Convention Manager
Job Description – Convention Manager
Employment status: Regular, Hybrid full-time 40+ hours a week, salaried exempt.
Typical work schedule, Tour: Onsite at assigned event venue locations, typically traveling with some work on Thursdays, working at the event on Fridays and Saturdays, with some work with travel on Sundays Work hours are as scheduled, but may start early in the mornings, end late in the evenings or combination of split shifts. All work is during the weekends with evening work as scheduled.
Reports to: National Director
Job Function: Tour/Event Management
Job Level: Management
Travel: If assigned, the availability to travel via air and share a hotel room with assigned company associate(s). If assigned to travel internationally, the ability to obtain and maintain a passport.
Summary of the Position: The Convention Manager, is responsible for the planning, execution, and management of all aspects of the assigned dance convention tour. This role involves overseeing event logistics, media coordination, and ensuring a high-quality experience for participants. The Convention Manager will work closely with various departments to ensure seamless event operations and uphold the company’s standards. Expect to travel approximately every event weekend yearly, demonstrate adept task prioritization and anticipation of future needs.
Event Planning and Management:
Develop and implement event plans and schedules for the assigned tour.
Oversee the setup, operation, and breakdown of each event.
Coordinate with the events department on venues, and vendors to ensure all logistical needs are met.
Take charge of on-site event management and swiftly troubleshoot any arising issues.
Media Coordination:
Work closely with the marketing team to craft impactful media strategies and promotional materials for events.
Negotiate contracts and deliverables with media partners and sponsors.
Coordinate interviews and media coverage throughout events.
Travel Coordination:
Manage travel logistics for event attendees, including flight bookings, accommodations, and ground transportation.
Offer guidance and support to attendees regarding travel arrangements, visa requirements, and itineraries.
Monitor and optimize travel budgets for cost-effectiveness.
Essential Job Duties:
Conduct weekday office duties in our Hollywood office.
Deliver exceptional customer service on-site during events.
Provide meticulous administrative support for daily office operations.
Handle event registrations and make necessary edits per client requirements.
Manage phone calls and emails related to event registrations.
Arrange and coordinate air and ground travel for staff, faculty, and crew.
Organize hotel accommodations and liaise with host hotels.
Prepare for weekend tour operations and packing.
Manage and maintain the tour's social media presence.
Track expenses and receipts accurately.
Travel to approximately 15 event weekends per year (typically Thursday to Sunday).
Prioritize tasks effectively in a bustling environment and anticipate future needs.
Undertake clerical tasks such as sorting, preparing mailers, and handling information requests.
Basic Skills & Knowledge:
Highly Detail-Oriented with Excellent Organization skills – Proficiency with various software including Word, Excel, Google Workspace, Publisher, Zoom, Slack, Database systems, etc. Proficiency with handling multiple assignments at once, well organized.
Critical Thinking - Using a high level of logic and reasoning to help provide conclusions or approaches to problems, consider the relative costs, consequences, and benefits of potential actions. Heighten awareness of prioritization and sense of urgency for those items requiring immediate attention. Considers audience at all levels with all aspects of contact and content. Must be adaptable and flexible to achieve targets.
Professionalism and Social Presence and Perceptiveness - Projecting professionalism in all areas including speaking, language use, writing, and appearance, with the ability to maintain confidentiality. Awareness of legally protected persons and how interactions impact those around us including our dancers, their family members, and the general public.
Time Management – Excellent time management skills. Anticipates needs ahead of time and executes as needed. May need to prioritize hard and soft deadlines for multiple projects simultaneously and collaborate with internal and external partners to lead and ensure milestones and completion of projects.
English Language - Knowledge of the structure of the English language, excellence in speaking, listening, reading, and writing.
Education and Experience - Minimum education of AA degree, a minimum of 2 year’s experience in general office. Prior experience in the entertainment, music, live theatre, or live production industry is highly preferred, knowledge of the dance convention business is a HUGE plus!
Physical, Community & Environment:
Physical requirements of this position include but are not limited to: computer screen time, sitting, standing, walking, bending, pushing/pulling and lifting up to 30 lbs. unassisted, fine motor skills, visual and hearing abilities.
Keyboarding and screen time, use of general office equipment.
Our work environment is contemporary with indoor work, sharing work areas with others.
Positive and energetic attitude and can thrive in a fast-paced and sometimes ambiguous environment.
Works in teams and as an individual contributor.
Strong work ethic and commitment to quality, detail, and accuracy.
Ability to be social with internal and external business associates, and to be engaged in our industry. To be able to provide customers with a high level of service within the boundaries of the position, especially for those who may be perceived as demanding.
While working at an event, there will be exposure to loud music, and dark work areas with professional lighting to correspond with our customer's dance music.
Accommodations per the Americans with Disabilities Act will be offered through an interactive process with both employee and management participating.
Benefits
We offer your choice of two health insurance plans, two dental plans and offer vision insurance, retirement with employer match, flexible spending account for health and child care, generous paid time off, employee assistance and discount programs, fun employee-focused socials, paid volunteer day, and a casual work environment with an entrepreneurial atmosphere.
DanceOne is an equal-opportunity employer. We’re committed to inclusion and diversity, ensuring equal opportunity for all applicants without regard to any state and federal legally protected characteristics. We welcome all. Pursuant to the Los Angeles Fair Chance Initiative for Hiring, DanceOne will consider employment for qualified applicants with arrest and conviction records. If you require assistance due to a disability while applying for an open position with our company, please notify us when applying.
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Benefits:
401(k)
401(k) matching
Dental insurance
Employee assistance program
Flexible schedule
Flexible spending account
Health insurance
Paid time off
Vision insurance