PURPOSE OF POSITION

Under the direction of the Associate Director, the Meeting and Events Coordinator coordinates and manages all logistics for conferences, trainings, events, and leadership meetings for all departments at CALCASA. The Meeting and Events Coordinator is responsible for coordinating travel for trainers, speakers, consultants, and key participants/staff for these events. The Coordinator is also responsible for managing and coordinating the agency’s events, key meetings, and training calendars to ensure continuity and effective planning and coordination within the agency and other key statewide/national partners of CALCASA. The Coordinator is also responsible for managing CALCASA's membership program which includes the annual membership renewal process, promoting the membership programs, development and updating membership materials and other related duties.

This position requires meeting planning experience (preferably with a trade association or statewide organization), excellent project management and organization skills, excellent interpersonal and customer service skills, excellent negotiation skills, flexibility, ability to work within multiple timelines/deadlines, ability to lead and work within project teams, and must have proficiency with the technology necessary for the functions of the position. The Meeting and Events Coordinator should also possess an understanding of accessible meeting planning and how to accommodate persons with disabilities in all meetings and events and/or have a willingness and aptitude to develop in this area. This position requires national and statewide travel for on-site coordination of meetings and events.  Full-time, exempt position, based in Sacramento, California.

ESSENTIAL DUTIES

Meeting and Events Planning and Coordination:

• Work closely and collaboratively as a team with key project staff in the planning and development process of upcoming meetings/events. Communicate and assist in scheduling staff/team meetings for upcoming events/meetings/trainings, etc. Provide updates on planning process to key project staff regarding upcoming meetings/events.
• Coordinate, analyze, and negotiate contracts/bids for meeting and events sites (e.g., hotels, etc.) and vendors for these meetings/events (e.g., printers, exhibitors, etc.). Conduct meeting site visits as appropriate. Develop and manage bid processes as appropriate. Coordinate, develop and implement vendor review/evaluation process with project staff.
• Serves as key liaison for the meeting site (i.e., hotel) staff and ensures all contractual obligations are met, such as beverage/event orders (BEO's), audiovisual needs, meeting room set-up, schedules/conducts, etc. Participate in pre-con and post-con meetings and communicate with hotel staff regarding any concerns/needs/problems.
• Coordinate and manage participant and presenter/trainer registration process for all meetings and events. Develop timelines for registration process with key project staff. Develop, coordinate and implement a standardized registration process for trainings and events. Work closely with project managers and key staff regarding the registration process.
• Work closely and collaboratively with project staff in the development, review and analysis of a standardized evaluation process for each meeting and event. Coordinate close-out staff debriefing sessions following conferences, trainings, and events.
• Develop and/or manage budgets for meetings and events. Work closely and collaboratively with project managers and key staff regarding costs for each meeting/event. Review, analyze, and reconcile all bills/invoices in a timely fashion from vendors/contractors for accuracy.
• Coordinate production of conference materials (e.g., registration materials, meeting brochures, program booklets, etc.) for meetings/events (in conjunction with appropriate project staff). Ensure the timely shipment/delivery of those materials for meetings/events. Work closely and collaboratively with project staff to provide content for appropriate conference materials.
• Coordinate travel and lodging logistics for trainers/speakers, consultants, and/or key participants/attendees for meetings/events. Develop and coordinate travel forms and reimbursement processes for these individuals. Work closely and collaboratively with CALCASA’s designated travel agency and CALCASA’s project/fiscal staff to ensure timely billing and  reimbursements for these individuals. 
• Key meeting and events include but are not limited to: CALCASA’s Annual Meeting and Leadership Conference; Campus Training and Technical Institutes; Executive Director Meetings/Trainings; Denim Day Event at the State Capitol; National Campus Steering Committee meetings; regional training events, web conferences, and CALCASA Leadership Meetings (Board and various Board committees).

Master Calendar: Develop, coordinate, and maintain master calendar for CALCASA. Coordinate with all departments to schedule/integrate their activities/events into CALCASA’s general master calendar. Review and analyze timelines for events/meetings to ensure continuity, effective coordination and planning of resources (staff time, funds, etc.).

Membership Program Coordination:

• Manage and coordinate CALCASA's membership annual renewal process. Develop membership application/renewal packets and billing forms for different tiers of membership for distribution to current and potential members. Coordinate and manage membership benefits programs.
• Ensure, update and maintain membership database of current contact information of CALCASA's members. Manage and coordinate development of annual CALCASA membership directory for distribution.
• Assist in the coordination and development of CALCASA's Annual Meeting and other relevant membership meetings.

 Additional Duties: Work closely with the Associate Director in the strategic development of program and events. Contribute to the professional tone and approach of CALCASA’s events/meetings within the parameters of the agency’s mission and philosophy. Other duties as assigned.