The Communications & Outreach Director will work directly under the Executive Director. The main focus will be to assist the Executive Director in daily operations, membership communication, and meeting coordination. The Communications & Outreach Director position will primarily work from home. There will be some training and meetings generally held at the Headquarters located in the Milwaukee County War Memorial Museum. This position will include travel in the U.S. & Internationally. The IAO will cover expenses.
The Communication & Outreach Director duties will include but not be limited to the following.
Assist members via phone
Forward call to proper staff
Take message if a solution to issue needs to be found
Send New Member/Renewing Member Registration/Renewal Packet
Write Straight Talk
Manage Social Media Campaigns
Review and update website
Go on member recruiting trips
Assist with renewal/registration campaigns
Project Management and Consulting
Participate in planning sessions with committee (conference calls and meetings)
Work with IAO staff to keep a detailed timeline of responsibilities and deadlines
Seek out opportunities to reduce costs on various parts of the meeting.
Develop the event design
Be the “eye and ears” in the meeting planning industry by staying up to date on trends, technology, and learning practice (along with Executive Director).
Be in contact with various companies associated with meetings that can help reduce costs (along with Executive Director.
Manage relationship with event venue
Serve as liaison between IAO and event venue on all set up details
Create program resume to communicate specific IAO needs to all departments within the meeting venue (set ups, IT, AV, F&B, etc)
Diagram event space
Manage relationship with host venue
Establish and maintain hotel room reservation block
Manage rooming list (comps, upgrades, who shouldn’t be next to certain people, etc.)
Manage food and beverage
Serve as liaison between banquet event staff chef
Select food and beverage, reviewing facility banquet event orders, revising as needed and providing final counts.
Addressing special dietary needs, diabetic, celiac, allergies, etc.
Review final bill and address any changes (with Executive Director)
Oversee all elements of onsite exhibit hall set up, day to day and tear down.
Liaison between exhibitors and venue for electrical and other needs
Collect speakers’ return signed paperwork, photo and brochure text
Make speakers’ housing reservations
Track speakers’ airline travel reservations, asking them to make reservations early for cost savings
Reserve transportation to and from the meeting venue for speakers
Set up with AV in lecture room to individual speakers’ needs
Bid out proposals for various entertainment options
Arrange with venue set up times and needs for entertainment
Take text from speakers and produce proper ADA/CERP formatted text for brochure
Work with graphic designer to choose photos that highlight the meeting location and property
Send brochure to printer
Ok proofs from printer
Bid out proposals for various types of tours
Choose location specific tours to suit the client
Manage transportation for tours
Keep in constant contact with tour company(ies) for best rate on size vehicle needed for tour
Advise tour company of any dietary or handicap attendees