Job Description

SUMMARY:

The Meetings and Events Specialist is responsible for driving the coordination, promotion, and execution of CAFB member events. Key responsibilities include enhancing, marketing, and recommending program changes to increase member attendance and engagement at CAFB events.

ESSENTIAL DUTIES:

Manages the CAFB Annual Meeting project plan and drives execution of plan tactics amongst the Member Engagement department as well as across CAFB departments.

Provides meeting status updates to department director and Executives on a timely and consistent basis with recommendations to mitigate risks to plan execution and create changes to enhance the member experience.

Writes, delivers, and evaluates RFP’s for future event locations including contract review and negotiation.

Plans all member facing event entertainment, including sourcing and scheduling music, guest speakers and entertainment.

Oversees the registration process for all CAFB meetings and events.

Creates and facilitates execution of communication and marketing plan for Annual Meeting and other CAFB related events to drive member attendance and engagement.

Tracks expenses and reconciles invoices for payment in a timely manner and creates comprehensive and readable financial reports for Annual Meeting and other Leadership meetings.

Coordinates meeting logistics for all CAFB meetings both on and off-site.

Conceptually designs development of marketing materials for all member facing events including providing copy, calls to action and approving final proofs of all marketing materials.

Oversees and manages all event content online at CFBF.com. Responsible for content updates and revisions to site.

Tracks meeting sponsorships including vendor payments, thank-you letters and registration information; serves as the main point of contact for vendors.

Executes and manages the fulfillment of sponsorship contracts including the collection and preparation of registration bag materials, signage, and promotional elements. Compiles sponsorship recaps to show proof of performance and encourage retention of key CAFB sponsors to drive revenue for the organization.

Provides oversight of registration center to ensure special requirements related to communications at event, ticketing coordination with on-site meeting planner, sponsor relations, and scheduling of staff and volunteers are met for Annual Meeting and other Leadership meetings, as needed.

Writes and compiles event surveys to evaluate and communicate the efficacy of events and member satisfaction. Uses statistical analysis to provide recommendations and present alternative ideas to increase member satisfaction and revenue generation.

Other duties as assigned.

EXPERIENCE:

Bachelor’s degree or relevant experience in event planning or project management required.

Minimum of 3 years previous event planning experience.

Expertise collaborating with cross-functional teams to drive meeting preparation and execution.

Experience processing and tracking invoices to ensure timely payments and budget tracking.

Have a strong understanding of best practices for industry meetings and events including organization and promotion of events.

COMPETENCIES:

Intermediate to advanced proficiency in Microsoft Office- Word, Excel, PowerPoint, iMIS, Access and other software programs.

Ability to generate reports, memos, proposals, and other written materials according to standard business writing principles.

Ability to provide business correspondence in a clear and concise manner to key stakeholders both internal and external.

Detail oriented and able to balance multiple priorities and deadlines.

Strong communication skills.

Ability to anticipate and plan for possible different scenarios.

Beginning knowledge of accounting systems.

Mission-driven with a passion for helping people and creating positive customer service experiences.

California Farm Bureau Federation is an Equal Opportunity Employer

Salary Range - $70,000 to $75,000 per year

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