Manager, Events - Milton, Canada - OVMA

OVMA
OVMA
Verified Company
Milton, Canada

2 weeks ago

Sophia Lee

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Sophia Lee

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Description

ONTARIO VETERINARY MEDICAL ASSOCIATION

JOB DESCRIPTION




TITLE:
Manager of Events (Salary Range $105,00 - $135,000)**



REPORTS TO:
CEO
***Reporting to the CEO, the Manager of Events oversees OVMA's events strategy and team, including executing all aspects of the OVMA Annual Conference & Tradeshow, Canada's largest veterinary conference, while overseeing the events and continuing education team who manage the OVMA Great Ideas Conference, the association's virtual CE series, and fundraising events for OVMA's charitable arm, the Farley Foundation.

  • OVMA has adopted a hybrid work policy that allows team members flexibility in choosing their work location based on role and responsibilities. Staff _are currently primarily working from home, and in the Milton office one day per week, at this time. This arrangement is evolving based on public health conditions._

POSITION DUTIES AND RESPONSIBILITIES

1. Annual Conference & Tradeshow


The OVMA Conference and Tradeshow is Canada's largest veterinary industry event which combines three days of concurrent educational sessions (six to seven streams per day), and a three-day, industry-leading tradeshow.

The event currently attracts approximately 1,300 conference attendees, and the tradeshow features approximately 100 companies, with over 500 representatives.


The Manager:

  • Negotiates contracts with host property representatives as necessary to ensure appropriate meeting space is available, sufficient accommodation guest room blocks are secured, and that all clauses within the contract are acceptable to OVMA prior to review and approval by the CEO. As needed, the Manager will solicit meeting space proposals from potential host properties. In addition, the Manager negotiates and prepares all Speaker Contract terms, prior to hand off to CE Coordinator.
  • In collaboration with OVMA's Chief Experience (CXO) officer, ensures the association delivers on its commitment to a premium experience for conference attendees, speakers, staff, exhibitors, and sponsors.
  • Works in collaboration with internal and external resources, to develop the marketing theme and campaign for the Conference, including overseeing the preparation and production of the Conference Preview and Program publications, signage, and branding throughout the event.
  • Assigns and coordinates all supplementary service providers (show company, electrical, telephone, audiovisual, security companies and customs broker)
  • Ensures that all venue guarantees are met (including F&B, hotel room booking commitments, etc). Coordinates and monitors changes to requirements with onsite banquet representatives.
  • Manages the CE Coordinator and the Special Event Coordinator who support execution of the event.
  • Conducts a thorough postconference bill review, ensuring accurate billing of all services provided by the host location prior to payment.
  • Liaises with OVMA's Conference Committee and staff to select and screen thought leaders and sectorspecific speakers, and organize the full program line up, including CE speakers, program and event timing, any/all addon sessions, research of potential keynote presenters, etc.
  • Proposes future innovative and creative strategies for making a conference a continued success including ways to increase relationshipbuilding and networking opportunities between members.

2. Sponsorship and Industry Relations

  • Manages all aspects of the Tradeshow, from determining approved exhibitors, to maintaining and executing Tradeshow policies to ensure fairness and value proposition of the Tradeshow to industry partners and representatives

As well as:

  • Allocate exhibit space per Prospectus criteria
  • Organize of all Tradeshow materials
  • Manage all exhibit hall personnel attendance
  • Manages the development, marketing, and sale of all event sponsorship and advertising and continues to seek and include additional sponsorship and advertising opportunities to be included each year.
  • Produces the Exhibitors' Prospectus, Sponsorship and Advertising Opportunities, and Exhibitor's Directory publications.
  • Monitors and maintains an accurate overview of OVMA's Industry Partner Program.
  • Coordinates symposia with eligible industry sponsors.

3. Events Strategy


The Manager is responsible for creating new events designed to attract members while continually forecasting potential changes as demographics and therefore, member interests change.

In addition, the incumbent manages staff who organized and manage other events at the association, including, but not limited to:


  • The Great Ideas Conference, a twoday, three stream continuing education event held in June each year. This includes oversight and negotiation of venue contracts.
  • The OVMA Virtual CE Series, an ongoing virtual education series that runs seven months per year.
  • The Farley Foundation: The association's charitable arm, the Farley Foundation, runs eventbased fundraising events th
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