” (monthly e-mail newsletter sent March-May)
- Distribute mass e-mail campaigns and conference reminders through Constant Contact & Noah Reporter
- Write conference announcements for Beginnings magazine (quarterly)
- Investigate develop and promote online social communities for annual conference
- Investigate and help develop technology for the annual conferences that younger AHNA members can use and get excited about.
- Responsible for attendee registration and system administration
- Create conference events, enter workshops and update program codes in Noah database
- Work with JL Systems to prepare online conference registration (includes budgeting and testing)
- Answer questions from prospective attendees about the conference
- Manage Room Share for members
- Works with Executive Director to manage conference budget
- Run weekly reports in Noah
- Reviews and monitors annual conference budget with ED
- Helps Executive Director review hotel bill
- Responsible for some “on-site” conference materials
- Work with graphic designer and support staff to produce all conference signage
- Work with outside company to produce conference t-shirts (quote, order, & artwork)
- Work with outside company to produce conference totebags (quote, order & artwork)
- Work with graphic designer & printer to produce conference guidebook
- Write copy/ select images & layout for conference guidebook
- Solicit bids from printer(s)
- Prints badges for attendee registration packets
- Arranges bookstore and recording contract
- Website & Beginnings Advertising Promotion & Coordination
- Generate advertisement placement contracts for Beginnings Magazine Including: Happenings, Classified and display ads.
- Generate advertisement placement contracts for E-Newsletter
- Maintain online events calendar, job listing and webt advertisements
- Write Press Releases and release them to the corresponding areas as needed
- Bill and Invoice for advertisements using NOAH
- Social Media Monitoring/Posting on a daily basis
- Post updates and generate interest in Facebook, LinkedIn and Twitter for increased visbility
- Monitor comments and discussions to ensure they are of a holistic and appropriate content
- Monitor the Discussion Board on the AHNA website to ensure that response to questions is timely
- BOD Winter Meeting Coordination
- Site Selection
- Communication about site & Transportation
- Regional Conference Coordination
- Site selection, coordination with local committee and Education Team for C.E. and promotional activities
- AHNA General Promotional Activities as assigned
- Preparing signage for Exhibiting opportunities
- Revising promotional flyers