We are a nonprofit trade association based in Alexandria, VA currently in search of a Manger of Meetings & Marketing. This is a full-time, permanent position. We offer excellent benefits, including employer paid health/dental/vision insurance, a 401(k) plan and free parking. Our location is within walking distance of the King Street metro station. The Manager of Meetings & Marketing will handle the meeting planning for an annual convention, two board meetings, and various other events throughout the year, as well as assisting with marketing for those events.
The National Agricultural Aviation Association (NAAA), founded in 1966, is the voice of the aerial application industry. NAAA provides networking, educational, government relations, public relations, recruiting and informational services to its members and the aerial application industry as a whole.
One annual convention per year, roughly 1,400 – 1,600 attendees.
Develop RFPs, solicit bids for convention locations and assist with negotiating contracts.
Determine prospective meeting sites and work with CVBs on site visits with NAAA team. Attend site visits.
Research and coordinate any city tours for CEO, President and VIPs during board meetings.
Assist with creation of convention budget.
Review and update registration forms and develop online registration system.
Develop RFP’s, solicit bids, assist in selecting, and manage general service contractor, transportation, audio/visual services, food/beverage providers, IT/WiFi needs, temporary registration staffing, security and badge checkers for trade show, florists, photographer (with communications staff) and other services for convention and board meetings.
Assist executive team with program development for convention and events including, but not limited to developing, scheduling and organizing speakers and education sessions.
Contract with speakers for two large events.
Organize, solicit, and manage booth sales: develop prospectus, floorplan with online software management company, exhibitor booth personnel badges, etc.
Organize, solicit, and manage sponsorship sales. Assist with content for sponsorship brochure.
Work with Director of Finance to track payments for booths, sponsorships, and comped registrations.
Assist with soliciting auction items and track items. Also assist with any auction needs onsite in terms of setting up items.
Order Badge stock, onsite registration forms, lanyards, badge holders, etc.
Convention sponsor signage management with general service contractor and sponsors. Ensure all sponsored signage and expo signage is turned in on time, proofed and approved through service contractor system.
Develop ideas for NAAA Booth with communications staff. Work with general services contractor on the design and implementation.
Assist Support Committee with any assistance in planning spouse events.
Assist with marketing content for Exhibitor eblasts, eNewsletters, eBlasts, post cards, social media and magazine articles for the convention and board meetings throughout the entire year.
Assist with content development for print program and NAAA Convention App.
Coordinate ticket takers for events and volunteers to work the membership booth.
Main onsite point person at the Ag Aviation Expo, oversee trade show floor management, convention vendors, sponsors, exhibitors and overall execution of all convention and meeting planning.
Manage onsite bag stuffing. Recruit Support Committee members to assist in bag stuffing, ensure all sponsor boxes are onsite and being collated.
Thank you letters to donors, sponsors, speakers and those who coordinate education sessions.
Assist with content and creation of post-convention surveys for attendees and exhibitors.
Review all final invoices from convention centers and hotels and provide to Director of Finance.
Provide post-event record keeping, room block pickups, etc.
Develop RFPs and solicit bids for board meeting locations. Two board meetings per year with roughly 80-90 attendees.
Determine prospective meeting sites with Executive team, contract with sites.
Book hotel rooms for President and NAAA staff.
Staff Liaison to various committees. Develop agenda and supplemental items for those committees.
Review final invoice from hotel (and convention center, where applicable) and provide to Director of Finance.
Assist with marketing content for the convention, including social media posts, eBlasts, content for articles, etc.
Manage convention section of the NAAA website.
Assist with marketing for any additional events where NAAA will exhibit (i.e., AirVenture, Ag Day on the Mall, etc.).
Schedule NAAA officers to speak at state/regional association conventions.
Assist with exhibits and possibly attend events where NAAA will exhibit (i.e., AirVenture)
Assist in other association functions as needed by Executive team.
All other duties as asigned
Minimum of three years of meeting planning experience and experience working with associations preferred.
Excellent customer service skills, highly organized and able to manage multiple tasks and projects.
Strong sense of ownership and the ability to work independently and as a team member in projects.
Polished communication skills, both written and verbal, and interpersonal skills to manage relationships with members and vendors.
Ability to travel 20%. Most travel is October – February with site visits throughout the year, as needed.
Please email resumes and salary requirements to firstname.lastname@example.org
The National Agricultural Aviation Association (NAAA), founded in 1966, represents the aerial application industry and its mission of treating crops, fighting fires and protecting public health. NAAA provides networking, educational, government relations, public relations, recruiting and informational services to its members and the aerial application industry as a whole.
We offer excellent benefits, including employer paid health/dental/vision insurance, a 401(k) plan and free parking. Our location is within walking distance of the King Street metro station.